Team21Software Hut - User Manual
Contents
1. Chineese Football Society Sport Students Union indiansoc amail com www indiansoc com 15 05 2011 Computer programming society Computer DCS comprosoc gmail com comprogsoc com 15 05 2011 Indian Society Culture Students Union indiansoc agmail com www indiansoc com 15 05 2011 Kite flyers Eree time Students Union kiters hotmail com http www allaboutkiting net 15 05 2011 Motorola sounds Mobile phones Tweaks mobile gmail com www mobile com 15 05 2011 2011 The University of Sheffield Students Union All Rights Reserved amp Top menu Top menu will provide the administrators with buttons for various functions The University of Sheffield Students Union Societies Management System edgaras Logout Sheffield us Student eral View newly created Export displayed to csv file Create a new society View notifications 5 Super admin management Union Ue Exporting to csv file To export displayed records to csv file press the corresponding button in the top menu The University of Sheffield Students Union Societies Management System elcome edgaras Logout Sheffield 0 Students View newly created Export displayed to csv file Create a new society View notifications 5 Super admin management Union 10 Composing email This function enables fully customisable mailing lists for the different societies to be created There are predefined default mailing lists that cannot be removed These are the lists of all m2. 404 error page causing 404 error to be displayed 17 Database design Y Id INT 11 9 item VARCHAR 45 society id INT 11 d gt value FLOAT 10 2 x 9 society id INT 11 9 available positions id INT 11 n serial number VARCHAR 45 9 society id INT 11 T dINT 11 9 category id INT 11 T iSINT 11 YG INT 11 L H maling st id INT 11 9 society id INT 11 Id INT 11 T id INT 11 T id INT 11 name VARCHAR 45 9 value VARCHAR 45 Indexes T dINT 11 9 assessment fields id INT 11 9 name 45 9 risk assessment id INT 11 group id INT 11 18 Glossary of terms Database A set of tables with records where data is stored Login Logout Function that enables registered users to access the data Record An item society displayed in the main page view General user Member of a society who can only view societies they are a member of and manage data if their position is mandatory Administrator User who has more privileges than the General user does Administrator can manage any data in any society send emails to societies export records to csv file create new societies and see notifications about not completed societies Super Administrator User with absolute privileges This type of user has their own section where thay can create new administrators change forms templates and manage society positions and categories CSV file Fi
3. delete this society Chineese Football Society 2011 The University of Sheffield Students Union All Rights Reserved e 12 Super admin management This button provides the super admin access to the tabs that enable the addition of new administrators and management of society positions categories and the risk assessment form The University of Sheffield Students Union Societies Management System me edgaras Logout View newly created Create a new society View notifications 6 Super admin management Management Add new admin Positions Categories Risk Assessment Create a new administrator Admin username Super admin 7 Create admin Students Union All Rights Reserved amp Creating a new super administrator To create a new administrator super administrator simply click corresponding button in the management view Insert their username and specify by ticking a checkbox whether they are super administrator or administrator Managing categories In the Categories tab the super administrator can create new categories change the existing ones or remove categories Managing positions In this tab the super administrator can create new positions and set these to be mandatory All mandatory positions must be occupied by a society member 13 Creating custom risk assessment form templates The super administrator can create custom templates for risk assessment form To do it whilst
4. inside the Super admin management section click on the Risk assessment option A page will show which allows the super administrator add new fields into the form You add new fields by pressing Add field button These fields include Check boxes o Element that can be ticked Combo boxes o Drop down list which enables users select a value inside it Tables o Table with header for column names and rows Text boxes o Text field enabling a user insert a text The super administrator can add as many of these fields as they like The University of Sheffield Students Union Societies Management System Velcome edgaras Logout 2 Add new admin Positions Categories Risk Assessment Manage risk assessment form template Add Field h i i k m n Remove text box Remove comboBox g 3 Remove checkBoxes 1 cl boa Remove Sae When the super administrator is done editing do not forget to press save button at the bottom for any change to take effect After saving the template the added fields will be displayed in a more neat way so that the super admin can easily check the template is correct and possibly remove some existing fields This option is enabled for every existing field so to remove press remove 14 Logout This button is used to sign the user out of the system The University of Sheffield Students Union Societies Management System E HE Logout Sheffield Stude
5. the system is using Positions User Society Category Activities Assessment Inventory Mailing list inherits from the model php file which provides predefined functions for easy querying and data manipulation This is achieved inside loadClasses function in model php Inside this file there are also variables storing the user table name and id username and password columns These settings are necessary to maintain the connection to the user table and therefore are crucial for correct user login functions Every model as their names already specify is used to manipulate different tables in the database and used only for the purpose specific for its logic Views The view files contain HTML and JavaScript code to generate a page using PHP data as variables passed from operating controller These view files are distributed over the view folder itself and society and manage subfolders Society subfolder corresponds to views displaying the society data and options for members Manage subfolder corresponds to views displaying the options for super admin in Super admin management section Controllers Controllers as connection between models and views incorporate the main application logic All existing controllers are as explained in the Codelgniter s specifications inherited from the default controller provided by the framework itself Expanding of the system In the need of expanding the system it is necessary to keep the desc
6. The University of Sheffield Students Union Committee Details System Documentation Installation Guide User Manual Maintenance Guide Contents System requirements How to install Features eene How to use Maintenance guide Glossary of terms System Requirements Computer with internet connection Server with PHP MySQL support O Please be aware that in case your server does not support JSon the system will not be able to work correctly O If your version of PHP does not support JSon please follow this installation guide on how to install it and set it up http www php net manual en json setup php Web browser Chrome is highly recommended Internet Explorer 7 or higher with JavaScript support enabled Atleast 10 MB of free server space How to install In case you do not know what these types of data mean please consult the Glossary of terms Before you begin the installation process please make sure your computer is connected t the internet Insert the installation disc into your CD DVD ROM and open the The University of Sheffield Students Union Societies Manager folder on the disc Now copy the whole content of this folder to your desired place on your server eq using www yourlocation folder will result in the system being accessible with the address www yourserver ac uk yourlocation Once the content has been copied follow these steps
7. as been circled in red in each screenshot Login To start using the application the user super administrator must first login The default login details for super administrator are to be specified during the installation process The University of Sheffield Students Union Societies Management System Username Password Login 2011 The University of sneMeld Students Union All Rights Reserved Main page When the user logs in they will see the list of their societies currently stored in the system The view can be modified using different filtering features to suit the needs of the viewing administrator The administrator can see all the societies currently stored in the system The menu on the top provides advanced features In addition to all the privileges the administrator has the super administrator also has a management button which will take them to a section where they can tweak the application using a simple tabs layout with options The View all button is used at any point in time to see all the basic society information at anytime i e Name Category Group Email Website and date created The View newly created button is used at any point in time to see all the recent basic society information at anytime The University of Sheffield Students Union Societies Management System me edgaras Logout Sheffield Students E View newly created displayed to csv file Create a new soc
8. embers of all societies and lists of all members occupying a mandatory position The University of Sheffield Students Union Societies Management System elcome edgaras Logout Sheffield r Students View newly created Create a new society View notifications 6 Super admin management Union Compose a new email Subject Welcome Choose a mailing Create a new mailing list list Your message Dear user Choose the society Indian Society m welcome to the University of Sheffield Students Union Choose the President Your administratorsj position Recipients Send sons List name Save 2011 The University of Sheffield Students Union All Rights Reserved Creating a new society This button initiates the creation of a new society The name of the society and the president s username are created with this button The University of Sheffield Students Union Societies Management System Logout Sheffield F Students View newly created Create a new society View notifications 5 Super admin management Union Create a new society Society name President s username Create new society 2011 The University of Sheffield Students Union All Rights Reserved 11 Notification System This gives the admin and super admin updates on recent activity per society that occurs in the system It shows any missing data in every societ
9. iety View notifications 6 Super admin management Union Sheffield Students Union Societies O Displaying All records record count 6 Name Category Group Web site Date created 1 Motorola sounds Mobile phones Tweaks mobile gmail com www mobile com 15 05 2011 2 Android Programming Society Computer games DCS cp yahoo com www androidps ac uk 15 05 2011 3 Kite flyers Free time Students Union kiters Qhotmail com http www allaboutkiting net 15 05 2011 4 Chineese Football Society Sport Students Union indiansoc amail com www indiansoc com 15 05 2011 5 Indian Society Not yet completed Students Union indiansoc Qgmail com www indiansoc com 15 05 2041 6 Computer programming society Computer DCS comprosoc gmail com comprogsoc com 15 05 2011 2011 The University of Sheffield Students Union Rights Reserved Searching and Sorting Features The user can filter the information in the system to what they are looking for using the search feature The society records shown at any time can also be sorted alphabetically ascending and descending for every column The University of Sheffield Students Union Societies Management System elcome edgaras Logout id ts Export displayed to csv file View notifications 6 Super admin management Sheffield Students Union Societies Email Web site Date created 15 05 2011 www androidps ac uk Computer games DCS cp yahoo com
10. l database tables Open your browser and type the address of the system followed by forward slash and the installation file install php eq using the example above www yourserver ac uk yourlocation index php install Type in the default super administrator username and click the Install now button 4 Delete install file Delete this file application controllers install php The installation is now complete Features This system covers all the features that were discussed covered and agreed on the requirements document These include e Login e The three user views administrator super administrator and general user e Inventory that can be exported to Excel e Customisable forms e Search and sort features for displayed records e General user e Filter records according to their category e Sort records by any accessible column in the table header e Search for strings contained in the records details 9 Administrator In addition to General user features e Export displayed records to CSV file e Compose email to different societies members e Create a new society e View notifications about missing data in records e Super administrator In addition to Administrator features e Add new admin e Delete an existing society e Manage society positions O create new o Sset unset mandatory o remove e Manage society categories O create new o remove How to use All relevant locations every feature h
11. le format is a set of file formats used to store tabular data in which numbers and text are stored in plain textual form that can be read in a text editor 19 For Step 1 of Installation guide e yourhostname The hostname of your database server yourusername The username used to connect to the database e yourpassword The password used to connect to the database e yourdatabase The name of the database you want to connect to Codelgniter application config database php file For Step 2 of Installation guide users Table in the database where all users general users administrators super administrators are stored e id Column in users table which contains unique identifiers of users e username Column in users table which contains users usernames These are used for logging into the system e password Column in users table which contains users secret passwords e Text editor A text editor is a type of program used for editing plain text files http en wikipedia org wiki Text editor 20
12. nts Export displayed to csv file Create a new society View notifications 6 Super admin management Union Sheffield Students Union Societies Search Displaying All records record count 6 1 Android Programming Society Computer games DCS cp yahoo com www androidps ac uk 15 05 2011 2 Chineese Football Society Sport Students Union indiansoc gmail com www indiansoc com 15 05 2011 3 Computer programming society Computer DCS comprosoc gmail com comprogsoc com 15 05 2011 4 Indian Society Culture Students Union indiansoc agmail com www indiansoc com 15 05 2011 5 Kite flyers Free time Students Union kiters hotmail com http www allaboutkiting net 15 05 2011 6 Motorola sounds Mobile phones Tweaks mobile gmail com www_mobile com 15 05 2011 2011 The University of Sheffield Students Union All Rights Reserved In the unlikely event that the application causes problems please consult the server s administrator or contact the development team on aca09ep shef ac uk or aca09vh shef ac uk or aca090ck shef ac uk 15 Maintenance Guide This section describes the system s design along with details about how to expand it The system is based on the Codelgniter framework http codeigniter com user_guide and it uses the MVC architecture Models The files managing data manipulation in the database are stored in the model folder in the main application folder Every existing model that
13. ribed design unchanged and only create new views models and controllers It is highly recommended that each new model is inherited from the super class mode1 located in themodel php file Also newly created controllers need to be inherited from Codelgniter s default controller class Client server side communication The communication between the server and client s browser is done in two ways e Simple form post and PHP script for generating dynamic web pages e Ajax using JSon library 16 o Ajax feature has its own controller in MVC architecture which allows manipulating data in the database This is done in four main functions getData e Reads and returns data from the database add e Data are be added to the database using this function remove e All remove operations being applied to data are achieved with this function edit e Simulates update queries on data changing in the database Error handling There are four types of error messages in Codelgniter divided into four php files error 404 php error db php e error general php e error php php The fileezror 404 php contains the template for the info page appearing when a requested page could not be found and therefore 404 error is displayed For the purpose of keeping the database table names and their column names hidden from the general users in case an error message should be displayed the script in corresponding file redirects the page to non existing
14. to set up the system 1 Set up database connection Open file application config database php with text editor and scroll down to the bottom of the file Now change these settings on lines 44 47 db default hostname db default username db default password db default database so that you fill in required data in the quotes on the right hand side accordingly eq db default hostname yourhostname y db default username yourusername db default password yourpassword db default database yourdatabase Save the file 2 Set up the user table connection Open the following file with text editor application models model php and change these settings on lines 21 24 this user table this user id column this user username column this user password column so that you fill in required data in the quotes on the right hand side accordingly eq this user table users this user id column id this user username column username this user password column password Save the file If the user table stores users passwords as encrypted strings please open the file application models User php and uncomment remove two forward slashes from the beginning of the line line number 59 Make sure you are using correct encryption method MD5 is set by default Save the file 3 Instal
15. y The University of Sheffield Students Union Societies Management System ome edgaras Logout Sheffield Students View newly created Create a new society View notifications 6 Super admin management Union Notifications rammi ie m Secretary position has not been assigned to any member yet Indian Society The category has not been selected yet Secretary position has not been assigned to any member yet Delete society As well as a society can be created it can be deleted in the super administrator s view Start the delete process by clicking on a society you want to delete and then click on Delete this society button in the top menu Confirm your action The University of Sheffield Students Union Societies Management System el edgaras Logout View newly created Delete this society compose an email Create a new society View notifications 6 Super admin management Chineese Football Society Info Positions Inventory Activities Risk assessment Edit Category Sport Students Union Group Email indiansoc gmail com Web site www Indiansoc com 2011 The University of Sheffield Students Union All Rights Reserved The University of Sheffield Students Union Societies Management System elcome edgaras Stud View newly created Create a new society View notifications 6 Super admin management Union A Do you really want to
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