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CREATE THE NEW FILE PROJECT

Use the link below to go to WP-Client’s interface for creating a new FILE PROJECT.
- Click CREATE NEW MEMBER PROJECT
- Enter the NAME (use the same name you used for the Project itself)
- No need to choose a Parent (this is only if it is STAGES or the 15MMs that has multiple projects under one umbrella)
- No need to fill in any of the other items - although if you already know people you’d like to assign to this project, you can do so by clicking the ASSIGN MEMBERS TO PROJECT link and ticking them from the list.
- Finalize by clicking ADD MEMBER PROJECT

LINK TO FILE PROJECTS

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CREATE THE NEW FILE CATEGORY

Use the link below to go to WP-Client’s interface for creating a new FILE CATEGORY.
- Click ADD NEW
- Enter the TITLE (use the same name you used for the Project itself)
- The FOLDER should be the SAME name as above
- No need to choose a Parent (this is only if it is STAGES or the 15MMs that has multiple projects under one umbrella)
- Click the ASSIGN TO MEMBER PROJECTS link to connect this File Category with the File Project you just set up.
- Finalize by clicking CREATE CATEGORY.
– Once this is done, refresh the page, and then check the listing on the page and find your File Category, and make a note of the NUMBER associated with it (in brackets next to the name).

LINK TO FILE CATEGORIES

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CREATE THE NEW PROJECT PAGE

Use the link below to go to Word Press’s PAGES function.
- Search for the page called PROJECT PAGE TEMPLATE
- Click the CLONE link to make a copy of the page
- Search for the PROJECT PAGE TEMPLATE CLONE and click the EDIT link
- Rename the page at the top with the name of the Project
- In DIVI - in the module called Project Page Title, fille in the the name of the Project
- In the Schedule Module, replace “NewProjectCategoryFromEvents” with the exact name of the project
- In the Contact List Module, replace “NewProjectCategoryFromProjects” with exact name
(NOTE: this won’t work if you didn’t use the exact same name in all the steps above!)
- In the File List Module, replace “ProjectNumberHere” with the NUMBER you wrote down for the File Category from earlier (make sure to do this in TWO places - the file list, and upload files)
- On the right hand side of the page, scroll down a bit, and under “Allowed Members and Projects”, click the blue “Allowed Member Projects” link and choose the Project from the list (this will make sure the page shows up under the YOUR PAGES section of the assigned members).
- Finalize by clicking green UPDATE button.

LINK TO WORD PRESS PAGES

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ASSIGN PERSONNEL

There are TWO steps to assign people to a Project.  They need to be assigned to the WP-Client PROJECT so they will be able to access the page and the files, and they also need to be assigned to the Word Press PROJECT (so they will show up in the views of our Contact List and other program info).

PART ONE  - Assign the person to the WP-Client Project

Use the link below to go to the WP-Client Member page
- Use the SEARCH field to find the person you want
- To the far right of their name, under the “Member Projects” column, click on the “Assign” link.  You will see a listing of all the current projects - tick the box for the project you are currently working on, and then finalize by clicking “OK”.

LINK TO WP-CLIENT MEMBER PAGE

NOTE:  You could choose to wait until you have entered and assigned everyone to the Word Press Project, and then come back to the link below, where you can choose the project and assign everyone all at once (although it is somewhat time consuming to find them all on this list.)

LINK TO WP-CLIENT PROJECT PAGE

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PART TWO  - Assign the person to the Word Press Project

Use the link below to go to the View for User Admin (which is also where to assign people to projects).
- Find the person on the list and click ASSIGN TO PROJECT, and fill in the form, and click SUBMIT.

If you don’t find someone on the top part of the list, check the bottom of the page and click to ADD USER INFO PAGE.  If you don’t find them anywhere on either list, you need to add them as a new USER through Word Press. (Instructions for that come a little later on this page …)

- Once someone is assigned, if you find you want to change the info about their casting, click the MANAGE PROJECT link way back up at the top of this page.

LINK TO USER ADMIN

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ADD NEW USER

If a person is not in our database at all, you need to add them as a registered WordPress User AND make them a WP-Client “Member”.

Use the link below to go to Word Press’s USER page (this is the top level of registering a new user with our Word Press site).
- Click ADD NEW
- Fill in the Username with the person’s last name and the first initial of their first name.  (i.e., Jane Smith becomes SmithJ).  (If that username already exists, concoct a new one, perhaps using the whole first name.)
- Fill in the email address
- Fill in the person’s first name and last name
- Click in the “password” section and enter the password “nmi”
- Make sure to tick the box to “Accept weak password” and to UNTICK the box to “Send email to user”
- Choose CONTRIBUTOR from the ROLE drop-down
- Finalize by clicking ADD NEW USER

LINK TO WORDPRESS USER REGISTRATION

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Use the link below to go to WP-Client’s Member Management page.
- the person you just entered will be at the top of the list.   Hover over their name, and then click EDIT
- Fill in the correct email address for the person, and their first and last name, and enter the temporary password “nmi” twice
- you could also click “Select Member Projects” and assign this person to the Files already - but you don’t need to this at this point
- Finalize by clicking UPDATE MEMBER

LINK TO WP-CLIENT MEMBERS

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REHEARSAL SCHEDULE/ADMIN MENU

To make sure the rehearsal schedule shows up on the Project Page, make sure that any calendar EVENTS associated with the project are ticked with the appropriate EVENT CATEGORY.  (If the appropriate Event Category doesn’t yet exist, create a new category with the same name as the project.)

LINK TO EVENT SCHEDULING

To make sure the Project Pages appears on the Admin Menu, use the link below to go to the ADMIN page and click to EDIT the page. Click the edit the module labelled PAGES, and then click the PROJECTS tab. Copy one of the “button” settings and insert the link to the project page you just made.

LINK TO ADMIN PAGE

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EMAIL PERSONNEL

Once you have assigned a person using both steps above (assigned to the Word Press PROJECT and assigned to the WP-Client PROJECT) - you can follow these directions to send them an automated email giving them access to the project files OR asking for program information.

Go to the top of this page, find the project, and click the MANAGE PROJECT link.

Find the person you want to email, and click the EDIT link opposite their name.

Scroll down to the “Confirmed?” section, and change the drop-down selection to:

• FILE ACCESS INSTRUCTIONS SENT (this will send an email welcoming the person to the project, and giving them instructions for logging in and getting access to the project page with the rehearsal schedule, contact list, and file access)
• SEND PROGRAM INFO (this will send them an email welcoming them to the project and asking them for updated bio and picture info for the program - so only use this one for projects that will be having an official program)

Note: The other drop-down options are for use when preparing a program.  Change the drop-down to “EMAILED” once they have been sent a program request, and change it to “DONE” once they have submitted and approved their info.

Another note:  If you need to RE-SEND the file access instructions, you will first need to change the drop-down back to NEW, save it, and then change it to FILE ACCESS INSTRUCTIONS SENT again (the email won’t send again unless the drop-down has been CHANGED.)

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MISCELLANEOUS

To ARCHIVE a past project, go to the link below, find the Project and click EDIT.  Under PARENT, choose “ARCHIVED PROJECT” from the drop-down list, and then click UPDATE to finalize the choice.

LINK TO PROJECT PERSONNEL CATEGORIES

THEN

Use the link below to go to the WP-Client Project page and UNTICK all the people assigned to the project, so they will no longer see the Project Page link on their account home page.

Do this by finding the project on the management page, and clicking the ASSIGN link on the far right of the page; and then unticking anyone still assigned to the project.

LINK TO WP-CLIENT PROJECT MANAGEMENT

THEN

Use the link below to go to the ADMIN page; choose EDIT; find the tab for PAGES/PROJECTS; and remove the project. (We don’t yet have a Tab for ARCHIVED projects… should we bother?)

LINK TO ADMIN PAGE

To save space on our server (and if you are sure we won’t be needing the files again), use the link below to go to FILE SHARING, filter for the CATEGORY of the project you are archiving, and DELETE all the files.

LINK TO FILE SHARING