Updates to Home pages, uploading of files and management of files and folders are performed through the Admin menu. Each municipality and region, the State and the top level has an Admin icon for accessing the corresponding Admin menu.
The screenshot below shows the Admin menu for the BSW region.
The menu icons match the icons on the main menu. There is an additional icon to directly access the Doc Store login page as a contingency - see below. The Back button returns you to the main menu.
Admin access is restricted by a shared password. Each region has a different password. There is a separate shared password to access Admin for each of the municipalities within that region.
Each icon on the Admin page provides access to a corresponding drop page to streamline the uploading of files directly into the associated folder in the Doc Store. There are also additional buttons on the drop page to list and manage the files already uploaded. There are also icons at the top right side of the page to get Help, refresh the page and close the page.
The passwords are restricted to admin users undertaking file management. If you require access to admin, please contact your EMV Regional EM Planning Support Officer.
Updating the Home Page ▲
The Home Page drop page is specially configured to allow you to download the master file and upload it back with the correct filename and only allows files of type docx and htm to be uploaded. The drop page for BSW is shown in the screenshot below.
To create a new Home page, download the Home Page template from the Guides and Resources menu. Follow the instructions in the template to position the main image, set the margins and right justify the main text. Save when completed.
To update an existing page, go to the Admin page. Click Home Page to access the Upload page then click HOME PAGE in the top right to download the current page as a zip file. When the zip file has downloaded, open the zip file then double click the docx file to open in MS Word. Edit the docx file using Word in web layout, ensuring that margins and justification are observed.
To set the margins, use Ctrl-A to select all the text then set the left and right margins in by 0.5cm (two steps on the ruler) then set text alignment to Justify . The main image size should be set to a height of 7cm with text wrapping set to Square.
To upload back to EM-COP, ensure that the Home Page has been saved as a docx file and as a Web Page, Filtered (*.htm, *.html) file. Drag and drop the docx file, the htm file and the associated _files folder onto the drop area on the Document Upload page. The docx file is the home page master file. The htm file is the page that is displayed on the EM-COP Desktop. The _files folder contains the images.
Open the web page from the icon on the EM-COP Desktop page to ensure the updates have loaded. You may need to refresh the web page. If images don’t display, check that the _files folder has been uploaded and if necessary, re-save the homepage from the docx file and upload again.
Managing Folders ▲
The drag and drop pages for other icons have provision to manage folders and list and manage files stored in the folders. The screenshot below shows the top part of the Admin page for BSW Committee Governance documents, with drop areas for the first two folders.
Creating a new folder ▲
Renaming or deleting a folder ▲
Click RENAME FOLDER or DELETE FOLDER at the top right of the associated Drop Area. Deleting a folder will also delete all files in the folder so use with care as there is no undo. Click UPDATE MENU to ensure the EM-COP menu displayed to users is up to date.
Uploading documents ▲
To upload a file, simply drag and drop the file onto the desired drop area. Alternatively, you can click the drop area to open a file dialog box. An icon will appear in the drop area for each file with a progress bar and a tick when completed. A wait indicator will show to the right of the drop area heading until all files have been uploaded.
Renaming, Deleting, Setting Dates on documents ▲
Click LIST FILES to see a list of the files currently in the folders and to make any required changes to the filename or file date. The description is formed from the filename with any underscores in the filename converted to spaces.
This list shows the current state of the files in the folders and may take a few seconds to generate depending on the number of files and folders. It may be different from the EM-COP menu because that menu shows the status when last updated. However, the EM-COP menu will always display quickly for users.
The screenshot below shows the file list menu and first two tables for BSW Committee Governance.
This list is similar to the EM-COP menu but also contains links to rename, delete, archive and set date on the file. You can also access the archive folder for a table using the show archive link at the right side of the table header. See below for more information on archiving files.
When setting dates, enter the desired date in the format YYYYMMDD (see note below). For pdf, jpg, gif and png files, you can apply the last modify date stored within the file by holding down the Ctrl key on the keyboard when you click set date.
Note: YYMMDD can also be used. Other acceptable formats are DD-MMM-YYYY, DD-MMM-YY, DD-MM-YYYY and DD-MM-YY. MMM represents the first three letters of the month. These formats also accept forward slash ("/"), underscore ("_") or space (" ") instead of dash (“-“) as a separator. This makes it easier to directly copy and paste dates from the filename.
Updating the menu on EM-COP ▲
When ready, close the menu and return to the drop page. Click UPDATE MENU to apply the changes to the menu in EM-COP. Access the menu from the corresponding icon on the EM-COP Desktop to ensure the changes have loaded. Please note that you may need to refresh the page - hold the Ctrl key when you click refresh.
Adding external links to a menu ▲
A link to an external resource such as a document on an external website can be added to a table in a menu. Click EXT LINK at the top right of the associated Drop Area. This will download the links file as a ZIP file. When the ZIP file has downloaded, unzip the links.txt file to your PC desktop. Right click the file and click “Edit” in the Context menu to edit the file using Notepad.
Each line contains the four parameters required for a link, with each parameter separated by a comma. The first line in the file is a description of the parameters and must not be deleted. The links occupy the second and subsequent lines. The order of the links is not important.
The four parameters are as follows:
- The URL parameter is the full web address for the resource. It is best to test the address in your browser first, then paste the address into the txt file.
- The Description parameter is the description of the link to appear in the menu
- The LNK parameter is a three letter abbreviation for the link (eg PDF, WWW)
- The Date is an optional date in the format YYYYMMDD. If the date is not included, the link will show the date that the menu was last updated.
Save the links.txt file when completed.
To upload back to EM-COP, drag and drop the links.txt file onto the same drop area on the Upload page. Click LIST FILES to check that the menu displays the expected links, then UPDATE MENU to commit the changes to the menu displayed on EM-COP.
Moving Documents between folders ▲
Archiving Documents ▲
Each folder has an associated archive folder. This is intended to hold previous versions or master versions (eg. a docx version) of pdf documents in the main folder. To archive a file from the LIST FILES menu, click the archive link next to the document. A confirmation page will display. Click OK to re-display the menu minus the file. Click the show archive link on the right side of the table heading to display the archive.
The screenshot below shows an archive for the Fire Subcommittee folder in BSW Committee Governance.
To move a file back to the main folder, click the restore link next to the file. To go back to the main file list, click the back link on the right side of the table header.
Changing folder settings ▲
If enabled, the Admin drop page will have a SETUP button to the right of the NEW FOLDER button. This button provides access to a setup page that allows limited access to change settings for the drop page folders and associated menu
The screenshot below shows an example setup page.
The setup page allows you to change some of the overall menu parameters. The main parameters of interest are Menu Sort Order and Reverse Folder Order. The contents of the tables can be ordered by date or alpha, forward or reverse. You can also change the Menu title and Drop Area title. The Menu URL is the full web address of the menu. Click the SAVE button to save the changes.
Logging in to the EM-COP Document Store ▲
The admin menu has an icon for Doc Store Login. This login is intended to be used as a contingency only and allows you to access the full folder structure similar to Google drive, Dropbox or Onedrive. Please contact EM-COP Support if you require access via this login page.
Please note the following:
- Upper and lower case is important in filenames - Test.doc, test.doc and test.DOC are all different
- Contents won't show in the menu if there is only one table
- The "Back to top" icon ▲ doesn't show on the first table heading
- The Document Store may take a few seconds to update so don't rush your changes