Lists the names and three rows of information.

When you open the data set, you see a list of member names on the screen. Each name on that opening
page contains three rows of information:

I. If you are an "All" approver you can see all the records, otherwise, you will see the dataset region for which you are
approved.

You will see Personal data. To see Position data you have to select a name.

There are two considerations: limiting what you see and sorting what you see.

II. Limitations
  a. All - No limitations
  b. Unapproved - New entries are unapproved. A current registrant who edits their name data will be unapproved.
  c. Check Me - This will typically be a registrant who changed their Position data but didn't change their name data. It
implies you need to look at Position data to approve it. Take care when you are finished with a record and all is approved
that Check Me is turned off and Approved is turned on.
  d. Dropped - By default you don't see dropped records, even when ALL is selected. You have to turn on this option to see
  them.

III.  The first screen lists the names of members in your region with three rows of info. (Note: The
rows are not numbered except here for explanation purposes.)
  a. Row #1
   i. Edit - Click on this link to edit a member's record.
   ii. Del - Never delete a record from this screen.  To delete a record, click on edit, then use the
   dropped button.  See
   removing a member's position and/or record.
   iii. Approved - The member has been approved. But, notice the next column.
            Check - There is a "Yes" here.  In order to remove the "Yes", it is a simple matter of
            clicking through the
            record to change this to a "No".
   iv. ID - If a member is not registered to vote this is a 3-digit number (at this time).  Registered
   members have a 6-
   digit number.  The first number shows the year that they registered to vote.  In our example,
   300007 represents year
   2003 and the 7th person registered.
   v. Name - Member's registered name.
   vi. Email - Member's primary email address.
   vii. Registered - "Yes" being that the person is registered to vote.
   viii. No Mail - "Mail" meaning that the person will receive the USGW Newsletter.
   ix. IP - This is the IP address of the member.  It is updated automatically when a member changes
   email addresses and/or
	accesses their record.
   x. Password - This password is for access to the registration records only.  When there is an
   election, that password is
	sent out by our programmer and only he is able to know what those are.  The individual member's
	password is not
	visible to the regional EC members.  Only our programmer, the Chair and the Dataset Manager can
	view these.  If a
	member misplaces or does not remember their password, you as their regional representative can
	click on their email
	address in the dataset and it will be sent to them automatically or the Dataset Manager can
	access the information and
	send to the member.
  b. Row #2
   i. AKA - Other names used by the member on USGW websites.
   ii. Other email - alternate email addresses
   iii. Notes - This section is not seen by the member when accessing their records.
  c. Row #3
  This row lists all of the regions/projects that a member can be a part of in the USGW.  If the region is in a red font,
  that member belongs to that region.  Their position in that region is listed next.
  When you have added a new person or updated a member's record, it is important to check this row.  If a question mark is
  next to the region/position, then you need to simply click back through the member record to remove the question mark.
  If you are updating a large number of records, then go to the "Check Me" button to see all of those records that need
  this final approval.

--
Do not make any changes from this first screen, including delete. To make changes or deletions, click
Edit.

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IV. Buttons
Sorting: One of your challenges will be elimination of duplicates. There is no foolproof method for doing this. One way is
to sort by name to look for duplicate entries, the other way is to sort by email address to look for duplicated addressed -
which could be valid entries - but which may indicate a duplication. One reason for duplication is a person who has a
record but did not set a password. They need to make a change and so they create a new entry for their changes and now they
are duplicated.

  a. SEE FILES - This is your opening page for your region/area.
Once you have logged in, the first page will not have any names listed.  Choose how you want to sort the members in your
region here.

  b. SORT BY EMAIL - Sorting by email will allow you to search for duplicate email addys and/or to locate a member with a
misspelled name.
The email addresses are links.  This allows you to click on a person's email address and generate a message to them with
all their info. You don't get a copy in this case.
   i. EMAIL MESSAGES
    --If you add someone a message is automatically generated to the primary email address giving them the info.
    --If you edit a record no email is sent. If you want them to get an update (and this can be done at any time, not just
    after an edit) you click on their email address once you get back to the SeeFiles screen.
    --A member has more than one email addy on various sites.  Only *one* can be primary.  That one email addy is listed
    for all projects and any others as alternates.
    --It is important when updating a memberhip that you do not change the email addy to one that may be an alternate for
    the site you are working with.
   ii. QUERY
    --When doing a query (or sort) keep in mind the following notes from our programmer:  It has to do with how you query
    for stuff. If I'm querying for a person then I'll get the person.
    --If I query for them by the states they are in then I'll get their record over and over for each state they are in.
    --The key is to look at their registration number. If every multiple record comes up with the same registration number
    then you'll know what's happening and not to worry about it. You only have an issue if the same person comes up with
    more than one registration number.

  c. SORT BY STATE
If you are updating a state, you can do a sort by state.  Then go to the Find/Go button and enter that state (ie. LA) .
You will now be taken to the first instance of that state.  On Sort By State you may see multiple instances of a person's
name file.  Look at the ID. I order to get the data you want for this sort the query attaches the name data to each
instance of one of the state the person has. It is not an indication of duplicate name records.

  d. SORT BY NAME
Choosing to sort by name will sort all records in your region by surname.

  e. SORT BY POSITION

  f. FIND/GO
   i. By Last Name
     --Match Find
     --Contained in Match (This is useful for hyphenated names.)
     --Continue Find
   ii. By Email
   iii. By State
   When sorting by state, these are your options at the FIND/GO:
     --Find State: This will take you to the first instance of the state.
     --Go Top: This will take you back to the top of the full list. (ie. AK)
     --Go End: This will take you to the end of the full list. (ie. WV)

*This from our programmer re the use of wildcards:
"It's not that sophisticated. You can use a partial string search, though, which is the next best thing. The names are LNF
so a way to search for you (if you're in there as Ellen) would be p, el and that should find you."
So that is the last letter of the surname, and first two letters of the first name, with a comma separating them.

  g. SEE DROPPED
By default you don't see dropped records, even when ALL is selected. You have to turn on this option to see those who have
been dropped.

  h. SEE UNAPPROVED
New entries are unapproved. A current registrant who edits their name or position data will be unapproved.  A member can
also show unapproved if you add a position and fail to approve the member.

  i. SEE CHECK ME
    --This will typically be a registrant who changed their Position data but didn't change their name data. It implies you
need to look at Position data to approve it. Take care when you are finished with a record and all is approved that Check
Me is turned off and Approved is turned on.
    --When you ADD-NEW, this feature is also turned on.  If you have been doing updates to your dataset records, use the
feature to see who needs to be approved.  You will need to reopen the record, then just click through: 1. Edit  2. Update
    --Done - Select another person
    --This will "approve" the member you have added.

  j. SEE UNREGISTERED- Members not registered to vote.

  k. ADD - NEW BUTTON
You will be taken to the form just like any member goes to when registering/changing information.
   i. After entering all the appropriate information, you **must** click on the "you must click here" link just like
   members   have to do. Instead of taking you to the page to set a password and then sending an email, the program
   automatically   assigns a random password (that only Larry and the EC chair can see, and the member can get just like
   any other user.
   ii. You are then returned to See Files.
   iii. Members that are added using this button are automatically sent a message telling them that they have been added to
  the USGenWeb Election Committee rolls.  Their personal ID number and PW are included.

  l. DONE
Once you have completed working under a particular button (ie. See dropped), click on the DONE button and this will take
you back to the initial See Files page.

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