Uploading the newsletter each month involves two steps – creating a text copy of the pdf, and then uploading both the pdf and text copies to the System.

To create a text copy of a pdf

  • Copy the PDF to your computer. Please name it: It_year_month e.g. It_2018_06.pdf
  • Open Adobe Acrobat Reader
  • Open the PDF file in Acrobat Reader (File > Open)
  • File > Save as Othe  > Text
  • Save the file. Please save it with the same style of file name, with the txt extension e.g. It_2018_06.txt

To upload the pdf and text copy

  • Log in
  • Change ‘Member’ to your Committee role using the down arrow
  • You should now have a menu option ‘Upload Newsletter’. If you don’t, ask the Web Manager to add ‘Upload Newsletter’ to your committee role’s powers.
  • Hit ‘Upload newsletter’
  • Fill in the form ‘volume, number, month and year’
  • At ‘Available online’, leave ‘Yes’ checked if you have an electronic copy of the newsletter to upload – which you normally will. ‘Available online = No’ was used for some of the very early missing issues.
  • Use ‘Choose File’ to add the pdf and txt files.
  • Hit Upload
  • Optionally, go to ‘View and search newsletters’ to check that newsletter uploaded ok. Note that, as an authorised Committee Member, your ‘View and Search Newsletters’ includes Edit and Delete options.

To change a mistyped volume, number or date

  • Log in
  • Change ‘Member’ to your Committee role using the down arrow
  • View and search newsletters
  • Find the newsletter in the list
  • Edit
  • Correct the mistake
  • Submit

To delete a newsletter

  • Log in
  • Change ‘Member’ to your Committee role using the down arrow
  • View and search newsletters
  • Find the newsletter in the list
  • Delete
  • OK

To replace a newsletter

You may want to do this for an older newsletter if someone found a more clearly printed copy of it. Or if you found such an embarrassing typing error in the newsletter that you need to replace it.

  • Re-create the .txt file from the new pdf
  • Log in
  • Change ‘Member’ to your Committee role using the down arrow
  • Upload newsletter; fill in the boxes
    • Add ‘Re-loaded’ or some similar wording in the Comments box
  • Use ‘Choose File’ to add the replacement pdf and txt files
  • Hit Upload
  • Go to View and search newsletters; you will see that the issue is now listed there twice. The replacement issue will have the comment ‘Re-loaded’ or whatever similar wording you entered.
  • Hit the Delete Button for the old version
  • OK

FAQ

Q. Why do we have to upload a separate text file? The PDF is readable as text; that should be enough.

A. The PDF is readable as text by Adobe Reader and some other applications, but not by the application that we have. Search results are much better in our application if we upload a text version as well as the PDF.