Make and Publish New Workshop Schedule Procedure

The use of this page is intended for the Workshop Coordinator.  Special website entitlements are configured for the role.  If the Coordinator contemplates delegating to another, the webmaster should be consulted first to work out entitlement adjustments.

Follow these basic steps to create a new workshop schedule, publish it to the webpage, and set up for an automated email delivery, currently scheduled for every day at 1900 and 2200.

1. Log in to the website.
2. View the Workshop homepage, Shop Schedule tab – https://legacy.hcwg.org/workshop/#shopschedule
3. Locate the “Edit” link at the bottom of the schedule on the right margin and click it.
4. Do Not Change this post.  It is a historical record.
5. Locate the “Copy to a new draft” link in the “Publish” options block.  Normally displayed in the right column.  Click it.
   1. This clones the formerly current schedule, preserving all the meta data and saving you having to reproduce it.  The is a simplified approach by comparison.
6. After the new draft is created:
   1. Edit the Title field to reflect the desired date the shop schedule takes effect (or whatever convention selected by the Coordinator, as long as it is routine and never duplicated.
   2. Under the title field, in the line marked “Permalink”, select the edit button.  Clear the content and click OK.  Observe that the title entry is inserted, all lowercase with hyphens between words and special characters removed.
7. Save as Draft.
8. Review the boilerplate at the top of the schedule.  If anything has changed, rarely if ever, edit it now.
9. Update the schedule.
10. Next edit the link under the text “Workshop Schedule – Printer Friendly PDF”.
    1. Modify the “serial number” to create a new unique value.  It looks like YYYYMMDD.  Conventionally, we use the same date as is in the title field.
11. Review your entire document.
12. Click to publish it.
13. Visit/refresh the workshop schedule page again, https://legacy.hcwg.org/workshop/#shopschedule.
    1. Check to make sure the dates are correct.
14. Now create the new printer friendly PDF file.
    1. Scroll down to the bottom of the Schedule tab.  Note the orange button,  Printer Friendly View , click it to open a new tab with only the schedule displayed.
    2. On a Mac, print to PDF and save locally with the filename ShopSched2week.pdf.
    3. On a Windows 11 machine, print to PDF is native to the OS.  Press Control+P and select options to create the PDF output file.  Save it locally with the filename ShopSched2week.pdf.
15. Access the Workshop Files page: https://legacy.hcwg.org/datadocfiles/.  The shop schedule PDF file is in the root of this location.  
    1. Select up upload a file.
    2. Choose to navigate to where you stored the PDF file locally and select it.
       OR drag and drop in the root file list.
    3. Choose YES when prompted to overwrite the existing file.
16. After the upload is complete, go back to the https://legacy.hcwg.org/workshop/#shopschedule and click the Printer Friendly PDF link viewed by visitors.  Make sure the right schedule comes up.  
    1. If the old own comes up, either the link serial number was not edited in step 10, or the browser cache on your machine was updated with the new serial number and the old schedule was still in the website’s file system.  You need to force clear your browser cache and try again.
       1. On a Mac – press and hold Option+Command and type the R key, to flush cache and refresh.
       2. On Windows 11 – (you might need to Google for the instructions for your browser)
          1. Press Ctrl + Shift + Delete
          2. Choose All time
          3. Check Cached images and files
          4. Clear it.
17. The email of your new post will go out automatically the next time the system monitor process checks for a new Shop Schedule Post, every day, at 7pm or 10pm eastern time.

The end of the procedure.