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Instructions for maintaining SASMT on the web

1 Inserting a new member for your centre

On your web browser (e.g. Internet Explorer, Firefox, Chrome, etc.) go to http://www.sasmt-savmo.org.za/maint/

1 Click on the menu item ‘Login’

2 If you want to change data for an ordinary centre, use the left-hand column. If you are from a specific

institutional centre, use the right-hand column. 3 Choose your centre in the dropdown box and give the correct password you received previously.4 Click on the ‘Login’ button.

or if it was for an institution:

5 If you have logged in successfully, click on the menu item New under Members

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..............

6 Fill in the fields. For Subjects/Instruments you have to make use of the codes in the left-hand column. Separate the codes with a space.

7 Note the 4 tick boxes at the bottom. Refer to section 3 for the meaning of these tick boxes. If you leave the 'Active' or 'Paid' box unticked, the member's information will not appear on the web subsequently.

8 Finally click on the 'Register' button to enter the data into the database.9 You should get a new page indicating that a record has been inserted:

10 If the message states 'Record 0 inserted', something went wrong, the data did not go in and you should inform the webmaster.

11 Click on the 'Next record' button to insert another record.

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2 Updating information for an existing member



2 If you want to change data for an ordinary centre, use the left-hand column. If you are from a specific institutional

centre, use the right-hand column. 3 Choose your centre in the dropdown box and give the correct password you received previously.4 Click on the ‘Login’ button.

5 If you have logged in successfully, click on the menu item Update under Members

6 Fill in part of the surname of the record you want to change. Then click on the 'Find' button.7 You will get a list of all the names having those letters in the surname. For example, if you use 'van' you will get all

the Van der Merwes and Van der Walts but also names like Evans and Ivanovic.

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8 If you do not get a list, for example the message

,

go back and make your criteria less strict.

9 If you get a list, click on the number in the left-hand column of the record you want.10 You get a new page containing the information of that member.11 Change the data as required. You can also change the centre to which the member belongs but you will not be able

to see that record subsequently unless you know the password of the new centre.12 If you tick the 'Accepted' tick box afterwards for the first time, a welcoming Email message will be generated and

sent to the new member as well as the centre secretary and the webmaster, provided of course that the member has an Email address. Note: This will not happen when the record is first inserted, only next time when the tick box is changed.

13 Finally click on the 'Update' button at the bottom to save your changes.

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3 The meaning of the status flags

1 When updating or entering a new record there are 4 tick boxes at the bottom:

Accepted The member has been accepted as a member of the SASMT. If this box is unticked, the member has not yet been approved or has been disapproved.

Active The person is currently a member of the SASMT. If unticked, the member has resigned or will be inactive until reinstated, for instance absent for a year or more. The information will not appear on the web if this box is unticked.

Paid The membership fees for this member is up to date. If unticked, fees are outstanding and the information will not appear on the web.

Certificates Copies of certificates have been received.

To summarize, for the information to appear on the web only 2 flags need to be ticked: 'Active' and 'Paid'.

2 If you want to be strict, you may want to untick all the 'Paid' boxes when a new financial year starts, then tick them afterwards one by one as fees are paid.

3 There is a function under the Centre menu to set all the Paid flags for the entire centre.

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4 Downloading all the information and getting it into an Excel spreadsheet1 You can get the complete data of all the members in your centre and obtain it in an Excel spreadsheet.2 For this there are 3 basic things you should have or know:

a. You should have the Excel macro file SAVMO_csv2spr_3.xls. This contains an Excel program which will make it easier for you to get the data into a spreadsheet. Ask the webmaster for this file and he will Email it to you.

b. Alternatively you can download it yourself from the 'downloads' page. c. You should know where on your computer you have stored this file.d. You should know where on your computer downloads from the web end up. In some browsers (Firefox,

Chrome, Internet Explorer 9) you can set it up beforehand but with older versions of Internet Explorer the location is fixed or can be specified at every download.

3 Experience has shown that one of the greatest problems of most computer users, especially those restricting themselves to pure Windows applications like the file manager Windows Explorer, is to manage files and folders and be able to find an existing file easily.

To get the data, on your web browser (e.g. Internet Explorer, Firefox, Chrome, etc.) go to http://www.sasmt-savmo.org.za/maint/



institutional centre, use the right-hand column.6 Choose your centre in the dropdown box and give the correct password you obtained previously.7 Click on the ‘Login’ button.

8 If you have logged in successfully, click on the menu item List under Members and Text file under that

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9 You should now get the download dialog of your browser. For example in Firefox it looks like

Click on the OK button and note where you save the file.

10 Wait until file has finished downloading. It will have a name built-up from the date, time and centre code, for example 20101108_0905_TXT_pta.txt

If in stead you are using Internet Explorer or Chrome and you see the data directly on the screen, like for example:

Right-click on this data, then save it by entering Ctrl-s or choose File>Save from the menu. The file you save must have the .txt extension, not something like .php or .html. If you save it with an extension other than .txt, rename it afterwards to have .txt . For example you can save it as Dbn_data.txt.

11 Make a note of where you save the file. You will need to refer to it again. Otherwise, move it to the location where you normally keep SASMT data.

12 We refer to this downloaded file as your data file.13 Open the Excel macro file SAVMO_csv2spr_3.xls in Excel.

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14 Make sure that macros have been enabled in Excel. Normally they are disabled and you have to enable them to run a macro. See section 5 for instructions on how to enable macros in Excel 2007.

15 Click on the Read File button.16 Navigate to your data file that you downloaded and click on the Open button.17 Click on the Yes button on the confirmation window.18 The data will now be read into a spreadsheet and provided with a header row.

19 The program also requests saving the spreadsheet file (a .xls file)Note that if your default programmes for file extensions do not include 'xls' to open Excel when double clicking on this file name, you might have to rename it to 'xlsx' or update your Windows default program list to include it for Excel.

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5 Enabling macros in Excel

When Excel 2007 is installed, macros are disabled by default

To enable them in Excel 2007 do the following:

1 Click on the Microsoft application button

2 Click on "Excel Options"

3 Choose "Trust Centre"

4 Click on Trust Centre Settings

5 Choose "Macro Settings"

6 Choose "Enable all macros"

7 Click on "OK" repeatedly until you are back in the spreadsheet.eewh/201904 9


6 Setting up and updating the list of committee members of a centre



2 Committee members only exist for ordinary centres, so use the left-hand column. 3 Select your SASMT centre supplying the correct password received previously.4 Click on the ‘Login’ button.

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5 Click on the menu item Centre, and then Ordinary and Committee

6 To add a new member, open the Type of member list by selecting the down-arrow, then select the type of member:

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7 Then choose the person on the next list by selecting the down-arrow on Name of person.

8 Choose a name from the list and click on Add. Note that the list also contains members of institutions belonging to the centre.

9 To remove a committee member select the 'Delete' button next to the name. If someone's position changes, for example from ordinary committee member to treasurer or secretary, first remove the existing record and then add the new one as in step 6 above.

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7 Display of data as it appears in printed directory listTo get the data, on your web browser (e.g. Internet Explorer, Firefox, Chrome, etc.) go to http://www.sasmt-savmo.org.za/maint/



institutional centre, use the right-hand column. 3 Choose your centre in the dropdown box and give the correct password you obtained previously.4 Click on the ‘Login’ button.

5 If you have logged in successfully, click on the menu item List under Members and PDF file under that

6 A pdf-file of members of the centre concerned will be generated. It is in the same format as that of the printed directory list in the magazine 'The South African Music Teacher'. It can be opened in the browser or saved for later use like any other pdf file coming from the web.

7 At the end of the list of members of the ordinary or regional centre a list of members of institutional centres allocated to the ordinary centre is added. The names of the institutional centres appear alphabetically in between. Below is a small example for the Johannesburg centre.

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8 The pdf dataset can easily be converted to MS Word format. There are various facilities on the web for that purpose. One of the most successful (in 2019) is https://simplypdf.com

9 Simply upload the pdf dataset following instructions on the screen and after a few moments you can download the converted file.

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https://simplypdf.com/

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