System Functional Specifications: Revision History

System Functional Specifications for Yale Club of Hong Kong
System Functional Specifications

Prepared By
Author
Version
Product/Version
Date
Customer
:
:
:
:
:
:
Internad Limited
Joey Fan
1.82
Yale Club of Hong Kong Website
December 31, 2013
Yale Club of Hong Kong
Revision History:
Version
1.0
1.1
1.2
Date
Oct 5, 2011
Nov 21, 2011
Feb 7, 2012
Major Change
Revise membership types and forms
Author
Joey Fan
Joey Fan
Joey Fan
Reviewed by
Confirmed and Accepted by:
_____________________
Name & Company Stamp
All information contained within this document is the proprietary and confidential
information of Internad Limited. No portion of this document may be reproduced,
distributed or disclosed to any third party without the explicit written permission of
Internad Limited.
Copyright 2012-2014 Internad Limited
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Table of Contents
1.0
OVERVIEW...............................................................................................................................4
2.0
YALE CLUB OF HONG KONG WEBSITE..........................................................................5
2.1
HOME PAGE.............................................................................................................................5
2.1.1
Masthead..........................................................................................................5
2.1.2
Horizontal Navigation Menu...........................................................................5
2.1.3
Keyword Search..............................................................................................5
2.1.4
Join Membership.............................................................................................6
2.1.5
Vertical Navigation Menu................................................................................6
2.1.6
Member Login.................................................................................................7
2.1.7
Forgot Password..............................................................................................9
2.1.8
Photo Slideshow............................................................................................10
2.1.9
Upcoming Club Events..................................................................................10
2.1.12
News from Campus.......................................................................................10
2.1.13
Yale and the World........................................................................................10
2.2
USEFUL LINKS.......................................................................................................................11
2.3
CONTACT DETAILS................................................................................................................11
2.4
SITEMAP................................................................................................................................11
2.5
MEMBERSHIP.........................................................................................................................11
2.5.1
Membership Main Page.................................................................................12
2.5.2
Alumni Member Application Form...............................................................12
2.5.3
Affiliate Member Application Form..............................................................16
2.5.4
Non-member Alumni and Affiliates Application Form.................................19
2.5.4
Application Form Preview............................................................................23
2.5.5
Approve Application by Administrator.........................................................24
2.5.6
Reject Application by Administrator.............................................................26
2.5.7
Membership Payment....................................................................................26
2.6
YALE NEWS FEEDS...............................................................................................................29
2.6.1
Yale News Index Page...................................................................................29
2.6.2
Yale and World News Index Page.................................................................29
2.7
EVENTS..................................................................................................................................30
2.7.1
Upcoming Events Index Page.......................................................................30
2.7.2
Past Events Index Page..................................................................................30
2.7.3
Event Calendar..............................................................................................31
2.7.4
Event Details Page.........................................................................................31
2.7.5
Event Sign-up Form......................................................................................34
2.7.6
Event Payment...............................................................................................42
2.7.7
View Event Registration................................................................................43
2.7.8
Modify Event Registration............................................................................46
2.7.9
Cancel Event Registration.............................................................................47
2.7.10
Event Photos..................................................................................................47
2.8
APPLYING TO YALE...............................................................................................................48
2.9
INFORMATION PAGES............................................................................................................48
2.9.1
Main Menu and Submenu.............................................................................48
2.9.2
Section Index Page........................................................................................49
2.9.4
Article Page...................................................................................................50
2.10
MY ACCOUNT........................................................................................................................50
2.10.1
Update Profile................................................................................................50
2.10.2
Update Profile Preview..................................................................................54
2.10.3
Member Application for Non-Member.........................................................56
2.10.4
Unregister for Non-Member..........................................................................56
2.10.5
Membership Status........................................................................................57
2.10.6
Upgrade Membership....................................................................................58
2.10.7
Change Password...........................................................................................58
2.11
MEMBERS CORNER................................................................................................................58
2.11.1
Member Directory.........................................................................................59
2.11.2
View Contact Details.....................................................................................60
2.11.3
Job Opportunities...........................................................................................62
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2.11.4
2.11.5
2.11.6
3.0
Current Rsums...........................................................................................62
Event Photos..................................................................................................62
Bulletin Board...............................................................................................62
YALE CLUB OF HONG KONG ADMIN SITE...................................................................63
3.1
MEMBERSHIP APPLICATION MANAGEMENT..........................................................................63
3.1.1
Search New Membership Application...........................................................63
3.1.2
Review New Membership Application.........................................................64
3.2
MEMBERSHIP MANAGEMENT................................................................................................66
3.2.1
Search Member..............................................................................................66
3.2.2
View Member Details....................................................................................70
3.2.3
Membership Info...........................................................................................75
3.5
CONTACT DETAILS MANAGEMENT........................................................................................76
3.5.1
Modify Contact Details Page.........................................................................76
3.6
INFORMATION PAGE MANAGEMENT.....................................................................................76
3.6.1
Section Management.....................................................................................76
3.6.2
Add New Section...........................................................................................77
3.6.3
Modify Section..............................................................................................79
3.6.4
Delete Section................................................................................................80
3.6.5
Article Management......................................................................................81
3.6.6
Add New Article............................................................................................82
3.6.7
Modify Article...............................................................................................84
3.6.8
Delete Article.................................................................................................84
3.7
USEFUL LINKS MANAGEMENT..............................................................................................85
3.7.1
Modify Useful Links Page.............................................................................85
3.8
EMAIL BROADCAST...............................................................................................................85
3.8.1
Create Email Broadcast Job...........................................................................86
3.8.2
List Email Broadcast Jobs.............................................................................88
3.8.3
View Email Broadcast Job Details................................................................88
3.9
EVENT MANAGEMENT...........................................................................................................89
3.9.1
Create New Event..........................................................................................89
3.9.2
Search Event..................................................................................................95
3.9.3
View Event Details........................................................................................96
3.9.4
Modify Event.................................................................................................99
3.9.5
Generate Sign-up Link................................................................................105
3.9.6
View Event Sign-up List.............................................................................106
3.10
PHOTO ALBUMS MANAGEMENT..........................................................................................111
3.10.1
List Photo Album.........................................................................................111
4.10.2
Add New Photo Album................................................................................112
4.10.3
Modify Photo Album...................................................................................113
4.10.4
Add New Photos..........................................................................................114
3.10.5
Modify Photos.............................................................................................116
3.11
META DATA MAINTENANCE................................................................................................119
3.11.1
Add New Meta Data....................................................................................120
3.11.2
Modify Meta Data.......................................................................................121
3.11.3
Delete Meta Data.........................................................................................122
3.11.4
View Meta Data...........................................................................................123
3.12
MEMBERSHIP FEES MAINTENANCE.....................................................................................124
3.13
SYSTEM PARAMETERS MAINTENANCE................................................................................125
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1.0 Overview
The Yale Club of Hong Kong Website is the web presence of the Yale Club of Hong
Kong. It provides the web front end for inviting members to join the Club as well as
presenting the Club's information and events. It also includes a sub-site to provide
college candidates with admissions information. The backend of the system is a
Content Management System (CMS) for managing the content on the website, as well
as managing the Membership Database and administering events attendance.
For comments or questions about this document, please contact:
Joey Fan
Internad Limited
Email:joey.fan@internad.hk
Tel: +852 2893 0721
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2.0 Yale Club of Hong Kong Website

2.1
Home Page
The Home Page includes the following features:

Masthead
Horizontal Navigation Menu
Keyword Search
Horizontal Navigation Menu
Vertical Navigation Menu
My Account with Member Login
Members Corner
Photo Slideshow
Upcoming Club Events
Link to Events Calendar
News from Campus
Yale and the World
2.1.1 Masthead
The Masthead is common to all pages of the website and includes the following:
Club title in English and Chinese
Picture images
2.1.2 Horizontal Navigation Menu

The Horizontal Navigation Menu, which is common to all pages of the website, has
the following fixed menu items:
Home Page return to the Home Page
Contact Details open the Contact Details page
Yale Links open the Useful Links page
Sitemap open the Sitemap page
Join the Club open the Membership index page
Donate link to the Donation page for online donation
2.1.3 Keyword Search

The Keyword Search box is located underneath the Masthead next to the Horizontal
Navigation Menu:
Input Field
Keyword
Search
Field Type
Text Box (up to
100 characters)
Action Button
Description
Enter keyword or search phrase to search
content within the website
Click to start the search
The search result lists any records that match the keyword within the website. Each
listed item shows the following information:
Output
Description
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Context
The context of the page with the matching search

result, including the type of content (e.g. "Event")
and title of the content (e.g. "Ivy League Ball")
Summary
Excerpt from the matching page containing the

searched words highlighted in yellow, which the
User may click to access the actual page.
If no search result is found, then the following is displayed:

No results found
OK
The User clicks "OK" to return to the previous page.
2.1.4 Join Membership

There is an invitation to join the Yale Club of Hong Kong membership on top of the
Vertical Navigation Menu.
The User may click "Join Us" to access the Membership page.
2.1.5 Vertical Navigation Menu

The Vertical Navigation Menu, which is common to all pages of the website, contains
both fixed menu items and dynamic menu items:
The following menu items and submenu items are fixed:

Upcoming Events
Event Calendar open the Event Calendar page
Event List open the Upcoming Events List page
Membership open the Membership page
Apply to Yale open the Admissions main page
Past Events
Event List open the Past Events List page
Event Photos (members only) open the Photo Albums page
this page is restricted to authenticated members only
The following menu items are dynamic, which means they can be created
and maintained through the CMS:
Presidents Welcome open the Welcome page
About the Club access the About the Club section, which may
contain multiple sub-menu items linking to different pages that are
created through the CMS
Career Resources open the Career Resources section, which may
contain multiple sub-menu items linking to different pages that are
created through the CMS:
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Job Opportunities (Members Only) this page is restricted to
authenticated members only
Current Rsums (Members Only) this page is restricted to
authenticated members only
open the Introduction to Yale (Chinese) page
Yale, Hong Kong and China open the Yale, Hong Kong and China
page
The following menu items are available under the My Account section:
Login box (see 2.1.6)
My Contact Info - cannot access without login authentication
Upgrade My Membership - cannot access without login
authentication
Membership Status - cannot access without login authentication
Change Password - cannot access without login authentication
The following menu items are available under the Members Corner
section, all of which require member login authentication to access:
Member Directory
Job Opportunities
Current Rsums
Event Photos
Bulletin Board
The order of appearance of all menu items, regardless of fixed or dynamic,

can be controlled through the CMS
Certain pages are restricted to Members only (e.g. resumes and jobs under Career
Resources, photo album, My Contact Info, Upgrade My Membership, Change
Password). If a visitor tries to access the page without logging in first, the following
will be displayed:
This section of the website is restricted to Members and Associate Status Alumni/
Affiliates only.
If you are Yale Club of Hong Kong member, please login first to gain access:
Login ID: [ ]
Password: [ ]
Login
Cancel
Forgot password
Join the Club
If the User successfully logs in, then the restricted page is automatically displayed.
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2.1.6 Member Login

A login box is also placed below the Vertical Navigation Menu on each page on all the
pages throughout the web site. Login prompt is also shown if the user tries to
The login box contains the following:
Input Field
Field Type
Login ID (Email Text Box (up to 50
Address)
characters)
Password
Keep me logged
in
Login
Text box (up to 20

characters)
Checkbox (default
is checked)
Action Button
Description
Login ID of Member which defaults to the Yale
related email address during membership
application
Member's password
When checked, automatically log in the
Member every time he/she visits the website
Click to authenticate for member sign-in
Underneath the login box are the "forgot password" instructions:

"Forgot your password? Click here"
The User may click the link provided to access the "Forgot Password" page.
Under the Forgot Password link is the Join the Club link to access the
Membership Index page to apply for membership.
If the authentication is unsuccessful, an error window appears saying either Invalid
Email Address or Invalid Password with an "OK" button leading the user back to
the Login Box.
If the member has already successfully log in during the current session, the following
are shown under My Account instead of the login textboxes:
Output
Description
Welcome
[Member First Name]
[Member Last Name]
Membership Type:
Welcome with the name of the Member/Associate

[Membership Type] of the Member/Associate.
For Alumni Member and Affiliate Member, the
[Dues Option] is also indicated.
So one of the following combinations is
displayed as Membership Type:
Alumni Member Standard
Alumni Member Family
Alumni Member Lifetime
Alumni Member Lifetime Family
Affiliate Member Standard
Affiliate Member Family
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Expires on:
Associate Alumni
Associate Affiliate
If this is an Alumni Member or Affiliate Member,

display the [Expiry Date] of the Membership in
d-mmm-yyyy format.
If the [Dues Option] is Lifetime or Lifetime
Family, display - instead of the actual [Expiry
Date]
Membership Status
This menu item is only available for Alumni

Member and Affiliate Member. When clicked on,
this shows the Membership Status page.
My Contact Info
This menu item is shown for any Alumni

Member, Affiliate Member or Associate.
When clicked, it invokes the Update Profile
page (2.10.1).
Upgrade My Membership
This menu item is only available for Alumni

Member and Affiliate Member whose [Dues
Option] is not Lifetime nor Lifetime Family,
as well as Associates.
When clicked, it invokes the Upgrade
Membership page.
Change Password
This menu item is shown for any Alumni

Member, Affiliate Member or Associate.
When clicked, it invokes the Change Password
page.
Login Time display the Members login time in hh:mm:ss: HKT format
Logout the Logout button for signing out from the Members Corner
Furthermore, all the restricted pages are now available to the Member
2.1.7 Forgot Password

If the member forgets his/her password, she can enter this page and enter her
registered email address. The system then sends the password to the member by
email:
Input Field
Field Type
Your AYA or Yale Text Box (up to 50
related email
characters)
Description
Yale related email address of Member
registered as login ID during membership
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address registered
during
membership
application
Submit
Action Button
application
Click to submit [Email Address] to

retrieved lost password
If the email address is invalid, an error message is displayed:

Invalid Email Address
Retry Cancel
The User may click "Retry" to retry with the correct email address or "Cancel" to
return to the Home Page.
2.1.8 Photo Slideshow

The Photo Slideshow displays selected photos from the Event Photos album with the
[Include in Home Page Slideshow] flag enabled.
2.1.9 Upcoming Club Events

The Upcoming Club Events section lists the nearest 5 upcoming events in ascending
order of the Event Date with the following information:
Output
Event Title
Description
Event Date
[Event Date] in "wwwww, yyyy-mm-dd" format

(e.g. Friday, 2010/06/04)
[Event Title] of the Event.
The User may click on Event Title to view the Event Details page.
At the end of the "Upcoming Events" list is the "Go to Events Calendar" link to show
the Upcoming Events on the Events Calendar page.
2.1.12
News from Campus
The "News from Campus" section lists the latest 5 news headlines from the Yale
News RSS Feed under "YaleNews All Topics". The RSS feed is at
"http://news.yale.edu/news-rss".
The User may click on each hyperlinked News Headline to view story hosted at Yale
by popping up a new window.
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Above the 5 news headlines displayed is the "more" link for opening the Yale News
Index Page, which lists all news headlines available on the RSS feed.
2.1.13
Yale and the World
The "Yale and the World" section lists the latest 5 news headlines from the Yale News
RSS Feed under "World & Environment". The RSS feed is at
"http://news.yale.edu/topics/world-environment/rss".
The User may click on each hyperlinked News Headline to view story hosted at Yale
by popping up a new window.
Above the 5 news headlines displayed is the "more" link for opening the Yale and the
World Index Page, which lists all news headlines available on the RSS feed.
2.2
Useful Links
The Useful Links page lists the recommended links with the following information:
Output
Description
Useful Links
[Useful Links] in HTML format
2.3
Contact Details
The Contact Details page displays the [Contact Details] edited in HTML using the
CMS:
Output
Description
Contact Details
[Contact Details] in HTML format
2.4
Sitemap
The Sitemap page lists all the primary and secondary pages of the website with their
page title and link:
Output
Description
Join Us
Link to the Membership page
Home Page
Page title with link to the Home Page
Contact Details
Page title with link to the Contact Details page
Sitemap
Page title with link to this Sitemap page
Vertical Navigation Menu

items
List each the page title of each page under the

Vertical Navigation Menu in order of their
appearance on the navigation menu with links to
the actual page
-
For menu items with submenus, also show

the page title with links to the actual page
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2.5
Membership
Non-members may apply for Yale Club of Hong Kong membership by clicking the
"Join Us" link on the left column of each web page or the Membership link within
the Vertical Navigation Menu to access the Membership Main Page.
2.5.1 Membership Main Page

The page describes the Yale Club of Hong Kong membership types.
It displays the following:
Output
Introduction
Description
[Membership Introduction] which introduces the
Yale Club membership display if not <blank>
Alumni Member
Description
[Alumni Member Description] which describes

the requirements and benefits of Alumni
Members
Apply to become Yale Club

of Hong Kong Alumni
Member
Affiliate member
Description
Link to the Alumni Member Online Application

Form page

of Hong Kong Affiliate
member
Non-member Alumni and
Affiliates Description
Link to the Affiliate Member Online Application

Form page

of Hong Kong Non-member
Alumni and Affiliates
Link to the Non-Member Alumni and Affiliates

Online Application Form page
[Affiliate Member Description] which describes

the requirements and benefits of Affiliate member
[Non-Member Alumni and Affiliates Description]

which describes the requirements and benefits of
Non-Member Alumni and Affiliates
2.5.2 Alumni Member Application Form

The Alumni Member Application Form consists of the following form fields displayed
in separate sections of the page:
Input Field
Field Type
Description
Profile
*Salutation
*First name
*Last name
*Gender
Dropdown selection:
Dr.
Miss
Mr.
Mrs.
Ms.
Text box (50 characters)
Radio Buttons:
[Salutation] of the Applicant
[First Name] of Applicant

[Last Name] of Applicant
[Gender] of the Applicant
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Female (selected as default

if [Salutation] is Miss,
Mrs. Or Ms.)
Male (selected as default if
[Salutation] is Mr.)
Allow entering up to two Yale schools, degrees and graduation years of the Applicant
*Yale School
Dropdown selection:
Select the [Yale School 1] attended by the
List the [Meta Data Name] alumni
of all Yale schools from
the [Meta Data Yale
School] table
Degree
Text Box (30 characters)
[Yale Degree 1] - Title of 1st degree at
Yale
*Year
Text box (YYYY format)
[Yale Graduation Year 1] Graduation
year of 1st degree
Yale School 2
Degree 2
Dropdown selection:
List the [Meta Data Name]
the [Meta Data Yale
School] table
Year 2
Residential
College
Other University
Dropdown selection:
of all Yale Residential
Colleges from the [Meta
Data Residential
College] table
Textbox (100 characters)
Degree
Year
Other University
Degree
Entering or modifying the [Year] will

trigger the appearance of the Recent
Graduate option under [Dues Options] if
[Year] >= Current Year - 2
Select the [Yale School 2] attended by the
alumni
[Yale Degree 2] - Title of 2nd degree at

Yale
[Yale Graduation Year 2] Graduation
year of 2nd degree
Entering or modifying the [Year 2] will
trigger the appearance of the Recent
Graduate option under [Dues Options] if
[Year 2] >= Current Year - 2
Select the [Residential College] which
the alumnus has belonged to
[Other University] attended by the

Applicant
[Other Degree] - Title of degree at other
university
[Other Graduation Year] Graduation
year from other university
[Other University 2] attended by the
Applicant
[Other Degree 2] - Title of degree at
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Year
High School in
Typeahead Textbox (50
Hong Kong (if
characters) search and select
attended school
previously entered [High School],
here)
or type a new one
Year of
Graduation
Contact Information of Member
Company Name Text box (50 characters)
Visible in
Checkbox (default is checked)
Membership
Directory
Office Address
Text Area (250 characters)
Country
Dropdown selection:
List all country names
(default is Hong Kong)
Visible
Office Phone
No.
Visible

Checkbox (default is
unchecked)
Home Address
Country

Dropdown selection:
Home Phone No. Text box (30 characters)
*Mobile Number Text box (20 characters)
Visible
unchecked)
*AYA Email
Address

@aya.yale.edu
other university 2
[Other Graduation Year 2] Graduation
year from other university 2
[High School Name] attended by the
Applicant
[High School Graduation Year] of the
Applicant
[Company Name] of Applicant
Check to make [Company Name] visible
to other Members in Membership
Directory
[Company Address] of Applicant
Select the [Company Country]
[Company Address Visible] - Check to

make [Company Address] visible to other
Members in Membership Directory
[Company Phone] of Applicant
[Company Phone Visible] - Check to
make [Company Phone] visible to other
[Home Address] of Applicant
Select the [Home Country]
[Home Phone] of Applicant

Applicants mobile phone number
[Home Phone Visible] - Check to make
[Home Phone] visible to other Members
in Membership Directory
Applicants [Yale Email Address].
Add the following remarks:
This will be the email address for
verifying your alumni status. It will also
be used as the login ID for accessing the
Members Corner of the website.
If you do not have an @aya.yale.edu
email address, please go to this website to
sign up for one:
http://www.alumniconnections.com/olc/
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membersonly/yale/permemail/permemail.cgi
Visible
*Correspondenc
e Email Address
Check to make [Yale Email Address]

visible to other Members in Membership
Directory
Applicants correpondence email address
This will be the email address for
receiving newsletter and invitations to
events
Visible
Referred by
Remarks
Interests
Check to make [Correspondence Email

Address] visible to other Members in
Membership Directory
[Referral Person] who referred the
applicant
[Remarks] of the Applicant to the club
Check to select the areas of interests of
the Applicant
Text area (250 characters)

Multiple checkboxes:
from the [Meta Data - Interest]
table
* Dues Options
Radio Buttons:
Select the [Dues Options] of the
- Standard [Membership
Applicant, which determines the amount
fee for Standard] per year. due if the application is approved.
[Standard Fee Description]
- Family [Membership fee
for Family] per year
[Family Fee Description]
- Lifetime [Membership
fee for Lifetime] [Lifetime
Fee Description]
- Lifetime Family
[Membership fee for
Lifetime Family] [Lifetime
Family Description]
- Recent Graduate
[Membership fee for
Recent Graduate Member]
[Recent Graduate Member
Description] (available
only if [Year] or [Year 2]
<= Current Year 2)
Information of family members (if Family or Lifetime Family selected for [Dues Options]
Select the [Relationship] of the Applicants
**Relationship
Dropdown selection:
family member
Spouse
Son
Daughter
Father
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**First name
Mother
Dropdown selection:
Dr.
Miss
Mr.
Mrs.
Ms.
**Last name
Email Address

**Salutation
[Salutation] of the Applicants family

member
[First Name] of Applicants family

member
[Last Name] of Applicants family member

[Email Address] of Applicants family
member
Add another
Action button
Click to add another family member
family member
Remove
Action button
Click to remove this family member
* Mandatory fields
**Must provide information of at least one family member
2.5.3 Affiliate Member Application Form

The Affiliate Member Application Form consists of the following form fields
displayed in separate sections of the page:
Input Field
Field Type
Description
Profile
*Salutation
*First name
*Last name
*Gender
*Yale affiliated
program
Dropdown selection:
Dr.
Miss
Mr.
Mrs.
Ms.
Radio Buttons:
Mrs. Or Ms.)
Dropdown selection:
- List the [Program Name]
from the [Meta Data
Affiliation Program] table
of all Yale affiliations,
such as Parent,
Spouse, Yale New
Haven, Yale-NUS,
Yale-China, Other
Affiliation
Select the [Yale Affiliation] of

the Applicant
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*Position
*Joining Date n(mmdd-yyyy)
Text Box (mm-dd-yyyy)
University attended
Degree

previously entered [Other
University], or type a new one
Year
Other University
Degree
Year
High School in Hong

Kong (if attended
school here)

or type a new one
Year of Graduation
Contact Information of Member

Company Name
Visible in
Membership
Directory
Office Address
Country
Visible
Dropdown selection:
Office Phone No.
Visible
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[Affiliation Position] of the

Applicant
[Affiliation Joining Date] Applicants need to specify the
date of joining the affiliation
program
[University] attended by the
Applicant
[Other Degree] - Title of
degree at other university
[Other Graduation Year]
Graduation year from other
university
[Other University 2] attended
by the Applicant
[Other Degree 2] - Title of
degree at other university 2
[Other Graduation Year 2]
university 2
[High School Name] attended
by the Applicant
[High School Graduation
Year] of the Applicant
[Company Name] of
Applicant
Check to make [Company
Name] visible to other
Members in Membership
Directory
[Company Address] of
Applicant
[Company Address Visible] Check to make [Company

Address] visible to other
Directory
[Company Phone] of
Applicant
[Company Phone Visible] 334187058

unchecked)
Home Address
Country
Visible

Dropdown selection:
unchecked)
Home Phone No.

Visible

unchecked)
*Mobile Number
Visible
unchecked)
*Yale related Email

Address
Text box @[Email Domain] (100

characters
Visible
The [Email Domain] is

automatically set according to the
by looking up the [Meta Data
Attribute 1] of the{Affiliate
Program} selected by the
Applicant from the [Meta Data
Affiliate Program] table. If the
[Meta Data Attribute 1] is
<blank> then the User may fill in
his/her own domain
*Correspondence
Email Address

Phone] visible to other
Directory
[Home Address Visible] Check to make [Home

Directory
[Home Phone Visible] - Check
to make [Home Phone] visible
to other Members in
Applicants mobile phone
number
to make [Home Phone] visible
to other Members in
Applicants [Yale Email
Address]
This will be the email address
for verifying your affiliation
with Yale. It will also be used
as the login ID for accessing
the Members Corner of the
website.
Check to make [Yale Related
Email Address] visible to other
Directory
Applicants correspondence
email address
This will be the email address
for receiving newsletter and
invitations to events
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Visible
Referred by
Remarks
Interests
Check to make
[Correspondence Email
Directory
[Referral Person] who referred
the applicant
[Remarks] of the Applicant to
the club
Check to select the areas of
interests of the Applicant
from the [Meta Data - Interest]
table
* Dues Options
Radio Buttons:
Select the [Dues Options] of
- Standard [Membership
the Applicant, which
fee for Standard] per year. determines the amount due if
[Standard Fee Description] the application is approved.
- Family [Membership fee
for Family] per year
[Family Fee Description]
Information of family members (if Family or Lifetime Family selected for [Dues
Options]
Select the [Relationship] of the
**Relationship
Dropdown selection:
Applicants family member
Spouse
Son
Daughter
Father
Mother
**Salutation
Dropdown selection:
[Salutation] of the Applicants
family member
Dr.
Miss
Mr.
Mrs.
Ms.
**First name
[First Name] of Applicants
family member
**Last name
[Last Name] of Applicants

family member
Email Address
Add another family

member
Remove
Action button
[Email Address] of Applicants

family member
Click to add another family

member
Click to remove this family
member
Action button
* Mandatory fields
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2.5.4 Non-member Alumni and Affiliates Application Form

The Non-Member Alumni and Affiliates Application Form consists of the following
form fields displayed in separate sections of the page:
Input Field
Field Type
Description
Profile
*Salutation
*First name
*Last name
*Gender
Dropdown selection:
Dr.
Miss
Mr.
Mrs.
Ms.
Radio Buttons:
Mrs. Or Ms.)

*How are you

associated with
Yale University?
Radio buttons:
Select the [Association Type] of the Applicant - Graduate from Yale
whether the Applicant is an alumnus or affiliated
- Participated in a Yale
with Yale
affiliated program
If [Association Type] is Alumni, fill in the Yale school, degree and graduation year affiliated with the
Applicant
*Yale School
Dropdown selection:
Select the [Yale School 1] attended by the alumni
the [Meta Data Yale
School] table
Degree
[Yale Degree 1] - Title of 1st degree at Yale (if
applicable)
Year
[Yale Graduation Year 1] Graduation year of 1st
degree (if applicable)
Yale School 2
Dropdown selection:
Select the [Yale School 2] attended by the alumni
List the [Meta Data Name] of all
Yale schools from the [Meta Data
Yale School] table
Degree 2
[Yale Degree 2] - Title of 2nd degree at Yale
Year 2
[Yale Graduation Year 2] Graduation year of
2nd degree
Residential
Dropdown selection:
Select the [Residential College] which the
College
alumnus has belonged to (if applicable)
Yale Residential Colleges from
the [Meta Data Residential
College] table
If [Association Type] is Affiliate, specify the affiliation program, position and date of joining
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*Yale affiliated
program
Dropdown selection:
- List the [Meta Data Name]
from the [Meta Data Affiliation Program] table
such as Parent,
Spouse, Yale-China,
Yale New Haven,
YUNA
Select the [Yale Affiliation] of the Applicant
*Position
[Affiliation Position] of the Applicant
*Joining Date
[Affiliation Joining Date] - Applicants need to
n(mm-dd-yyyy)
specify the date of joining the affiliation program
The information below pertains to the Applicant, regardless of the [Association Type] of the Applicant
Other University
[Other University] attended by the Applicant
Degree
[Other Degree] - Title of degree at other
university
Year
[Other Graduation Year] Graduation year from
other university
Other University
[Other University 2] attended by the Applicant
2
Degree
[Other Degree 2] - Title of degree at other
university 2
Year
[Other Graduation Year 2] Graduation year
from other university 2
High School in
[High School Name] attended by the Applicant
Hong Kong (if
attended school
here)
or type a new one
Year of
[High School Graduation Year] of the Applicant
Graduation
Contact Information of Applicant
Company Name Text box (50 characters)
[Company Name] of Applicant
Visible in
Check to make [Company Name] visible to other
Membership
Directory
Office Address
[Company Address] of Applicant
Country
Dropdown selection:
Visible
[Company Address Visible] - Check to make
[Company Address] visible to other Members in
Office Phone
[Company Phone] of Applicant
No.
Visible
[Company Phone Visible] - Check to make
unchecked)
[Company Phone] visible to other Members in
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Home Address
Country
Visible

Dropdown selection:
unchecked)

[Home Address Visible] - Check to make [Home

Address] visible to other Members in
Home Phone No. Text box (30 characters)
Visible
[Home Phone Visible] - Check to make [Home
unchecked)
Phone] visible to other Members in Membership
Directory
*Mobile Number Text box (20 characters)
Applicants mobile phone number
Visible
[Home Phone Visible] - Check to make [Home
unchecked)
Phone] visible to other Members in Membership
Directory
If [Association Type] is Alumni, then AYA email address is required
*AYA Email
Applicants [Yale Email Address].
Address
@aya.yale.edu
This will be the email address for verifying your
alumni status.
If you do not have an @aya.yale.edu email
address, please go to this website to sign up for
one:
http://www.alumniconnections.com/olc/membersonly/yale/permemail/permemail.cgi
Visible
Check to make [AYA Email Address] visible to

other Members in Membership Directory
If [Association Type] is Affiliate, then Yale related email address is required
*Yale related
Text box (50 characters)@[Email Applicants [Yale Email Address].
Email Address
Domain]
The [Email Domain] is
automatically set according to the This will be the email address for verifying your
by looking up the [Meta Data
affiliation with Yale.
Attribute 1] of the{Affiliate
Program} selected by the
Applicant from the [Meta Data
Affiliate Program] table. If the
[Meta Data Attribute 1] is
<blank> then the User may fill in
his/her own domain
Visible
Check to make [Yale Email Address] visible to
other Members in Membership Directory
*Correspondenc Text box (100 characters)
Applicants correspondence email address
e Email Address
This will be the email address for receiving
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Visible
Referred by
Remarks
Interests

List the [Meta Name] from the
[Meta Data - Interest] table
newsletter and invitations to events

Check to make [Correspondence Email Address]
visible to other Members in Membership
Directory
[Referral Person] who referred the applicant
Check to select the areas of interests of the
Applicant
* Mandatory fields
2.5.4 Application Form Preview

After entering the membership information on either application form, the user clicks
Preview button to review the information again. The System first checks if the
[AYA Email Address] or [Yale Related Email Address] entered already exists in the
Membership database, if so, the following message is displayed:
The Yale Email Address [Yale Email Address] you entered already exists on our
membership database. You must submit a unique email address.
Return to Membership Application Form
Cancel
If no duplicate is found, the Membership Application Preview Page shows all the
information entered by the prospective Member. The User may click "Return to
make changes" to return to the original form to make changes, or click "Submit" to
submit the application.
Following as shown the message when user submits the application from preview:
.
Thank you for applying to become [Membership Type] of the Yale Club of Hong
Kong. We will review your application and contact you shortly.
As user submitted the form preview, the application status is initialized to "Pending
Approval". The system will send email to Administrator to notify about the new
application, the email template is as follows:
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To: [Administrator Email Address]

CC: [Membership Email Address]
Subject: New Yale Club of Hong Kong membership application received
The following new Yale Club of Hong Kong membership application requires your
approval:
- Name of the applicant: [Applicants Last Name, First Name]
- Date and time when the application was submitted: [Application Date and time]
- Type of membership applied for: [membership type]
- Yale email address of the applicant: [Yale Email Address]
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2.5.5 Approve Application by Administrator

If the Administrator approves the application, the System will generate a new email to
applicant's primary email address along, the email templates as shown below.
For Non-Member alumni and affiliates application:
From: [Membership Email Address]
To: [Last Name], [First Name] <[Yale Email Address]>
Cc: [Administrator Email Address], [President Email Address]
Bcc: [Membership Email Address]
Subject: Yale Club of Hong Kong Non-member Alumni/Affiliate (Approved)
Dear [Applicant Salutation] [Applicant First Name] [Applicant Last Name]:
Thank you for applying to become non-member alumni/affiliate of the Yale Club
of Hong Kong. We are pleased to inform you that your application has been
approved.
You have been added to our mailing list and from now on will receive our
newsletters and announcements on upcoming events by email.
To review and update your contact information, please click on the link below:
[Update Profile Link]
Sincerely,
The application status is set to "Approved.
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For Alumni Member and Affiliate Member application:

Subject: Yale Club of Hong Kong Dues Paying Membership (Approved)
Kong. We are pleased to inform you that your application has been approved.
Application received on: [Application Date]
Membership Type: [Membership Type]
Membership Fee amount due: HK$[Membership Fee]
Please click here to pay online or write a cheque to Yale Club of Hong Kong and
send to [Club Mailing Address].
Sincerely,
The application status is set to "Approved" and the [Membership Status] is set to
Inactive.
.
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2.5.6 Reject Application by Administrator

If the Administrator rejects the application, the System will send an email to the
applicant's [Primary Email Address], the email template as shown below.

Subject: Yale Club of Hong Kong Associate Application (Rejected)
Kong on [Application Date]. We regret to inform you that your application has
been rejected for the following reason:
[Reject Reason]
Sincerely,
2.5.7 Membership Payment

For Alumni Members and Affiliate members, the member is required to pay the
membership fee online using PayPal or by sending a cheque upon approval to become
member.
The membership acceptance email directs the member to the PayPal gateway for
payment and also provides instructions on cheque payment.
For PayPal payment, the system automatically detects the payment result through the
return condition from PayPal.
If the payment is successful, the following is displayed:
Congratulations! Your membership fee payment was successful. Your
[Membership Type] membership of the Yale Club of Hong Kong has now been
activated.
You will receive an email shortly with the payment receipt and login password for
accessing the Members Corner of our website.
Otherwise, the following is displayed:

Your membership fee payment via PayPal was unsuccessful. You may click
Retry to try again or Cancel for further instructions.
Retry
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Cancel
The Applicant may click Retry to return to the PayPal payment page to try again, or
Cancel the payment, in which case the following is displayed:
As your membership fee payment via PayPal was unsuccessful, your [Membership
Type] membership of the Yale Club of Hong Kong has not been activated. You
may write a cheque to Yale Club of Hong Kong and send to [Club Mailing
Address]
OK
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If either the online payment is successful or the cheque has been received by the
Administrator (who then confirms the receipt via the CMS), an email is sent to the
member with the payment receipt and the login password of the member:
Subject: Yale Club of Hong Kong Dues Paying Membership (Activated)
Thank you for your payment of HK$[Membership Fee] to become [Membership
Type] of the Yale Club of Hong Kong, which we received on [Payment Date].
We are pleased to inform you that your membership has been activated. Please
find your membership information as follows:
Your name: [Applicant Salutation] [Applicant First Name] [Applicant Last Name]
Membership Type: [Membership Type]
Membership Fee Received: HK$[Membership Fee]
Membership Period: [Membership Start Date] [Membership End Date]
Your Login ID: [Member Primary Email Address]
Your Login Password: [Member Password]
(You may login to the Members Corner of our website and select "Update Profile"
to change your password.)
Sincerely,
The [Membership Status] is set to Active.
The [Membership Start Date] and [Membership End Date] are set according to the
[Membership Type]:
Annual Membership - [Membership Start Date] = [Payment Date] and
[Membership End Date] = [Payment Date] + 1 Year 1 Day
Lifetime/Lifetime Family Membership - [Membership Start Date] = [Payment
Date] and [Membership End Date] is not set
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2.6
Yale News Feeds
2.6.1 Yale News Index Page

This page is invoked by clicking "more" under the list of the latest 5 Yale news on the
Home Page. The page lists all the news headlines available on the RSS feed with the
following:
Output
Thumbnail Image
Description
News Title
[News Title] of the News item with the hyperlink

to the news story page
Date
[News Date] of the News item as provided from

the RSS feed
Display the thumbnail image provided by the

RSS feed if available
The User may click the News Title to open a new window to view the news story on
the source page at Yale News website under "All Topics".
2.6.2 Yale and World News Index Page

This page is invoked by clicking "more" under the list of the latest 5 recent Yale and
the World news on the Home Page. The page lists all the news headlines available on
the RSS feed with the following:
Output
Thumbnail Image
Description
News Title
[News Title] of the News item with the hyperlink

to the news story page
Date
[News Date] of the News item as provided from

the RSS feed
Display the thumbnail image provided by the

RSS feed if available
The User may click the News Title to open a new window to view the news story on
the source page at the Yale News website under "World & Environment".
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2.7
Events
2.7.1 Upcoming Events Index Page

The Upcoming Events Index Page lists the upcoming events (events with [Event End
Date] >= today in chronological order.
Each listing contains the following:
Output
Description
Event Date and Time
[Event Date] in "wwwww, dd-mmm-yyyy"
format (e.g. Friday, 11-Apr-2014) plus [Event
Time] as entered in the Event record by the
Administrator (e.g. "6:00 pm till late")
Event Title
[Event Title] of the Event link to the Event

Details page of the Event
Event Summary
[Event Summary] , if not <blank>
The User may click the Event Title to view its Event Details page.
Each page lists up to 20 upcoming events. If there are more than 20 events, then
enable < Prev, Next >, << First Page, Last Page >> links to navigate between
pages.
2.7.2 Past Events Index Page

The Past Events Index Page lists the upcoming events (events with [Event End Date]
< today in reversed chronological order).
Each listing contains the following:
Output
Description
Event Date and Time
[Event Date] in "wwwww, dd-mmm-yyyy"
format (e.g. Friday, 11-Apr-2014) plus [Event
Time] as entered in the Event record by the
Administrator (e.g. "6:00 pm till late")
Event Title
[Event Title] of the Event (without any link)
Event Summary
[Event Summary] , if not <blank>
Photo Album
Camera icon to link to the Event Photo Album

page of the Event if available
Note: Since the Photo Album section is restricted
to Members only, the User is prompted to login
first before accessing the Photo Album.
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The User may click the Event Title to view its Event Details page.
Each page lists up to 20 upcoming events. If there are more than 20 events, then
enable < Prev, Next >, << First Page, Last Page >> links to navigate between
pages.
2.7.3 Event Calendar

The Event Calendar shows the upcoming and past events in a monthly calendar
format with each page displaying one months calendar and events. The User may
select the month to display with the following input criteria:
Input Field
Previous Month
Field Type
Action Button
Next Month
Action Button
Month
Dropdown selection:
List all the months from
January to December
(default to current month)
Dropdown selection:
List all the years in which
events are available from
latest to earliest (default to
the current year)
Year
Description
Click to display the previous
months Event Calendar
Click to display the next months
Event Calendar
Select the [Month] of the Event

Calendar to display
Select the [Year] of the Event

Calendar to display
The displayed monthly calendar shows the date across the weekdays. If the date falls
on an event date, then the following is displayed:
Output
Description
Event Title
[Event Title] of the Event link to the Event
Details Page of the Event if this is an upcoming
event; link to the Past Events Index Page if this a
past event.
2.7.4 Event Details Page

The Event Details page shows the detail of the selected Event with the following
information:
Output
Event Title
Description
Sign-up to attend this

event
Display link to Event Sign-up Form if [Event

Online Sign-up] is enabled for the Event and
[Event Sign-up Deadline] >= Today and the
Member/Associate has not yet registered for the
event or not yet logged in
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Facebook Like
The Facebook Like icon for Users to click to

Like the Event on their Facebook wall
Event Date

(e.g. Friday, 2010/06/04)
Event Time
[Event Time] as entered in the Event record by

the Administrator (e.g. "6:00 pm till late")
Event Venue
[Event Venue], if entered for the Event by the

Administrator
Event Fee
[Event Fee] in HK$ for

[Event Fee] in HK$ for each type of attendee or
"Free of charge" if Event Fee value is "0.00".
<! if [Pay-in-advance] is enabled, then display the
Pay-in-advance fee !>
Event fee for pay in advance:
<! If [Pay-in-advance Fee Type] is Amount !
>
Member Fee: HK$[Event Fee Per Member]
#display if logged in User is Alumni
Member or Affiliate Member; if the
[Event Fee Per Member] is 0, then show
Free of charge
Associate Fee: HK$ [Event Fee Per
Associate] #display if logged in User is
Associate ; if the [Event Fee Per
Associate] is 0, then show Free of
charge
Guest Fee: HK$[Event Fee Per Guest]
#display if [Guest Allowed] > 0; if the
[Event Fee Per Guest] is 0, then show
Free of charge
<!endif -->
<!if [Pay-in-advance Fee Type] is
Description -->
[Event Fee Description]
<!endif -->
<!endif -->
<! if [Pay-at-door] is enabled, then display the
Pay-in-advance fee !>
Event fee for pay at door:
<! If [Pay-at-door Fee Type] is Amount !>
Member Fee: HK$[Event Fee Per Member]
#display if logged in User is Alumni
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[Event Fee Per Member] is 0, then show
Free of charge
Associate Fee: HK$ [Event Fee Per
Associate] #display if logged in User is
Associate ; if the [Event Fee Per
charge
Guest Fee: HK$[Event Fee Per Guest]
#display if [Guest Allowed] > 0; if the
[Event Fee Per Guest] is 0, then show
Free of charge
<!endif -->
<!if [Pay-at-door Fee Type] is Description
-->
<!endif -->
<!endif -->
Sign-up Deadline
[Event Sign-up Deadline] in "wwwww, d-mmmyyyy", if entered for the Event by the
Administrator
Event Payment Deadline
[Event Payment Deadline] in "wwwww, yyyymm-dd", if entered for the Event by the
Administrator
Contact Person
[Event Contact Person], if entered for the Event

by the Administrator, [Event Contact Person
Email Address] if not <blank>, and [Event
Contact Person Phone], if not <blank>
For more information,

please email
[Event Contact Person Email Address], if entered

for the Event by the Administrator
Event Description
[Event Description] in HTML format
File Name
[Event File Name] of document attached to the

Event for User to download
Event Images
Display up to 5 images uploaded in relation to the

Event by the Administrator on the right column of
the Event Details Page
Save Event (.ics)
Click link to save the Event in iCalendar (.ics)

format
Sign-up to attend this

event
Display link to Event Sign-up Form if [Event

Online Sign-up] is enabled for the Event and
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[Event Sign-up Deadline] >= Today and the
Member/Associate has not yet registered for the
event or not yet logged in
View Event Registration
Display and link to View Event Registration page

if [Event Online Sign-up] is enabled for the Event
and the Member/Non-member has already
registered for the event
2.7.5 Event Sign-up Form

The Event Sign-up Form is linked from the Event Detail page or the Event Broadcast
Email and allows the Member or Prospect to sign-up online for an event.
If the Event Sign-up Form is linked from the Event Detail page on the website, the
Member must log in first in order to access the form. If it is linked from the Event
Broadcast Email, then the Member is automatically logged in and the Prospect is
automatically authenticated.
If the [Event Sign-up Deadline] has already passed when the User tries to access the
Event Sign-up Form, then the following message is displayed:
The Event Sign-up Deadline was [Event Sign-up Deadline] and has already passed.
Online sign-up for the Event [Event Title] has closed.
OK
The Member/Non-Member may click OK to return to the Event Details page.
Otherwise, the Event Sign-up Form is displayed with the following information about
the Event shown at the top:
Output
Description
Event Title
Date and Time

(e.g. Friday, 2010/06/04) plus [Event Time] as
entered in the Event record by the Administrator
(e.g. "6:00 pm till late")
Venue

Administrator
Event Fee
<! If [Fee Type] is Amount !>

<! if [Pay-in-advance] is enabled, then display
the Pay-in-advance fee !>
Member Fee: HK$ [Pay-in-advance Fee Per
Member] #display only if User is Alumni
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[Pay-in-advance Fee Per Member] is 0,
then show Free of charge
Associate Fee: HK$ [Pay-in-advance Fee
Per Associate] #display only if User is
Associate ; if the [Pay-in-advance Fee
Per Associate] is 0, then show Free of
charge
Guest Fee: HK$[Pay-in-advance Fee Per
Guest] #display only if [Guest Allowed] > 0;
if the [Pay-in-advance Fee Per Guest] is
0, then show Free of charge
<!endif -->
<! if [Pay-at-door] is enabled, then display the
Pay-at-door fee !>
Member Fee: HK$[ Pay-at-Door Fee Per
Member] #display only if User is Alumni
[Pay-at-Door Fee Per Member] is 0, then
show Free of charge
Associate Fee: HK$ [Pay-at-Door Fee Per
Associate] # display only if User is
Associate ; if the [Pay-at-Door Fee Per
charge
Guest Fee: HK$[ Pay-at-Door Fee Per
Guest] #display only if [Guest Allowed] > 0;
if the [Pay-at-Door Fee Per Guest] is 0,
<!endif -->
<!endif -->
<!if [Fee Type] is Description -->
<!endif -->
Who else is coming
Link to pop-up window listing list of attendees to

the event with the following information:
[LastName],[FirstName]
Classof[YaleYear1](foralumni
memberandnonmemberalumnionly)
To sign-up for the Event, the User enters the following:

Input Field
Name
Field Type
Text Display non-editable
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Description
[Last Name], [First Name] of the
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Membership Type
Text Display non-editable
Email Address
Contact No.
Payment Option
(display if [Fee
Type] is Amount)
Radio buttons:
Pay in advance (shown in
[Pay-in-advance] is
enabled for the Event)
Pay at the door (shown if
[Pay-at-door] is enabled
for the Event)
Yourself
Family Members
No. of Guests
Multiple Checkboxes:
List the names of the
family members of the
Member in [Salutation]
[First Name] [Last Name]
format
Enable only if this is a Member
and the Alumni/Affiliate
Members [Dues Option] is
Family or Lifetime Family
Dropdown selection
From 0 to [No. of Guests

Allowed] for the Event
Member/Non-Member
[Membership Type] [Dues
Options] of the Member/NonMember
Default is [Correspondence Email
Address] of the Member/Nonmember
Default is [Mobile Number] of the
Member /Non-Member
[Event Payment option]

Member/Associate selects
whether to pay in advance or pay
at the door for the Event
Check if Member/Associate is
attending the event.
Check to select the Family
Members who are also attending
the event
Do not show this input field if

[No. of Guests Allowed] for
Event is "0".
Enabled only if [No. of

Guests Allowed] for the
Event > 0
**Names of Guests
Enabled if [No. of Guests]
selected by User is > 0
Remarks
* Mandatory fields
**Required if [No. of Guests] > 0
List the names of the guests
Any message for the Club
After completing form, the User clicks Cancel to return to the Event Details page,
or Next to proceed with the sign-up. The system then checks if the no. of attendees
requested by the Member/Non-member exceeds the event quota (i.e. [Event Quota]
[No. of attendees already signed-up] < [No. of attendees requested by member/nonmember]). If so, the following is displayed:
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The number of attendees you request for to attend this event has exceeded our
maximum capacity. Please change the number of persons accompanying you to the
event.
Return to make changes
Cancel
If there is no capacity issue, the Member/Associate may then preview the information
with the breakdown of costs, e.g.
1) If [Fee Type] = Description
Event Title: [Event Title]
Event Date: [Event Date]
Event Fee:
Submit registration
2) If [Fee Type] = Amount and [Event Payment option] = Pay-in-advance:
Event Fee for pay in advance:
Yourself ([Salutation] [First Name] [Last Name]) = HK$100
plus 2 x Family Members @ HK$100 per person = HK$ 200.00
plus 3 x accompanying guests @ HK$120 per person = HK$ 360.00
Total Amount = HK$ 660.00
<!If [Total Amount] > 0.00 -- >
Payment Deadline: [Payment Deadline in wwwww, d-mmm-yyyy]
Proceed to pay online
<!if [Payment Deadline] > Today -- >
Reserve my place
<! end if -- >
<! Else -->
Submit registration
<! End if -- >
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Return to Make Changes

3) If [Fee Type] = Amount and [Event Payment option] = Pay-at-door:
Event Fee for pay at door:
Cancellation Deadline: [Cancellation Deadline]
Reserve my place
Return to Make Changes
If all the required fields are validated, then the User may verify the event information
and the sign-up information.
After previewing the sign-up information, the User may click the Return to make
changes button to make changes.
After confirming the sign-up details, if the [Fee Type] is Description, then the
[Sign-up Status] is set to Confirmed.
If the [Fee Type] is Amount and User selects Pay-in-advance as [Event Payment
Options] and Event Fee is payable, then the [Sign-up Status] is set to Pending
Payment. If [Reservation Valid Days] > 0 then the [Payment Deadline] is set to the
earlier of [Event Payment Deadline] and (Current Date + [Reservation Valid Days]);
else [Payment Deadline] = [Event Payment Deadline]. The User clicks Proceed to
payment for online payment of Event Fee through PayPal or if the [Event Payment
Deadline] is one day or more away, then the User may click Reserve my place to
make a booking without paying first.
If the [Fee Type] is Amount and the User selects Pay-at-door as [Event Payment
Options]no Event Fee is payable, then the [Sign-up Status] is set to Pending
Payment when the User clicks Submit registration to submit the registration.
After payment or submission, the system then displays the following
acknowledgement message:
Thank you for signing up for this Yale Club of Hong Kong event. You will
receive an email confirming your registration
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At the same time, the registrants information is added to the event sign-up table,
which can be viewed by the Administrator.
The system also generates a confirmation email message to the registrant with the
event details and invoice information. The format of the confirmation email message
depends on the [Fee Type] and [Event Payment Option] selected:
1) [Fee Type] = Description:
From: Yale Club of Hong Kong [Event Sender Email Address]
To:
[Member/Associate Correspondence Email Address]
Cc: [Event Contact Person Email Address] ;or [Event Sender Email Address]
Subject: Your registration for Yale Club of Hong Kong Event - [Event Title]
Message Body:
[Personalized Greeting] #include if [Personalized Greeting] is Yes
Thank you for signing up for the upcoming Yale Club of Hong Kong event [Event
Title]
Here is the event information:
Date: [Event Date] #in wwwww d-mmm-yyyy format
Time: [Event Time] #include if [Event Time] is not null
Venue: [Event Venue] #include in email if [Event Venue] is not null
Registration and Event Fee:
Sign-up Status: [Sign-up Status] <!should be Confirmed -->
----------------------------------------------------------------------------<! if [Event Contact Person] != <blank> -->
Contact Person: [Event Contact Person] : [Event Contact Person Email Address]
 or call [Event Contact Person
Phone] <!endif -- >
<!endif -->
See you at the event.
Sincerely,
2) [Fee Type] = Amount and [Event Payment option] = Pay-in-advance:
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To:
Cc: [Event Contact Person Email Address] ;[Event Sender Email Address]
Message Body:
Title]
Sign-up Status: [Sign-up Status] <!should be Pending Payment -->
Payment option: Pay in advance
Invoice No.: [Event Invoice No.]
Please pay by: [Payment Deadline in wwwww, d-mmm-yyyy]
----------------------------------------------------------------------------Please click <a href = [Event Payment Link]>here </a> to pay online through
PayPal Services, including credit card if you do not have PayPal account
or make a deposit to:
HSBC Bank Account No.: 808-181309-292
Account name: Yale Club of Hong Kong
Please email a copy of the deposit slip to [Administrator Email Address].
Phone] <!endif -- >
<!endif -->
Sincerely,
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3) [Fee Type] = Amount and [Event Payment option] = Pay-at-door:

To:
Cc: [Event Contact Person Email Address] ;[Event Sender Email Address]
Message Body:
Title]
Sign-up Status: [Sign-up Status] <! should be Pending Payment -->
Payment option: Pay at door
Please pay at the door on the day of the event.
If you need to cancel your registration, please cancel on or before [Cancellation
Deadline].
Phone] <!endif -- >
<!endif -->
Sincerely,
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2.7.6 Event Payment

If the event is fee payable in advance for the Member/Associate, the event registration
confirmation page and email directs the member to the PayPal gateway for payment
and also provides instructions on cheque payment.
For PayPal payment, the system automatically detects the payment result through the
return condition from PayPal.
If the payment is successful, the [Sign-up Status] is set to Confirmed and the
following is displayed:
Your event fee payment was successful. Your sign-up status for the event [Event
Title] is now [Sign-up Status].
You will receive an email shortly with the payment receipt.
Otherwise, the [Sign-up Status] remains as Pending Payment and the following is
displayed:
Your event fee payment via PayPal was unsuccessful. You may click Retry to
try again or Cancel for further instructions.
Retry
Cancel
The Member/Non-member may click Retry to return to the PayPal payment page to
try again, or Cancel the payment, in which case the following is displayed:
Your event fee payment via PayPal was unsuccessful. Therefore your sign-up
status for the event [Sign-up Status] is [Sign-up Status]. You may write a
cheque to Yale Club of Hong Kong and send to [Club Mailing Address]
OK
The Member/Associate may click OK to return to the Event Details page.

For Pay-in-advance, If if either the online payment is successful or the cheque or
cash has been received by the Administrator (who then confirms the receipt via the
CMS), the [Sign-up Status] is set to Confirmed and an email is sent to the member
with the payment receipt:
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To:
[Email address of registrant]
From: [Event Email Address]
CC: [Event Contact Person Email Address] #if available)
Subject: Payment receipt for for Yale Club of Hong Kong Event - [Event Title]
Message Body:
Dear [First Name]:
Thank you for your payment of HK$[Event Fee] to attend the the Yale Club of
Hong Kong event [Event Title], which we received on [Payment Date].
Date: [Event Date]
Time: [Event Time]
Venue: [Event Venue]
Sign-up Status: [Sign-up Status]
Sincerely,
The Yale Club of Hong Kong
Should you have any enquiry, please contact [Event Contact Person] by email to
[Event Contact Person Email Address].
2.7.7 View Event Registration

This page shows the event registration if the Member/Non-member has registered to
attend the Event (regardless of the current [Sign-up Status]).
The page shows the following:
Edit Field
Field Type
Event
Display only noneditable
Event Date
Name
Membership Type
Email Address
Contact No.

Description
[Event Title] of the Event
[Event Date] of the Event in YYYYMM-DD format
Name of Member/Non-member in
"[Last Name], [First Name]" format
[Membership Type] ([Dues
Options]) of the Member/NonMember
[Email Address] entered on
registration form
[Contact No.] entered on registration
form
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Sign-up Date
Last Update Date
Sign-up Status
[Event Sign-up Status]

of the registrant, which
can be one of the
following:
Pending Payment
Confirmed
Payment
Overdue
Cancelled
Family Members
No. of Guests
The date and timestamp when the

Member or Non-member first registered
to attend the event in YYYY-MM-DD
hh:mm format
The date and timestamp when the
Member or Non-member last made
change to the event registration
information in YYYY-MM-DD
hh:mm format should be the same as
[Sign-up Date] if no change has ever
been made since the initial registration
Sign-up Status of the Member/Nonmember for the event.

Note that the [Sign-up Status]
automatically becomes Payment
Overdue if the registrant selected
the Pay-in-advance payment
option has not paid for the event and
[Event Payment Deadline] < Today
List of Family Members
accompanying the Member, if the
Members [Dues Options] is
Family or Lifetime Family and
is bringing family members. List as:
[Last Name], [First name]
([Relationship])
[No. of Guests] accompanying the
Member/Non-member
List of guest names submitted by
registrant
[Sign-up Remarks] left by the
registrant on the sign-up form

Guest List
Remarks
Show the following if [Fee Type] is Description
Event Fee
Display only non[Event Fee Description] of the Event
editable
Show the following if [Fee Type] is Amount and [Event Payment Option] is Pay-inadvance and the Event fee is > 0
Invoice No.
Display only non[Invoice No.] of the event fee
editable
Event Fee Dueto pay
Display only nonAmount due for the event with
in advance
editable
breakdown:
Member/Non-Member @ HK$
[Event Fee (Member/non-member)]
[Family members] @ HK$[Event
Fee (Member)]
Guest x [No. of guests] @ HK$
[Event Fee (Guest)]
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Total: HK$[Total Amount]
Payment Deadline
Payment Method
[Payment Deadline] of the Event

registrant in wwwww, d-mmm-yyyy
format, which is the earlier of the [Event
Payment Deadline] and the Registrants
[Sign-up Date] + [
[Payment Method] selected by the

Member/Non-member, which is
either Cheque, Online Credit
Card, Cash or Pending (if not
yet paid)
Payment Link
Display only nonIf [Payment Method] is Pending,
editable
then this displays the URL link for
making the payment online through
PayPal, which the Member may click
to pay.
Payment Received
Display only nonIf [Payment Method] is Cheque or
Date
editable
Online Credit Card or Cash this
shows the [Payment Received Date]
Modify Registration
Action Button
This button is only displayed if the
[Sign-up Status] is Pending
Payment.
Click to go to the Modify Event
Registration page.
Cancel Registration
Action Button
[Sign-up Status] is Pending
Payment
Click to go to the Cancel Event
Registration page.
Show the following if [Fee Type] is Amount and [Event Payment Option] is Pay-atdoor and the Event fee is > 0
Event Fee to pay at the Display only nonAmount due for the event with
door
editable
breakdown:
Fee (Member)]
[Event Fee (Guest)]
Modify Registration
Action Button
Cancel Registration
Action Button

[Cancellation Deadline] > Today and
[Sign-up Status] = Pending
Payment.
Click to go to the Modify Event
Registration page.
[Cancellation Deadline] is > Today
and [Sign-up Status] = Pending
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Payment.
Click to go to the Cancel Event
Registration page.
The Member/Non-Member may click OK to return to the Event Details page.
2.7.8 Modify Event Registration

This page allows the Event Registrant to modify the event registration if he/she has
not yet paid for the event and the payment deadline / cancellation deadline has not
past.
The Modify Event Registration has the same display and input fields as the Event
Sign-up Form (2.7.5) except all the fields are pre-filled with the current registration
information. The Member/Associate may change the payment option (if both Pay-inadvance and Pay-at-door are offered for the Event), the no. of guests and the
Member whos [Dues Options] is Family or Lifetime Family may add/remove
accompanying family members.
After making the modifications, the User clicks Cancel to return to the Event
Details page or Next to proceed with the modification. The system then checks if
the new no. of attendees requested by the Member/Non-member exceeds the event
quota (i.e. [Event Quota] [No. of attendees already signed-up (excluding the
previous no. registered by this User) < [No. of attendees now requested by
member/non-member]). If so, the following is displayed:
The number of attendees you request for to attend this event has exceeded our
maximum capacity. Please change the number of persons accompanying you to the
event.
Cancel
If there is no capacity issue, the Member/Non-member may then preview the

information with the breakdown of costs.
If all the required fields are validated, then the User may verify the event information
and the sign-up information.
After previewing the sign-up information, the User may click the Return to make
changes button to make changes.
After confirming the sign-up details, then the [Sign-up Status] is set to Pending
Payment. If the [Event Payment Option] is Pay-in-advance and the [Reservation
Valid Days] > 0 then the [Payment Deadline] is set to the earlier of [Event Payment
Deadline] and (Current date + [Reservation Valid Days]); else [Payment Deadline] =
[Event Payment Deadline].
The system also generates a confirmation email message to the registrant with the
event details and invoice information. The format of the confirmation email message
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is the same as the confirmation for initial registration, except that the email subject is
change to:
Subject: Revised registration for Yale Club of Hong Kong Event - [Event Title]
2.7.9 Cancel Event Registration

This page allows the Member/Associate to cancel registration for an event if he/she
has not paid for it.
The page first prompts the Member/Associate to confirm the cancellation:
Are you sure you want to cancel your registration for the event [Event Title] on [Event
Date]?
Yes
No (default)
If the Member/Associate clicks No, the User is returned to the Event Details page
without cancelling the registration.
If the Member/Associate clicks Yes, the system proceeds to cancel the registration
and change the [Sign-up Status] to Cancelled.
The following is displayed:
Your registration for the event [Event Title] on [Event Date] has been cancelled.
OK
The Member/Associate may then click OK to return to the Event Details page.
2.7.10
Event Photos
The default Event Photo Gallery Page shows the photo collection of the most recent
Club event.
The User may view other Photo Gallery pages using the search filter:
Input Field
Field Type
Description
Select [Event Year] to show Event
Year
Dropdown selection:
photos with matching [Event Date]
List all Event Years in

"YYYY" format (default is
nearest year)
Any Year
Event
Dropdown selection:
Select the Event to display its
Event Photo Gallery Page
Based on above selected

"Year", list the matching
Events with the [Event Title]
and [Event Date]
Each Event Photo Gallery Page contains the following information:
Output
Description
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Event Title
[Event Title] of the Event with link to the Event

Details Page
Date and Time

plus [Event Time] as entered in the Event record
by the Administrator
Venue

Administrator
Review
[Event Review] if posted by the Administrator
Thumbnail photos
Thumbnailphotosoftheeventwithphoto
captions(upto12imagesperpage)
The Visitor may click on any thumbnail photo to pop-up a new window which
displays the large size image along with the photo caption, with navigation links to go
back and forth within the same photo album.
As each page only contains twelve thumbnail images (this is partly due to download
speed), if there are more than 12 photos associated with an event, navigation links
(First, Last, Next, Previous etc) will be shown to let the User move between pages of
the photo gallery within that event.
2.8
Applying to Yale
The Admissions sub-site is accessed by select Applying to Yale on the Veritcial

Navigation Menu. It opens the Admissions Main Page.
2.9
Information Pages
Information Pages are web pages which can be created and updated dynamically by
the Administrator through the CMS. Each Main Section or Subsection may include a
main page plus a number of sub-pages which can be accessed by selecting any main
menu or submenu item under the Vertical Navigation Menu respectively. The main
menu and submenu items can be maintained through the Information Page
Management function of the CMS.
2.9.1 Main Menu and Submenu

Each Main Menu and Submenu item is displayed on the Vertical Navigation Menu if
its [Publish Status] is Visible or Restricted and is disabled if its [Publish Status] is
Hidden.
The menu/submenu title and order of appearance is set by the CMS:
Output
Section Navigation Name
Description
[Section Navigation Name] of the Section,
displayed if the [Publish Status] is Visible or
Restricted.
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Navigation Action
The Navigation Action depends on

the[Navigation Type] of the Section, which is one
of the following:
Menu Item only nothing happens when

clicked on the navigation menu item
Redirect redirect to another web page or

website
Index Page display the Sections Index

Page
If the [Publish Status] of the Section is Restricted and the User tries to access the
page without logging in first, the following will be displayed:
This section of the website is restricted to Members only.
If you are Yale Club of Hong Kong member, please login first to gain access:
Login ID: [ ]
Password: [ ]
Login
Forgot password
Cancel
If the User successfully logs in, then the restricted page is automatically displayed.
2.9.2 Section Index Page

The Section Index Page displays the overall information about the section:
Output
Section Title
Description
Summary
[Section Summary] of the section, if available
Details
[Section Details] - detail description of the

section in HTML, if available
[Section Title] of this section
List the latest 10 articles under the Section Main Page if available in reversed
chronological order, if any. If more than 10 articles exist, show < Prev, Next
>, << First Page, Last Page >> links to navigate to the next or previous 10
articles. If no article is published under this Section, then just leave <blank>.
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Article Title
Title of the article. Click on the [Article Title]

link to go to the Article Page for the article, or for
downloading the article itself it is just a file.
Download File Icon
If the article is a downloadable file instead of an

Article Page in HTML, then the icon for the file
type should be displayed if the file type of the
downloadable file is recognized.
Recognized file types are: Word, Excel, PDF,
JPEG, MP3
Article Summary
[Article Summary] of the article, if it is not

<blank>
Publish Date
Publish Date in the following format:

YYYY-MM-DD
Articles with [Publish Start Date] > Today should
not be displayed
2.9.4 Article Page

The Article Page is accessed by selecting the [Article Title] under the list of articles
on the Section Main Page or Subsection Main Page.
The Article Page shows the following:
Output
Section Title (Parent)
Section Title
Description
Article Title
[Article Title] of the Article
Publish Date
Publish Date of the Article in YYYY-MM-DD

format
Article Body
[Article Body] of the Article
[Section Title] of both the Section and its Parent

Section (if applicable), which the Article is
published under
2.10 My Account
The My Account Section of the website provides the following features for Members
or Associates who have successfully logged in.
2.10.1
Update Profile
Members or Affiliates may update their profile and contact information on the Update
Profile page at any time during the membership period or upon membership renewal:
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Input Field
Field Type
Description
Membership Type
Text Display (non-editable)
*Salutation
[Membership Type] of the Member

or Non-member, which is either:
Alumni Member
Affiliate Member
Non-Member Alumni (nonmember whose
[Association Type] is
Alumni
Non-Member Affiliate
(non-member whose
Affiliate)
[Salutation] of the Member
Dropdown selection:
Dr.
Miss
Mr.
Mrs.
Ms.
[First Name] of Member
[Last Name] of Member
Radio Buttons:
[Gender] of the Member
Mrs. Or Ms.)
Member Information
*First name
*Last name
*Gender
For Alumni Member and Non-Member Alumni

*Yale School
Dropdown selection:
Yale schools from the [Meta
Degree
*Year
Yale School 2
Degree 2
Dropdown selection:
Yale schools from the [Meta Data
Yale School] table
Year 2
Residential College
Dropdown selection:
List the [College Name] of all
Page 52 of 132
Select the [Yale School] attended

by the alumni/student
[Yale Degree] - Title of 1st
degree at Yale
[Yale Graduation Year]
Graduation year of 1st degree
Select the [Yale School 2]
attended by the alumni
[Yale Degree 2] - Title of 2nd
degree at Yale
[Yale Graduation Year 2]
Graduation year of 2nd degree
Select the [Residential College]
which the alumnus or student
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Yale Residential Colleges
For Affiliate Member and Non-Member Affiliate
*Yale affiliated
Dropdown selection:
program
- List the [Program Name]
from the [Meta Data
Affiliation Program] table
such as ASC, AYA,
Yale-China, Yale New
Haven, YUNA
*Position
*Joining Date
(mm-dd-yyyy)
has belonged/currently belongs

to
Select the [Yale Affiliation] of
the Applicant
[Affiliation Position] of the

Applicant
[Affiliation Joining Date] Applicants need to specify the
date of joining the affiliation
program
The information below pertains to both Alumni and Affiliate

Other Affiliations
Other University
[Other University] attended by
the Applicant
previously entered [Other
University], or type a new one
Degree
[Other Degree] - Title of degree
at other university
Year
[Other Graduation Year]
university
Other University 2
[Other University 2] attended by
the Applicant
Degree
[Other Degree 2] - Title of
degree at other university 2
Year
[Other Graduation Year 2]
university 2
High School in
[High School Name] attended by
Hong Kong (if
the Applicant
attended school
here)
or type a new one
Year of Graduation
[High School Graduation Year]
of the Applicant
Contact Information \
Company Name
[Company Name] of Member
Visible in
Membership
Name] visible to other Members
Directory
Office Address
[Company Address] of Member
Country
Dropdown selection:
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Visible

Office Phone No.

Visible

unchecked)
Home Address
Country

Dropdown selection:
unchecked)
Visible
Home Phone No.

Visible

unchecked)
*Mobile Number
Visible

unchecked)
*Yale Email
Address
Visible
*Correspondence
Email Address
Visible
Text Display only non-editable


Remarks
[Company Address Visible] Check to make [Company

Directory
[Company Phone] of Member
[Company Phone Visible] Check to make [Company
Phone] visible to other Members
[Home Address] of Member
[Home Address Visible] - Check

to make [Home Address] visible
to other Members in
[Home Phone] of Member
to make [Home Phone] visible to
other Members in Membership
Directory
Members mobile phone number
to make [Home Phone] visible to
other Members in Membership
Directory
Yale email address
Check to make [Yale Email
Directory
Correspondence email address
Check to make [Secondary
Email Address] visible to other
Directory
[Remarks] of the Member to the
club
Text area (250 characters), which

is set to <blank> for the Member
to enter new remarks
Information of family members (if Family or Lifetime Family selected for [Dues
Options]
Select the [Relationship] of the
**Relationship
Dropdown selection:
Applicants family member
Spouse
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**First name
Son
Daughter
Father
Mother
Dropdown selection:
Dr.
Miss
Mr.
Mrs.
Ms.
**Last name
**Salutation
[Salutation] of the Applicants

family member
[First Name] of Applicants

family member
[Last Name] of Applicants

family member
Email Address
[Email Address] of Applicants

family member
Add another family

member
Remove
Action button
Action button
Interests
List the [Meta Name] from the
[Meta Data - Interest] table
Functions for Non-Members only
Become a member
Action button with the following
description:
Unregister
Become a member of the Yale

Club of Hong Kong to enjoy
membership privileges by paying
dues.
Action button with the following
description:
Click to add another family

member
Click to remove this family
member
Check to select the areas of
interests of the Applicant
Click for non-members to

apply to become member.
Click for non-members to

unregister themselves.
You may unregister from our

database to stop receiving our
newsletters and invitations to
events.
2.10.2
Update Profile Preview
After updating the membership information, the user clicks Preview button to
review the information again.
Following as shown the message when user submits the application from preview:
.
Thank you for updating your Yale Club of Hong Kong profile. Your profile record
has been updated accordingly.
Return to Home Page
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As user submitted the form preview, the system will send email to Administrator to
notify about the update, the email template is as follows:
To: [Administrator Email Address]
CC: [Membership Email Address]
Subject: Yale Club of Hong Kong profile update received
The following Yale Club of Hong Kong member/non-member has updated the
profile information:
- Name: [First Name] [Last Name]
- Date and time of update: [Update Date and time]
- Membership Type: [membership type]
- Member's Yale email address: [Yale Email Address]
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2.10.3
Member Application for Non-Member
Current Non-Members may apply to become members by presenting the Non-Member

with a pre-filled membership form based on the existing category (alumni or affiliate).
Here are the steps for converting Non-Members to Members:
1. For existing Non-Member who is a graduate (Yale School / Degree / Year
available), the Alumni Member form is displayed.
2. For existing Non-Member who is affiliated with Yale (Yale Affiliate Program
selected), the Affiliate Member form is displayed.
3. The applicant may update any information except the [Yale Email Address],
which cannot be modified.
4. The applicant needs to choose a [Dues Options] depending on the membership
type. Recent Graduate is available to applicants of Alumni Member who
graduated less than 2 years ago.
5. For applicants of Alumni Member who selects the Family or Lifetime
Family [Dues Options], the applicant may add family member names.
6. The applicant previews the application on the Application Form Preview page.
7. The application goes through approval and payment process just like regular
application.
8. After successful payment for the membership, the new Member receives a
payment receipt by email with the login ID and password for accessing the
9. The persons membership record is retained and the [Membership Type] is
automatically converted from Non-Member Alumni/Affiliate to Alumni
Member or Affiliate Member.
2.10.4
Unregister for Non-Member
This function allows current Non-Members to unregister from the database.

The Non-Member is asked to confirm the un-registration:
.
If you unregister as a non-member of the Yale Club of Hong Kong, you will no
longer receive our newsletters and invitations to our events.
Are you sure you want to continue to unregister?
No (default)
Yes
The Non-Member may click No to cancel the unregistration and return to the
Update Profile page, or Yes to proceed with unregistration. If the Non-Member
clicks Yes, the following confirmation screen is shown:
.
Thank you for supporting the Yale Club of Hong Kong in the past. You have been
unregistered as non-member of the Yale Club of Hong Kong.
The Non-Member also receives an email confirmation:

Return to Home Page
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Subject: Yale Club of Hong Kong Non-member Alumni/Affiliate (Unregistered)
Dear [Non-Member Salutation] [Non-Member First Name] [Non-Member Last
Name]:
Thank you for supporting the Yale Club of Hong Kong in the past. Upon your
request, we have unregistered you as our Non-Member Alumni/Affiliate.
You have been removed from our mailing list and from now on will no longer
receive our newsletters and announcements on upcoming events by email.
Sincerely,
The Membership status is set to "Inactive.
2.10.5
Membership Status
This page shows the current status of the Alumni/Affiliate Member:

Output Field
Description
Name
[Salutation] [First Name] [Last Name] of the Member (e.g. Mr.
Joey Fan)
Membership Type
Membership Status
[Membership Type] and [Dues Option] of the Member, which is

one of the following:
Alumni Member Standard
Alumni Member Family
Alumni Member Lifetime
Alumni Member Lifetime Family
Affiliate Member Standard
Affiliate Member Family
[Membership Status] of the Member, which is either Active or
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Inactive.
Dues Amount
Latest [Dues Amount] of the Member in HK$ (e.g. HK$5,000.00

for Lifetime Member)
Invoice No.
Payment Status
[Invoice No.] of the above dues

Payment Status of the above dues, which is either Pending or
Paid
If the [Payment Status] is Pending show the following:
Payment Link
[Payment Link] for the Member to click to make payment online
If the [Payment Status] is Paid show the following:
Payment received on
[Payment Date] of the dues payment
Payment Method
[Payment Method] of the dues payment
2.10.6
Upgrade Membership
2.10.7
Change Password
This function enables the Member or Associate to change his/her password by

entering the following:
Input Field
Current Password
Field Type
Text Box (up to 10
characters)
New Password
Text Box (6 to 10
characters)
Text Box (6 to 10
characters)
Re-type new
password to
verify
Submit
Action Button
Description
Current login password, which must match
the existing password of the
Member/Associate.
New login password which must be 6-10
characters
Re-entry of the new password, which must
match the above New password.
Click to submit the new password to
change the password
If the Current Password is correct, and the two entered new passwords are identical,
then the System proceeds to change the password and shows the following
confirmation:
You have successfully changed your password.
Return to the Home Page
2.11 Members Corner

The Members Corner is only available to Alumni Member and Affiliate Member
who have logged in successfully. It provides the following features:
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2.11.1Member Directory
The Member Directory Page allows the authenticated Member to search for a
particular member/non-member record according to the following input criteria:
Input Field
Name
Field Type
Description
If entered without quotes (),
each word matches whole or part
of the First Name and/or Last
Name.
If entered with quotes (), entire
text within the quotes must
match whole or part of the First
Name and/or Last Name
Company
Search by [Company Name].

Leave <blank> to match all.
Email Address
Matches exactly the Yale Email

Address or Correspondence
Email Address
Membership Type
Select which type of

membership type to search for
Alumni Member
Affiliate Member
Non-Member
Alumni (nonmember whose
Alumni
Non-Member
Affiliate (nonmember whose
Affiliate)
Default all chec ked
Class of
Text Box (YYYY)
Matches one of the graduation

year
Yale School
Dropdown selection:
Matches one of the Yale School

of the alumni
Residential College
Select from list of Yale

schools or select
Any (Default)
Dropdown selection:
Select from list of

Residential Colleges or
Matches the Residential College

of the alumni
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select Any (Default)
Yale affiliated
program
Dropdown selection:
- List the [Program
Name] from the
[Meta Data
Affiliation
Program] table of
all Yale affiliations
- Any (default)
Matches the Yale affiliated

program of the affiliate
Interests
List the [Meta Name]
from the [Meta Data Interest] table (default
all checked)
Check to search by areas of

interests of the Member
The User clicks "Search" to start the search. The search results are displayed as
follows:
Output Field
Description
Number of matched
The no. of records in search results is shown at the top of the
records
search results.
For each matched record:
[Membership Type] of the Member or Non-member, which is either:
Membership Type
Alumni Member
Affiliate Member
Non-Member Alumni (non-member whose [Association Type]
is Alumni
Non-Member Affiliate (non-member whose [Association
Type] is Affiliate)
Name
Name of Member in "[Salutation] [First Name] [Last Name]"

format
Yale School
[Yale School 1] of the alumni
[Yale School 2] of the alumni, if available
Year
[Yale Graduation Year 1] Graduation year of 1st degree if
available
[Yale Graduation Year 2] Graduation year of 2nd degree if
available
Residential College
[Residential College] of the alumni
Yale affiliated program [Yale Affiliation] of the affiliate
View Contact Details
Click to view the contact details of the member/non-member on

the View Contact Details page
The Member may click on any column heading to change the sort criteria and toggle
the sort order.
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2.11.2View Contact Details

The View Contact Details page allows the authenticated Member to view the
member/non-member contact details according to the privacy setting:
Output Field
Membership Type
Description
Alumni Member
Affiliate Member
is Alumni
Non-Member Affiliate (non-member whose [Association Type] is
Affiliate)
Name

format
For Alumni Member and Non-member Alumni:
Yale School
Degree
[Yale Degree] - Title of 1st degree at Yale
Year
available
Yale School 2
Degree 2
Year
available
Residential College
Position
[Affiliation Position] of the affiliate
Joining Date
[Affiliation Joining Date] of the affiliate
Other Affiliations
Other University
[Other University] attended
Degree
[Other Degree] - Title of degree at other university
Year
[Other Graduation Year] Graduation year from other university
Other University 2
Degree
[Other Degree 2] - Title of degree at other university 2
Year
[Other Graduation Year 2] Graduation year from other
university 2
High School in Hong
[High School Name] if attended high school in HK
Kong (if attended
school here)
Year of Graduation
[High School Graduation Year], if attended high school in HK
Contact Information
Company
[Company Name] (if Visible)
Office Address`
[Company Address] and [Company Country] (if Visible)
Office Phone No.
[Company Phone] (if Visible)
Home Phone No.
[Home Phone] (if Visible)
Mobile No.
[Mobile Phone] (if Visible)
Yale Email Address
[Yale Email Address] (if Visible)
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Correspondence Email
Address
Interests
[Correspondence Email Address] (if Visible)

List the [Interests] of the person, if any
The Member may click Return to the Search Directory to return to the Search
Directory Page.
2.11.3Job Opportunities
This section, available to authenticated Members only, links to the Job
Opportunities page under Career Resources.
2.11.4Current Rsums
This section, available to authenticated Members only, links to the Current
Rsums page under Career Resources.
2.11.5Event Photos
This section, available to authenticated Members only, links to the Event Photos
page under Past Events.
2.11.6Bulletin Board
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3.0 Yale Club of Hong Kong Admin Site

3.1
Membership Application Management
Membership Application Management's purpose is for reviewing the new membership

application.
3.1.1 Search New Membership Application

To review a membership application, the Administrator may first search for new
applications:
Input Field
Field Type
Description
Name

of the Applicants First Name
and/or Last Name.
text within the quotes must match
whole or part of the Applicant's
First Name and/or Last Name
Membership
Type
Alumni Member
Affiliate Member
Non-Member Alumni
(non-member whose
Alumni
Non-Member Affiliate
(non-member whose
Affiliate)
Select which type of membership

type to search for
Email
Address
Matches exactly the Applicants

Yale Email Address or
Correspondence Email Address
Application
Date (From)
Application creation date from

this date
In format (YYYY-MM-DD)
Default is <blank> to match all
Application
Date (To)

In format (YYYY-MM-DD)
Application creation date to this

date
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Default is Today
Application
Status
Dropdown selection:
Any
Pending Approval
(Default)
Rejected
Approved
Applicants [Application Status]
The search results display the following information for all new Applicants whose
[Application Status] is Pending Approval or Rejected or Approved
Output Field
Description
Number of matched
records
search results.
For each matched record, show:
Membership Type
Alumni Member
Affiliate Member
is Alumni
Type] is Affiliate)
Name of Applicant
Name of Applicant in "[Salutation] [First Name] [Last Name]"

format
Email Addresses
[Yale Email Address] of the Applicant
[Correspondence Email Address] of the Applicant
Yale School
Year
available
available
Residential College
Dues Options
[Dues Options] of the Applicant, if applying as Alumni Member
or Affiliate Member
Application Date
Application Date in YYYY-MM-DD format
Status
Applicant's [Membership Status]
Action Buttons
Review go to Review New Membership page
The Administrator may click on any column heading to change the sort criteria and
toggle the sort order.
3.1.2 Review New Membership Application

The Review New Membership Application page displays all the details submitted by
the Applicant on the Membership Application Form:
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Output Field
Membership Type
Description
Alumni Member
Affiliate Member
is Alumni
Type] is Affiliate)
Name
Name of Applicant in "[Salutation] [First Name] [Last Name]"

format
Gender
Yale School
Degree
Year
available
Yale School 2
Degree 2
Year
available
Residential College
Position
Joining Date
Other Affiliations
Other University
Degree
Year
Other University 2
Degree
Year
university 2
High School in Hong
Kong (if attended
school here)
Year of Graduation
Contact Information
Company
[Company Name] of the Applicant
Office Address`
[Company Address] and [Company Country] of the Applicant
Office Phone No.
[Company Phone] of the Applicant
Home Phone No.
[Home Phone] of the Applicant
Mobile No.
[Mobile Phone] of the Applicant
Yale Email Address
[Yale Email Address] of the Applicant
Correspondence Email [Correspondence Email Address] of the Applicant
Address
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Referred by
Remarks
Dues Options
[Referral Person] who referred the Applicant

For Alumni Member and Affiliate Member, show the [Dues
Options] selected by the Applicant
Information of each family member (if Family or Lifetime Family selected for [Dues
Options]
Relationship
[Relationship] of the Applicants family member to the Applicant
Name
[Salutation] [First Name] [Last Name] of the Applicants family
member
Email Address
Interests
[Email Address] of the Applicants family member

List the [Interests] of the Applicant, if any
If the status is Pending Approval, it will have 2 options as show in following.

Input Field
Field Type
Description
Approve or
reject the new
applicant
Reason
Radio Button:
Approve Application
Reject Application
Text Area
Selection for confirm the approve

or reject the new applicant
Rejection Reason
(Required if "Reject
Application" is selected above)
Submit
Action Button
Click to save the latest status and

return to the
The Administrator may click "Submit" to submit the review and return to the Search
New Membership Application page, or click "Cancel" to return to the Search New
Membership Application without saving any changes.
If the Administrator clicks Submit, then the [Application Status] is set to
Approved or Rejected. If the [Application Status] is set to Approved, then the
Applicant is moved to the Member table with the [Membership Status] set to
Active. An email is sent to the Applicant to inform him/her of the approval result
with a link to the payment page for successful Alumni Member and Affiliate
Member application.
3.2
Membership Management
The Membership Management section allows the Administrator to view and update
membership information.
3.2.1 Search Member

The Membership Search Page allows the Administrator to search for a particular
membership record according to the following input criteria:
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The Administrator may click Add New Member at the top of the Membership
Search Page to add a new Member on the Add New Member page.
Input Field
Name
Field Type
Description
of the Member's or Students
First Name and/or Last Name.
text within the quotes must
match whole or part of the
Member's or Students First
Name and/or Last Name
Gender
Membership Type
Female (default is
checked)
Male (default is
checked)
Alumni Member
Affiliate Member
Associate Alumni
Associate Affiliate
Current Student
Search by [Gender] of the

members and non-members
Select which type of

membership type to search for
Graduation Year
Text Box (YYYY)

Default is <blank> to
match all
Yale School
Residential College
Dropdown selection:
Any School (default)

schools
Dropdown selection:
For Alumni Member or Nonmember Alumni, matches one of

the Yale School(s)
For Alumni Member or Nonmember Alumni, matches

Residential College
Any Residential
College (default)

Residential Colleges
For Alumni Member or Nonmember Alumni, matches one of

the graduation year(s)
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Yale Affiliation
Dropdown selection:
Any Affiliated
Program (default)
List the [Program
Name] from the [Meta
Data Affiliation
Program] table of all
Yale affiliations
For Affiliate Member or Nonmember Affiliate, matches the

[Yale Affiliation] of the Member
Other University
Attended
High School in
Hong Kong
Company
Country
Phone Number
Dropdown selection:
Any Country
(Default)
Select from list of
countries
Partial match of [Other

University] or [Other University
2] of the Member.
Partial match of [High School in
Hong Kong] of the Member.
Matches part of the Members
Company name
Matches the [Office Country]
and/or the [Home Country] of
the Member
Email Address
Dues Options
Dropdown selection:
Any Dues Options
(default)
Standard
Family
Lifetime
Lifetime Family
Recent Graduate
Non-Resident Member
Dropdown selection:
Any Interests (default)
from the [Meta Data Interest] table
Dropdown selection:
Any Participation Type
(default)
from the [Meta Data
Participation Type]
Interests
Participation Type
Matches exactly the Members

[Mobile No.], [Office Phone
No.] or [Home Phone No.].
Leave <blank> to match all.
Matches exactly the Member's
[Yale Email Address] or
[Correspondence Email Address]
Matches the [Dues Options] of
the Member, or select Any to
match all
Check to search by areas of

interests of the Member
Check to search by [Participation

Type] of the Member
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Participation
Position
Search Pending
Membership
Payment
Membership Status
Payment Status
Expiry Date
table
Dropdown selection:
Any Participation
Position (default)
from the [Meta Data
Participation Position]
table
Unchecked)
Multiple Checkboxes:
Active (default is
"checked")
Inactive (default is
"unchecked")
Dropdown selection:
Any (default)
Pending Initial Annual
Payment
Pending Lifetime
Payment
Pending Renewal
Payment
Paid Annual
Paid Lifetime
Text boxes:
(yyyy-mm-dd) To (yyyymm-dd)
Check to search by [Participation

Position] of the Member
If Checked, all the search

criteria are grayed out and
disabled.
This turns on the searching of
members with pending
membership payment, which
includes members with the
following criteria:
- [Membership Status] =
Active or Inactive
- [Payment Status] =
Pending Initial Annual
Payment or Pending
Lifetime Payment or
Pending Renewal
Annual Payment or
Pending Renewal
Lifetime Payment
Search by [Membership Status]
of Member
Filter by [Payment Status] of

Member
(only applicable to Alumni
Member and Affiliate Member)
Enter the from/to date range for

search for membership expiry
date (only applicable to Alumni
Member and Affiliate Member)
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The Administrator clicks "Search" to start the search. The search results are
displayed as follows:
Output Field
Description
Number of matched
records
search results.
Show for each matched membership record:
Name
format
Email Addresses
[Yale Email Address] of the Member
[Correspondence Email Address] of the Member
Membership Type
[Membership Type] of the Member
Yale School
Year
available
available
Residential College
Dues Options
[Dues Options] of the Member, applicable to Alumni Member
and Affiliate Member
Creation Date
Creation Date of membership record in YYYY-MM-DD format.
This is the date the membership is approved from online
application, or the date the membership is created by the
Administrator.
Membership Status
Inactive
Payment Status
[Payment Status] of the Alumni Member or Affiliate Member
Expiry Date
Expiry Date of membership in YYYY-MM-DD format, which is
only applicable to Alumni Member and Affiliate Member
whose [Dues Options] is Annual
Last Update date
Last update date of membership record in YYYY-MM-DD
format
Action Buttons
View go to View Member Details page
The Administrator may click on any column heading to change the sort criteria and
toggle the sort order.
The Administrator may click the Export to Excel button to export the search results
to Excel spreadsheet with all member details included.
3.2.2 View Member Details

This function shows the details of the selected Member.in multiple tabs:
General
This tab shows the general information about the Member:
Output Field
Description
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Membership Type
Name
Current [Membership Type] of the Member

format
Yale Email Address
[Yale Email Address] of the Member, which is the login ID
Creation Date
[Creation Date] of the Membership record which should be the
date the person is approved to be a Member or Non-Member
Membership Status
Inactive
Last Update date
format
Gender
[Gender] of the Member
Yale School
Degree
Year
available
Yale School 2
Degree 2
Year
available
Residential College
Position
Joining Date
Other Affiliations
Other University
Degree
Year
Other University 2
Degree
Year
university 2
High School in Hong
Kong (if attended
school here)
Year of Graduation
Contact Information
Company
[Company Name] of the Member
Office Address`
[Company Address] and [Company Country] of the Member
Office Phone No.
[Company Phone] of the Member
Home Phone No.
[Home Phone] of the Member
Mobile No.
[Mobile Phone] of the Member
Correspondence Email [Correspondence Email Address] of the Member
Address
Referred by
[Referral Person] who referred the Member
Remarks
[Remarks] of the Member to the club
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Interests
Update Profile Link
List the [Interests] of the person, if any

Click to generate and show in a pop-up window a personalized
URL link for profile update. The Administrator may click to
display and copy the link, which can be sent to the individual
Member or Non-Member. The link allows the recipient to
update his/her profile online without logging in. This is useful
for Non-member Alumni and Non-member Affiliate who do
not have access to the Members Corner of the website for
updating the profile at any time.
Every time a new Update Profile Link is generated, the old link
for that member/non-member is no longer valid.
Edit Field
Membership Status
The Administrator may also use this link to update the Members
profile on behalf of the Member.
Field Type
Description
Radio Buttons:
Click Active or Inactive to set
the [Membership Status] of the
Active
Member.
Inactive
For Alumni Member and Affiliate
Member, if Inactive, the Member
may no longer login to the
For any Member or Non-member, if
Inactive, the person no longer
receives any correspondence (email
broadcast, event broadcast,
newsletter) from the club.
Family
This tab lists family members of the Alumni Member or Affiliate Member whose
[Dues Options] is Standard or Family:
Output Field
Name
Yale Email Address
Last Update date
Description
format
format
List for each Family Member in a table:

Relationship
[Relationship] of the Members family member to the Applicant
Name
[Salutation] [First Name] [Last Name] of the Members family
member
Email Address
[Email Address] of the Members family member
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Membership Payment History

Members may change from one type of membership to another as they renew their
membership.
This tab shows the membership history of the Member and membership payment
records. By default the records are shown in descending order of the [Membership
To] date (i.e. the latest membership record shown first):
Output Field
Name
Yale/AYA/Primary
Email Address
Last Update date
Description
format

format
For each membership change of the Member
Membership Period
The [Membership From] and [Membership To] date of the Member in

wwwww, dd-mmm-yyyy format.
For Alumni Member and Affiliate Member whose [Dues Option]
is Standard, Family, Recent Graduate or Non-Resident
Member, the [Membership To] date is equivalent to the [Expiry Date]
of the membership.
For Alumni Member whose [Dues Option] is Lifetime or
Lifetime Family, the [Membership To] date is - as there is no
expiry.
For Associate Alumni and Associate Affiliate, the [Membership
To] date should be N/A.
Membership Type
Dues Options
Invoice No.
Dues Amount
Payment Method
Reminder Date
Payment Received
Date
Payment
[Membership Type] of the membership

[Dues Options] of the Member, applicable for Alumni
Member and Affiliate Member
[Invoice No.] of the membership fee billing
[Dues Amount] for the above [Dues Options] note that this is
the actual amount billed to the Member during the membership
period at the fee schedule during that time.
[Payment Method] selected by the Member, which is either
Cheque, Online Credit Card, Cash or Pending (if not yet
paid)
The date a payment reminder was sent out due to late payment,
if any, in YYYY-MM-DD format. If no reminder had to be
send out, just display -.
The date when the payment was received, if any, in YYYYMM-DD. If payment not yet received, display -.
Click to pop-up the Membership Fee Payment window to view
payment details and enter cheque payment. Not available for
Non-member Alumni and Non-member Affiliate.
Membership Fee Payment

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This pop-up window shows the membership fee payment details and also allows the
Administrator to enter any cheque payment:
Edit Field
Invoice No.
Name
Yale Email Address
Membership Period
Field Type
Description
[Invoice No.] of the membership fee
billing
Name of Member in "[Salutation]
[First Name] [Last Name]" format
[Yale Email Address] of the Member,
which is the login ID
The [Membership From] and
[Membership To] date of the Member in
YYYY-MM-DD format.
For Standard Alumni Member,
Family Alumni Member, Standard
Affiliate Member, Family Affiliate
Member, the [Membership To] date is
equivalent to the [Expiry Date] of the
membership.
For Lifetime Alumni Member and
Lifetime Affiliate Member, the
[Membership To] date should be
<blank>.
Membership Type
Payment Method
Payment Link
Payment Received
Date

Radio buttons:
- PayPal
- Cheque
- Cash
If [Payment Status] is
Pending, allow the
Administrator to update
the [Payment Method]
If [Payment Status] is
Paid:Display only
non-editable and the
[Payment Method] used
is selected
Text Box (YYYY-MMDD) editable only if

payment is pending
[Membership Type] of the

membership
Manually update the [Payment
Method] if the payment status is
currently pending, has been received
and not yet recorded in the System.
If the membership is paid already,
this shows the [Payment Method]
selected by the Member, which is
either Cheque, Online Credit
Card or Cash" or Pending (if not
yet paid)
If [Payment Method] is Pending,

PayPal, which the Administrator may
copy and send to the Member as
payment reminder.
Allow the Administrator to enter the
[Payment Received Date] if payment
is received by cheque.
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Cheque
No./Transaction No.
Remarks

editable only if
payment is pending
For online payment, this shows the

[Payment Date] of the date the
Member successfully pays online.
For Cheque payment, this is the
cheque number to be entered or
already entered by the Administrator.
Text Area (200

characters)
For online payment, this is the

[Transaction No.] returned by
Payment Gateway upon successful
processing of the online payment
Allow the Administrator to add
remarks about the payment.
The Administrator may click Cancel to close the pop-up window.

If the payment is pending and now received, the Administrator may select the
[Payment Method], enter the [Payment Received Date] and [Cheque No./Transaction
No.] of the payment received. Then also click Submit to submit the entered cheque
payment detailsupdate the payment information with the following confirmation:
You have successfully updated the payment details.
OK
If the Administrator submit the payment information for a pending payment, then the
[Payment Status] is changed to one of the following:
Paid Annual
Paid Lifetime
Paid Renewal Annual
Paid Renewal Lifetime
.
The [Payment Method] is also set to that selected by the Administrator.
Finally the Member receives a payment receipt and confirmation for new membership
by email, same as that for online payment (2.5.7)
3.2.3 Membership Info

The Membership Info Page allows the Administrator to edit the description about
each membership type which appears on the Membership index page of the website:
The Administrator may modify the following information.
Edit Field
Introduction
Field Type
HTML Editor
Description
Edit the Introduction section
of the Membership page
Alumni Member
Edit the Alumni Member
HTML Editor
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Description
section of the Membership page
Affiliate Member
Description
HTML Editor
Edit the Affiliate Member

section of the Membership page
Non-member
Description
HTML Editor
Edit the Non-Member Alumni

and Affiliate section of the
Membership page
After editing the information, the Administrator clicks the Save button to modify
the Membership Info Page, or the Cancel button to cancel the action and return to
the Main Page.
3.5
Contact Details Management
The Administrator invokes the Contact Details Management function by selecting it

from the navigation menu. It allows the Administrator to modify the Contact Details
page, which appears as Contact Details menu items on the Club Website.
3.5.1 Modify Contact Details Page

The Modify Contact Details Page function allows the Administrator to modify the
Contact Details Page by updating the following information on the form:
Input Field
Field Type
Description
Title *
[Contact Details Title] of the

Contact Details page
Details
HTML Editor
Use the WYSIWYG editor to

create the body of the Contact
Details Page.
* Denotes mandatory field

After entering the mandatory information, the Administrator clicks the Save button
to modify the Contact Details Page, or the Cancel button to cancel the action and
return to the Main Page.
If the Administrator clicks Save, the System proceeds to modify the Contact Details
page and displays the following message to the Administrator:
The Contact Details has been successfully modified.

Return to the Main Page
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3.6
Information Page Management
The Administrator invokes the Information Page Management function by selecting it

from the navigation menu. It allows the Administrator to define multiple individual
pages under the different sections or subsections of the Vertical Navigation Menu.
On the Information Page Management page is a menu which lists three functions:
Section Management
Article Management
3.6.1 Section Management

The Section Management function can be accessed by selecting Section under
Information Page of the navigation menu of the CMS, or clicking Section
Management within the Information Page Management main menu.
At the top of the Section Management page is the Add New Section action button
that invokes the Add New Section function if the Administrator has Add access
right.
The body of the Section Management lists the currently fixed and dynamic Sections in
the current Display Order.
Output Field
Description
Order
Click the Up/Down arrows to change the display order of the

[Section Navigation Name] within the Vertical Navigation
Menu of the website
Navigation Name
[Section Navigation Name] of the Section the name that

appears on the Vertical Navigation Menu for accessing the
Section Main Page
Navigation Type
The [Navigation Type] of the Section, which is either Menu

Item only, Redirect or Index Page
Redirect Link/Title
If [Navigation Type] is Redirect, then display the

Redirect Link.
If [Navigation Type] is Index Page, display the[Section

Title] of the Section
Publish Status
[Publish Status] of the Section Main Page, which may be

Visible, Restricted or Hidden
Action Buttons
View - Enable if the Administrator has View right to the

Section - click to view the Section on the View Section page
Modify - Enable if the Administrator has Edit right to the
Section - click to modify the Section on the Modify Section
page
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Delete - Enable if the Administrator has Delete right to the
Section - click to delete the Section on the Delete Section
page
3.6.2 Add New Section

Invoked from the Section Management page, this allows the Administrator to create a
new Section with the following information:
Input Field
Field Type
Description
Menu Level
Radio Buttons:
Whether the Section is one of

the main menu items or is a
sub-menu
Parent section*
Main Menu
Sub Menu
Dropdown selection:
List the [Navigation

Name] of all the Main
Menus
Select the parent Main Menu

if this is a sub-menu
Enabled only if [Menu

Level] is Sub Menu]
Navigation Name*
[Section Navigation Name] of

the Section - name that
appears on the Vertical
Navigation Menu. It must be
defined regardless of its
display status.
Navigation Type*
Radio Buttons:
Menu Item only
Link
Select the effect of clicking on

the navigation menu item for
the section, which can either
be:
Index Page
Menu Item only not

linked to any page (act as
a parent navigation item
for the submenu items)
URL redirect to another

web page address
Index Page create the

sections own index page
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If [Navigation Type] is Link, then show the following for input:
Link to
The URL address to redirect

the user to when the
navigation menu is selected
New Window
unchecked)
Check to open new window

when the link is clicked
If [Navigation Type] is Index Page, then show the following for input:
Section Title*
[Section Title] of the Section
Summary
[Section Summary] - A
summary overview of the
Section
Details
HTML Editor

create the [Section Details] of
the Section. Pictures and files
can also be uploaded and
placed alongside the text
Publish Status*
Radio Buttons:
[Publish Status] of the

[Section Main Page], which
may be Visible to all
(accessible to all visitors to
the website), Restricted
(members only) or Hidden
(no one can access).
Visible to all (default)
Restricted Members
Only
Hidden No one can

access
After entering the mandatory information, the User clicks the Save button to create
the new Section, or the Cancel button to cancel the action and return to the Section
Management page.
If the User clicks Save, then the System first checks if the [Section Navigation
Name] entered by the User already exists for the website. If it does, then the
following message is displayed:
The Navigation Name [Section Navigation Name] you entered has already been
assigned. Please assign a different Navigation Name.
Return to Add New Section Page

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The User must then return to the Add New Section page to enter a different [Section
Navigation Name].
If the System does not detect any duplicate [Section Navigation Name], then it
proceeds to create the new Section and displays the following message to the User:
The Section [Section Navigation Name] has been successfully created.
Return to Section Management Page

Note: the Administrator who created the Section is automatically granted full access
(Add, Edit, Delete, List, View) to the section.
3.6.3 Modify Section

The Administrator invokes the Modify Section function from the Section
Management page.
The Modify Section function enables the User to make changes to the selected
Section by changing any of its field values.
After making the changes, the User may click Save button to save the Section, or
the Cancel button to cancel the action and return to the Section Management page.
If the User clicks Save, then the System first checks if the new [Section Navigation
Name] entered by the User already exists for the website. If it does, then the
The Navigation Name [Section Navigation Name] you entered has already been
assigned. Please assign a different Navigation Name.
Return to Modify Section Page
The User must then return to the Modify Section page to enter a different [Section
Navigation Name].
If the System does not detect any duplicate [Section Navigation Name], then it
proceeds to modify the Section and displays the following message to the User:
The Section [Section Navigation Name] has been successfully modified.
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3.6.4 Delete Section

Instead of making changes, the User may also click the Delete on the Section
Maintenance page to try to delete the Section.
The Section cannot be deleted if it is the parent menu level of other sections:
The Section [Section Navigation Name] cannot be deleted because it is the parent
section of other sections.
Return to Modify Section Page
If there is no sub menu sections under the Section, the System first prompts the User
to confirm the deletion before proceeding:
Are you sure you want to delete the Section [Section Navigation Name] including all
its underlying articles?
Yes
No
If the User clicks No, he is returned to the Modify Section page.

If the User clicks Yes, the System proceeds to delete the Section and all its
underlying Articles and shows the following confirmation:
The Section [Section Navigation Name] and all its underlying articles have been
successfully deleted.
3.6.5 Article Management

The Article Management function can be accessed by selecting Articles under
Information Page of the navigation menu of the CMS, or clicking Article
Management within the Information Page Management main menu.
At the top of the Article Management page is the Add New Article action button
that invokes the Add New Article function.
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To maintain Articles under each Section or Subsection, the Administrator first
searches for the Articles to list:
Input Field
Field Type
Description
Section
Dropdown selection:
Select the Section for listing

this Article
List the [Section

Navigation Name] of all
the defined Sections
Article Title

Default is <blank>
Publish Year
Dropdown selection:
List all years in
YYYY format in
which Ministry Articles
are available.
Enter part of the [Article

Title] to search for article.
Default is <blank> to match
any title
Select particular year to list
Articles published that year
(Default is the latest year)

Publish Month
Article Format
Publish Status
Dropdown selection:
List all months from 1 to

12
Any MonthDefault)
Checkboxes:
Web Page (default is

checked)
Downloadable
(default is checked)
Link (default is
checked)
Checkboxes
Display (default is
checked)
Hidden (default is
unchecked)
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Select particular month to

list Articles published that
month, or Any Month to
show all
Select particular Article
format to list
Show the Articles with

matching [Publish Status]
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The User clicks Search to search for the matching Article or Cancel to return to
the Main Page.
The search results list the Articles that match the search criteria:
Output Field
Description
Section
[Section Navigation Name] of the Section which the Article

belongs to
Article Title
[Article Title] of the matching Article
Publish Date
[Publish Date] of the Ministry Article in YYYY-MM-DD

format
Article Format
[Article Format] of the Article
Publish Status
[Publish Status] of the Article, which may be Visible or

Hidden
Action
Modify click to modify the Article on the Modify Article

page if the Administrator has Edit right to the section the
Article is assigned under
Delete click to delete the Article on the Delete Article page
if the Administrator has Delete right to the section the
Article is assigned under
20 search results are listed at a time. If more than 20 records are available, then
Next, Prev, [Page #] / [# of Pages] page navigation links are provided for
moving between pages.
The Administrator may click on the hyperlinked Article Title of any listed item to
modify its details on the Modify Article page.
At the bottom of the Article Management page is the Main Page link that takes the
Administrator back to the Main Page.
3.6.6 Add New Article

The User invokes the Add New Article function from the Article Management page.
The Add New Article function allows the User to create a new Article under a
specified Section or Subsection by entering the following information on the form:
Input Field
Field Type
Description
Section/Subsection*
Dropdown selection:
Select the Section or
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List the [Section
Navigation Name] of
all the defined Sections
Subsection which the new

Article is published under
List the
[Subsection
Navigation Name]
of all the defined
Subsections within
the above Section,
if any
Article Title*
[Article Title] of the Article
Publish Date*
Text Box (YYYY-MM-DD)
[Publish Date] of the Article
Default to today
Article Summary
[Article Summary] of the

Article
Article Format*
Radio Buttons:
Select the [Article Format] of

the Article
Web Page
Downloadable File
Link
If [Article Format] = Web Page:

Article Body
HTML Editor

create the body of the Article.
Pictures and files can also be
uploaded and placed alongside
the text
If [Article Format] = Downloadable File:

File name
File browse and upload

action buttons
Browse and upload file to be

published as Article
If [Article Format] = Link:

Link to
The URL address to redirect

the user to when the
navigation menu is selected
New Window
unchecked)
Check to open new window

when the link is clicked
Publish Status*
Dropdown selection:
Select the [Publish Status] of

the Article
Display
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Hidden
After entering the mandatory information, the User clicks the Save button to create
the new Article, or the Cancel button to cancel the action and return to the Article
Management page.
If the User clicks Save, then the System proceeds to create the new Article and
displays the following message to the User:
The Article [Article Title] has been successfully created.
Return to Article Management Page
3.6.7 Modify Article

The User invokes the Modify Article function from the Article Management page.
The Modify Article function enables the User to make changes to the selected Article
by changing any of its field values.
After making the changes, the User may click Save button to save the Article, or
the Cancel button to cancel the action and return to the Article Management page.
If the User clicks Save, then the System proceeds to modify the Article and displays
the following message to the User:
The Article [Article Title] has been successfully modified.
3.6.8 Delete Article

Instead of making changes, the User may also click the Delete on the Article
Maintenance page to try to delete the Article.
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The System first prompts the User to confirm the deletion before proceeding.
Are you sure you want to delete the Article [Article Title] including all its contents?
Yes
No
If the User clicks Yes, the System proceeds to delete it and shows the following
confirmation:
The Article [Article Title] has been successfully deleted.
3.7
Useful Links Management
The Useful Links Management function allows the Administrator to maintain links of
reference on the Useful Links page.
3.7.1 Modify Useful Links Page

The Modify Useful Links Page function allows the Administrator to modify the
Useful Links Page by updating the following information on the form:
Input Field
Field Type
Description
Title *
[Useful Links Title] of the

Useful Links page
Details
HTML Editor

create the body of the Useful
Links Page.

to modify the Useful Links Page, or the Cancel button to cancel the action and
return to the Main Page.
If the Administrator clicks Save, the System proceeds to modify the Useful Links
page and displays the following message to the Administrator:
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The Useful Links has been successfully modified.
3.8
Email Broadcast
The Email Broadcast function is invoked by selecting "Email Broadcast" from the
Main Page of the Admin Site.
Within the Email Broadcast function are two options:
Create Email Broadcast Job
List Email Broadcast Jobs
3.8.1 Create Email Broadcast Job

The Create Email Broadcast Job form allows the Administrator to create a new email
broadcast job by entering the following information:
Input Field
Broadcast Job ID*
Sender Email
Address
Subject*
Membership
Type(s) **
Field Type
Description

Checkboxes:
Subject of email message

Select one or more Membership Types
to send the email message to
Alumni Member
Class of
Affiliate Member
Non-member Alumni
Non-member Affiliate
(Default is all checked)
Text Box (YYYY)
(editable only if Alumni
Member and Nonmember Alumni
[Membership Type] above
are checked)
Yale School
Dropdown selection:
Residential
College
List the Yale Schools

from the meta data table
Any (Default)
are checked)
Dropdown selection:
Unique Job ID assigned to Broadcast Job
Email address used in Senders field
Email targets alumni of one of the

graduation year. Leave <blank> to
match any.

Yale School

Residential College
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Yale affiliated
program
Interests
Personalized
Greeting*
Personalized
Greeting
Format***
Personalized
Profile Update
Link
List the Residential

Colleges from the meta
data table
Any (Default)
are checked)
Dropdown selection:
List the Yale affiliated
program from the meta
data table
Any (Default)
(editable only if
Affiliate Member and
[Membership Type]
from the [Meta Data Interest] table (default
all checked)
Checkbox
(Default is checked)
Dropdown selection:
Dear [Firstname]:
(default)
Dear [Firstname
Lastname]:
To: [Firstname
Lastname]
Checkbox
(Default is unchecked)
Send Test Email

to*
Message Body*
Attachment
Photo Name (1:5)
File browser and upload
HTML Editor
Email targets affiliate of one of the

Yale affiliated programs
Check to target by areas of interests of

the Member
Check to enable personalized greeting

messages
Select format of the personalized
greeting
If checked, a personalized URL will

be added to the bottom of the email
message body for the recipient to
update his/her profile on the Update
Profile page.
Email address to send test email to
Email message content in HTML
Upload file (< 3Mb) to be attached to
email message
Upload up to 5 photos (<1 MB each)
to be attached to the email message

** Must select at least one if Target Recipients selected is Members and Prospects
or Members Only
*** Required if Personalized Greeting is enabled
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If the Update Profile Link parameter is enabled, then a personalized hyperlink to the
Update Profile Form will be added to the bottom of the message body with the
following prompt:
Click here to update your Yale Club of Hong Kong profile now.
The URL generated for each recipient and embedded in the above prompt to be
included in the outgoing email message is different for each target recipient
After completing the mail message information and body, and uploading the file
attachment, the Administrator may click Preview Message to preview the mail
information and message body on the Preview Email Broadcast page. At the same
time, the test email is also sent out to the test email address.
Before displaying the preview page, the system checks to ensure that the Broadcast
Job ID field assigned by the Administrator is unique and has never been assigned
before. Otherwise, an error message will be displayed:
The Email Broadcast Job ID [Email Broadcast Job ID] you entered already exists.
Please assign a unique Email Broadcast Job ID.
Return to Create Email Broadcast Job Page
After previewing the email broadcast message, the Administrator may go back to the
Create Email Broadcast Job page to make changes, or click the Send Email
Broadcast button to start sending the messages.
After clicking the Send Email Broadcast button, the Email Broadcast Progress
page is displayed, showing the following:
Email Broadcast Job ID
Job Start Date and Time
Number of messages to be sent out
Number of messages already sent out.

The Administrator must leave the page opened until all the messages are delivered
and the Email Broadcast Job Completed message is displayed, or else the job will
be interrupted.
3.8.2 List Email Broadcast Jobs
The List Email Broadcast Jobs page allows the Administrator to list previously
created Email Broadcast Jobs with the following information:
Output Field
Description
Email Broadcast
Job ID of Email Broadcast. Click to view the Broadcast Job
Job ID
details on the View Email Broadcast Job Details page.
Creation Date
The date the Email Broadcast Job was created in YYYY-MM-DD
format
No. of Recipients
No. of Recipients to be sent the email
Personalized
Profile Update Link
Yes if the email message includes the personalized update

profile link; No otherwise
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No. of Messages
Sent
No. of Message
Remaining
Job Status
Action
No. of email messages already sent out

No. of email messages remaining to be sent out
In Progress / Suspended / Completed
Button to "Resume", "Delete" Broadcast job if the [Job Status] is
"Suspended"
3.8.3 View Email Broadcast Job Details

This page shows the details of the email broadcast job, which is exactly same as the
information shown on the Preview Email Broadcast page.
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3.9
Event Management
Events Management allows the Administrator to post, update and delete Club events
on the website and send out event invitation by email broadcast.
The Event Management function consists of the two options:
Create New Event
Search Events
3.9.1 Create New Event

To post new events, the Event Administrator goes to the Create New Event page and
enters the following announcement details:
Input Field
*Event Title
Event Summary
*Event Date
Field Type
Radio Buttons:
o Individual Dates
Text Box <yyyymm-dd>
Click +/- to add
more dates
Date Range:
From Text Box
<yyyy-mm-dd>
To Text Box
<yyyy-mm-dd>
Weekdays:
Multiple
Checkboxes (Sun
Sat)
Description
Title of the Event
[Event Summary] of the Event

Enter the [Event Date] of the Event,
which can be a single day, multiple
individual dates, or a range of date
period scheduled on all or specific
weekdays.
Event Time
Event Venue
*No. of guests
allowed per
member
*Event Quota (0
for unlimited)
Display Event
Enable Online
Sign-up
Text Box (must be positive

integer)
(Default is "1" if Guest
allowed and must be "0" if
no Guest allowed)
integer)
(Default is "0" for no Event
Quota limit)
Checkbox (Default is
checked)
Radio Buttons
Yes (default)
No
[Event Time] of the Event

[Event Venue] of the Event, including
address
No. of Guests each Member/Associate
is allowed to bring.
Maximum number of attendees to the

Event (including Members, Associates
and Guests)
Check to display Event on website
Enable/disable online sign-up for
Event
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Fee Type
Radio buttons:
Select the [Fee Type] is in Amount
o Amount (default)
or Description
o Description
Following inputs are required if [Fee Type] is Amount
Event Fee Pay in Checkbox (default is
Check if Event supports payment in
Advance
Checked)
advance. Note that either Pay-inAdvance or Pay-at-door or both
option must be selected.
Following inputs are required if [Event Fee Pay in Advance] is Checked
Êvent Fee
Text Box (8 characters
Enter the [Pay-in-advance Fee Per
(Member) in
must be 0 or positive
Member] in HK$
HK$
number) enabled if [Fee
Type] is Amount
Êvent Fee
(Associate) in must be 0 or positive
Associate] in HK$
HK$
Type] is Amount
Êvent Fee
(Guest) in
Guest] in HK$
HK$
Type] is Amount
^Payment
Text Box (yyyy-mm-dd)
[Event Payment Deadline] for advance
Deadline
(Default is one day before
payment. If the Event Fee is not paid
event date) enabled if
past the deadline, the
[Fee Type] is Amount
Member/Associate is unregistered
from the Event.
^Reservation
Text Box (3 characters max [Reservation Valid Days] is the
Valid Days (0 must be positive integer)
number of days after making the event
for no limit to (Default is 0) enabled if
booking the reservation is held for reservation
The booking is released if not paid
valid days)
before the [Payment Deadline] or the
[Reservation Valid Days], whichever
is earlier.
Event Fee Pay at
Door
Checked)
Check if Event supports payment at

the door. Note that either Pay-inAdvance or Pay-at-door or both
Following inputs are required if [Event Fee Pay at Door] is Checked
Êvent Fee
Enter the [Pay-at-door Fee Per
(Member) in
Member] in HK$
HK$
Type] is Amount
Êvent Fee
Associate] in HK$
HK$
Type] is Amount
Êvent Fee
Enter the [Pay-at-door Fee Per Guest]
(Guest) in
in HK$
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HK$
^Cancellation
Deadline

Type] is Amount
[Cancellation Deadline] after the

cancellation deadline, the
Member/Associate can no longer opt
out of the Event and is liable to pay
for the registration
Following input is required if [Fee Type] is Description
Fee Description
Text Area (300 ) enabled
[Fee Description] of the Event Fee
if [Fee Type] is
Description
**Event Sign-up
Deadline
Show Who Else is
Coming
Enable Facebook
Like
Event Contact
Person
Event Contact
Person Phone
Event Contact
Person Email
Address
Text Box (YYYY-MM-DD) [Event Sign-up Deadline] is the last

day when online sign-up for Event is
event date)
available - required if online sign-up is
enabled
Check to enable display of the list of
"checked")
event attendees on the Online Event
Sign-up Form
Check to enable the display of the
checked)
Facebook icon for the Visitor to like
and share the event page on Facebook
[Event Contact Person] of the Event
Remarks
Event Description
Attachment
HTML Editor
Photo (1:5)
(Max file size per
image is 3Mb)
Send Event Email

Radio buttons:
Disable
[Event Contact Person Phone] of the

Event Contact Person, which is
optional
[Event Contact Person Email Address]
of the Event Contact Person, which is
optional.
If left <blank>, the [Event Sender
Email Address] set under System
Parameter should be used as the
for receiving event registration (but
not displayed on the Event email nor
Event web page.
[Event Remarks] of the Event, which
may be included in the Event
Invitation Email
Description of Event in HTML
Event for download
to be shown on Event Details page and
Event Broadcast Email
Select whether to send Event email
and if so, which type of Event email to
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Event Invitation (Only
send
to those who have not
signed up)
Event Payment
Reminder (non-editable
for create new event)
Event Information for
Attendees (non-editable
The following attributes are applicable if [Send Event Email] is not Disable
*Personalized
Checkbox
Greeting
messages
*Personalized
Dropdown selection:
Greeting Format
greeting
Dear [Firstname]:
(default)
Dear [Firstname
Lastname]:
To: [Firstname
Lastname]
Message
Text Area
The optional text to be inserted at the
Introduction
beginning of the Event email message
body after the [Personalized Greeting]
*Send Test Email
to
Who can attend
Membership
Checkboxes:
Type(s) **
to invite to the event
Alumni Member
Class of
Yale School
Affiliate Member
Associate Alumni
Associate Affiliate
Current Student
Text Box (YYYY)
Member and Associate
Alumni [Membership
Type] above are checked)
Dropdown selection:
Any Yale School
(Default)
Event targets alumni of one of the

graduation year (E.g. reunion).
Leave <blank> to match any.

Yale School
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Residential
College

are checked)
Dropdown selection:

Residential College
Any Residential
College (Default)
data table
are checked)
Yale Affiliation
Dropdown selection:
Event targets affiliate of one of the
Any Affiliated
Program(Default)
data table
(editable only if
[Membership Type]
** Required if Enable Online Sign-up is Yes. Also Event Sign-up Deadline must
be earlier or on the same date as the Event Date.
After completing the event information and body, and uploading the file attachment,
the Administrator may click Preview Event to preview the event on the Preview
Event page. At the same time, if the Send Event Broadcast Email flag is enabled,
the test email is also sent out to the test email address.
After previewing the event, the Administrator may go back to the Create New Event
page to make changes, or click the Save Event button to save the event.
If the Display Event flag is enabled, the event is posted to the website immediately.
If the Enable Online Sign-up condition is Yes, then the Event Sign-up Form is
also posted and linked from the Event Detail page.
If the [Send Event Email] option is not Disable, then the Event Invitation email is
sent to those which match the following conditions:
The Member / Associate falls within the Who can attend? criteria set under
Event creation;
The [Membership Status] of the Member / Associate is Active; and
The Member / Associate has not yet signed up for the Event.
The content of the Event Invitation email is as follows:
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To:
Subject: [Event Title]

<!if [Event File Attachment] != null -->
File Attachment: [Event File Attachment]
<!endif -->
Message Body:
Upcoming Yale Club of Hong Kong Event:
[Message Introduction] #include if [Message Introduction] is not <blank>
Title: [Event Title]
<! If [Fee Type] is Amount !>
<! if [Pay-in-advance] is enabled, then include the Pay-in-advance fee !>
Member Fee: HK$ [Pay-in-advance Fee Per Member] #include only if recipient
is Alumni Member or Affiliate Member; if the [Pay-in-advance Fee Per
Member] is 0, then show Free of charge
Associate Fee: HK$ [Pay-in-advance Fee Per Associate] #include only if
recipient is Associate ; if the [Pay-in-advance Fee Per Associate] is 0,
Guest Fee: HK$[Pay-in-advance Fee Per Guest] #include only if [Guest
Allowed] > 0; if the [Pay-in-advance Fee Per Guest] is 0, then show Free
of charge
<!endif -->
<! if [Pay-at-door] is enabled, then include the Pay-at-door fee !>
Member Fee: HK$[ Pay-at-Door Fee Per Member] #include only if recipient is
Alumni Member or Affiliate Member; if the [Pay-at-Door Fee Per
Member] is 0, then show Free of charge
Associate Fee: HK$ [Pay-at-Door Fee Per Associate] #include only if recipient
is Associate ; if the [Pay-at-Door Fee Per Associate] is 0, then show
Free of charge
Guest Fee: HK$[ Pay-at-Door Fee Per Guest] #include only if [Guest Allowed]
> 0; if the [Pay-at-Door Fee Per Guest] is 0, then show Free of charge
<!endif -->
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<!endif -->
<!if [Fee Type] is Description -->
<!endif -->
Event sign-up Deadline: [Event Sign-up Deadline]
[Event Remarks] #include if [Event Remarks] is not <blank>
For details of the event and how to sign-up, please visit the Yale Club of Hong Kong
website:
[Personalized hyperlink to event details page on web site]
Contact Person: [Event Contact Person] #include if [Event Contact Person] is not
<blank> : [Event Contact Person Email Address] #include if [Event Contact Person
Email Address] is not <blank> or call [Event Contact Person Phone] #include if
[Event Contact Person Phone] is not <blank>
Look forward to seeing you at the event.
Sincerely,
3.9.2 Search Event

The Search Events page allows the Administrator to list previously created events
with the following criteria:
Input Field
Field Type
Description
Event Title
Enter part of the [Title] to

find matching Event
Default is <blank>
Event Status
Check boxes
Upcoming Events
(default is checked)
Past Events (default is

unchecked)
All Hidden Events

(default is "unchecked")
Search for upcoming events

and/or past events, also see
if hidden events should be
included
The Administrator clicks Search to search for the matching Event or Back to
Main Menu to return to the Main Page.
The search results list the Events that match the search criteria:
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Output Field
Description
Event Title
Event Date
[Event Date] of the Event in "YYYY-MM-DD"
Event Contact Person
Display Event
Whether the Event is displayed on the website - "Yes" or

"No"
Online Sign-up
Whether the Event is enabled for online sign-up - "Yes" or

"No"
No. of Attendees
No. of persons who have signed up for the Event, displayed

only if [Online Sign-up] = "Yes". This should include
members and their family members, associates and all guests.
The Administrator can click on the Event Title of any selected Event to view its
details on the View Event Details Page.
Up to 20 events are listed per page, with Next/Previous Page and First/Last Page
links for navigation if there are more than 20 events.
3.9.3 View Event Details

The Administrator may display the announcement details on the View Event Details
Page, which shows the following:
Output Field
Event Title
Event Summary
Event Date
Event Time
Event Venue
No. of guests allowed per
member
Event Quota (0 for
unlimited)
Display Event
Description
Title of the Event

[Event Date] of the Event in "YYYY-MM-DD"
[Event Venue] of the Event, including address
No. of Guests each Member is allowed to bring.
[Event Quota] set for the Event
Whether the Event is displayed on the website Yes

or No
Enable Online Sign-up
Whether the Event allows online sign-up Yes or
No
Fee Type
[Fee Type] of the Event, which is either Amount of
Description
If [Fee Type] is Description, display the following:
Event Fee
[Event Fee Description] of the Event
If [Fee Type] is Amount and [Pay-in-advance] is Yes, display the following:
Event Fee Pay in Advance
Event Fee (Member) in
Display the [Pay-in-advance Fee Per Member] in HK$
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HK$
Event Fee (Associate) in
HK$
Event Fee (Guest) in
HK$
Payment Deadline
Display the [Pay-in-advance Fee Per Associate] in HK$

Display the [Pay-in-advance Fee Per Guest] in HK$
[Event Payment Deadline] for advance payment in
wwwwww dd-mmm-yyyy
[Reservation Valid Days] is the number of days after
making the event booking the reservation is held for -
Reservation Valid Days

(0 for no limit to
reservation valid days)
If [Fee Type] is Amount and [Pay-at-door] is Yes, display the following:
Event Fee Pay at door
Event Fee (Member) in
Display the [Pay-at-door Fee Per Member] in HK$
HK$
Event Fee (Associate) in Display the [Pay-at-door Fee Per Associate] in HK$
HK$
Event Fee (Guest) in
Display the [Pay-at-door Fee Per Guest] in HK$
HK$
Cancellation Deadline
[Cancellation Deadline] in wwwww dd-mmm-yyyy
format
Event Sign-up Deadline
[Event Sign-up Deadline] in "YYYY-MM-DD"
Show Who Else is
Enable display of the list of event attendees on the
Coming
Online Event Sign-up Form - "Yes" or "No"
Enable Facebook Like Yes if [Enable Facebook Like is enabled, No if
otherwise
[Event Contact Person Phone] of the Event Contact
Phone
Person
[Event Contact Person Email Address] of the Event
Email Address
Contact Person
Event Description
Remarks
[Event Remarks] of the Event
Attachment
File name of document attached to Event for download
Photo Name (1:5)
File name of up to 5 photos to be shown on Event
Details page and Event Broadcast Email
Send Event Broadcast
Whether to send email broadcast on Event when this
Email
Event is created - "Yes" or "No"
Personalized Greeting
Personalized greeting messages - "Yes" or "No"
Personalized Greeting
Format of the personalized greeting
Format
Message Introduction
The optional text to be inserted at the beginning of the
Event email message body
Who can attend
Membership Type
List the [Membership Type] who can attend the event
Class of
Display the Class targeted for the event, if any
Yale School
Display the [Yale School] or Any school targeted for
the event
Residential College
Display the [Residential College] or Any residential
college targeted for the event
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Yale Affiliation
Event Sign-up Statistics
No. of Members
attending
No. of Accompanying
Family Members
attending
No. of Associates (nonmembers) attending
No. of Guests attending
Total No. of Attendees
Display the [Yale Affiliated Program] or Any

program targeted for the event
No. of Members who have signed-up for the Event1
No. of family members accompanying each Member
(for Members whose [Dues Options] is Family and
Lifetime family)1
No. of Non-members who have signed-up for the
Event1
No. of guests accompanying Member or Non-member
to the Event1
Total no. of attendees for the Event, which should be
the sum of the above four numbers and equivalent to
[No. of Pending Payment] + [No. of Confirmed] for
both Pay-in-advance and Pay-at-door if [Fee Type]
is Amount 1
Event Sign-up Statistics

If [Fee Type] is Amount and [Pay-in-advance] is Yes, display the following:
Event Fee Pay in Advance
Pending Payment
Total no. of Members/Associates who have registered
for the event but not yet paid
Confirmed
for the event and have paid
Payment Overdue
This should display as 0 if the [Payment Deadline]
for the Event has not occurred. This should be the
same as [Pending Payment] of already past the
[Payment Deadline] date.
Cancelled
No. of cancelled registrations.
If [Fee Type] is Amount and [Pay-at-door] is Yes, display the following:
Event Fee Pay at door
Pending Payment
for the event with the Pay-at-door option but not yet
paid
Confirmed
for the event with Pay-at-door option and have paid
Cancelled
No. of cancelled registrations with the Pay-at-door
option
Underneath the Event Body are three buttons for the Event Administrator to perform
different actions:
Return to Search Events to display the Search Events Page
Modify Event to edit the event on the Modify Event Page
If Online Event Sign-up is enabled for that event, then the following additional
buttons will also appear:
1 Exclude those who have cancelled the registration and therefore not attending
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Generate Sign-up Link to generate event sign-up link on ad-hoc basis for a
Member or Non-member on the Generate Sign-up Link Page.
View Event Sign-up List to view the list of Members or Non-members who have
signed up for the event on the Event Sign-up List Page.
3.9.4Modify Event
The Administrator can change the Event information on the Modify Event Page.
The following information can be modified:
Edit Field
*Event Title
Event Summary
*Event Date
Field Type
Radio Buttons:
o Individual Dates
Text Box <yyyymm-dd>
Click +/- to add
more dates
Date Range:
From Text Box
<yyyy-mm-dd>
To Text Box
<yyyy-mm-dd>
Weekdays:
Multiple
Checkboxes (Sun
Sat)
Description
Title of the Event

Enter the [Event Date] of the Event,
which can be a single day, multiple
individual dates, or a range of date
period scheduled on all or specific
weekdays.
Event Time
Event Venue
*No. of guests
allowed per
member
*Event Quota (0
for unlimited)
Display Event
Enable Online
Sign-up
Fee Type

integer)
(Default is "1" if Guest
allowed and must be "0" if
no Guest allowed)
integer)
(Default is "0" for no Event
Quota limit)
Checkbox (Default is
checked)
Radio Buttons
Yes (default)
No
Radio buttons:
o Amount (default)

[Event Venue] of the Event, including
address
No. of Guests each Member/Associate
is allowed to bring.
Maximum number of attendees to the

Event (including Members, Associates
and Guests)
Check to display Event on website
Enable/disable online sign-up for
Event
Select the [Fee Type] is in Amount
or Description
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o Description
Following inputs are required if [Fee Type] is Amount
Event Fee Pay in Checkbox (default is
Check if Event supports payment in
Advance
Checked)
advance. Note that either Pay-inAdvance or Pay-at-door or both
Following inputs are required if [Event Fee Pay in Advance] is Checked
Êvent Fee
(Member) in
Member] in HK$
HK$
Type] is Amount
Êvent Fee
Associate] in HK$
HK$
Type] is Amount
Êvent Fee
(Guest) in
Guest] in HK$
HK$
Type] is Amount
^Payment
[Event Payment Deadline] for advance
Deadline
payment. If the Event Fee is not paid
past the deadline, the
Member/Associate is unregistered
from the Event.
^Reservation
Text Box (3 characters max [Reservation Valid Days] is the
Valid Days (0 must be positive integer)
number of days after making the event
for no limit to (Default is 0) enabled if
booking the reservation is held for reservation
The booking is released if not paid
valid days)
before the [Payment Deadline] or the
[Reservation Valid Days], whichever
is earlier.
Event Fee Pay at
Door
Checked)
Check if Event supports payment at

the door. Note that either Pay-inAdvance or Pay-at-door or both
Following inputs are required if [Event Fee Pay at Door] is Checked
Êvent Fee
(Member) in
Member] in HK$
HK$
Type] is Amount
Êvent Fee
Associate] in HK$
HK$
Type] is Amount
Êvent Fee
Enter the [Pay-at-door Fee Per Guest]
(Guest) in
in HK$
HK$
Type] is Amount
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^Cancellation
Deadline
[Cancellation Deadline] after the

cancellation deadline, the
Member/Associate can no longer opt
out of the Event and is liable to pay
for the registration
Following input is required if [Fee Type] is Description
Fee Description
Text Area (300 ) enabled
[Fee Description] of the Event Fee
if [Fee Type] is
Description
**Event Sign-up
Deadline
Show Who Else is
Coming
Enable Facebook
Like
Event Contact
Person
Event Contact
Person Phone
Event Contact
Person Email
Address

Text Box (YYYY-MM-DD) [Event Sign-up Deadline] is the last

day when online sign-up for Event is
event date)
available - required if online sign-up is
enabled
Check to enable display of the list of
"checked")
event attendees on the Online Event
Sign-up Form
Check to enable the display of the
checked)
Facebook icon for the Visitor to like
and share the event page on Facebook
Remarks
Event Description
Attachment
HTML Editor
Photo (1:5)
(Max file size per
image is 3Mb)
Send Event Email

Radio buttons:
Disable
Event Invitation (Only
to those who have not
[Event Contact Person Phone] of the

Event Contact Person, which is
optional
of the Event Contact Person, which is
optional.
If left <blank>, the [Event Sender
Email Address] set under System
Parameter should be used as the
for receiving event registration (but
not displayed on the Event email nor
Event web page.
[Event Remarks] of the Event, which
may be included in the Event
Invitation Email
Event for download
to be shown on Event Details page and
Event Broadcast Email
Select whether to send Event email
and if so, which type of Event email to
send
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signed up)
Event Payment
Reminder (only
selectable if [Event Fee
Type] = Amount with
[Pay in advance] option
are selected
Event Information for
Attendees (non-editable
The following attributes are applicable if [Send Event Email] is not Disable
*Personalized
Checkbox
Greeting
messages
*Personalized
Dropdown selection:
Greeting Format
greeting
Dear [Firstname]:
(default)
Dear [Firstname
Lastname]:
To: [Firstname
Lastname]
Message
Text Area
The optional text to be inserted at the
Introduction
beginning of the Event email message
body after the [Personalized Greeting]
*Send Test Email
to
Who can attend
Membership
Checkboxes:
Type(s) **
to invite to the event
Alumni Member
Class of
Yale School
Affiliate Member
Associate Alumni
Associate Affiliate
Current Student
Text Box (YYYY)
Member and Associate
Alumni [Membership
Type] above are checked)
Dropdown selection:
Any Yale School
(Default)
Member and Non-

graduation year (E.g. reunion).
Leave <blank> to match any.

Yale School
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Residential
College
Yale Affiliation
member Alumni
are checked)
Dropdown selection:

Residential College
Any Residential
College (Default)
data table
are checked)
Dropdown selection:
Event targets affiliate of one of the
Any Affiliated
Program(Default)
data table
(editable only if
[Membership Type]

** Required if Enable Online Sign-up is Yes. Also Event Sign-up Deadline must
be earlier or on the same date as the Event Date.
After editing the event information and body, and uploading the file attachment, the
Administrator may click Preview Event to preview the event on the Preview Event
page. At the same time, if the Send Event Broadcast Email flag is enabled, the test
email is also sent out to the test email address.
After previewing the event, the Administrator may go back to the Modify Event page
to make changes, or click the Save Event button to save the event.
If the Event Invitation is selected under Send Event Email], then an email
automatically goes out to all members/non-members notifying them about the
modified event.
NOTE: Any change to the Event will not affect those who have already signed up for
it. For example, if the Event Fee is adjusted, those who signed up earlier would still
pay the original fee before the change.
If the Event Payment Reminder is selected under Send Event Email], then an email
is sent to those which match the following conditions:
The Member / Associate has signed up for the Event;
The Event [Fee Type] is Amount and the [Pay-in-advance] option is enabled
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The Member / Associate has selected Pay in advance for the Event payment;
The Member / Associate [Sign-up Status] = Pending Payment
The content of the Event Payment Reminder email is as follows:

From: From: Yale Club of Hong Kong [Event Sender Email Address]
To:
Cc: [Event Contact Person Email Address]; [Event Sender Email Address] #if
available
Subject: Payment Reminder for Yale Club of Hong Kong Event - [Event Title]
Message Body:
Title]
This to remind you that we have not yet received your payment fee for the event:
Sign-up Status: [Event Sign-up Status]
Payment Option: Pay in advance
Invoice No.: [Event Invoice No.]
Please pay by: [Payment Deadline in wwwww, d-mmm-yyyy] {if [Reservation
Valid Days] > 0 then [Payment Deadline] = the earlier of [Event Payment
Deadline] and ([Event Sign-up Date] + [Reservation Valid Days]); else [Payment
Deadline] = [Event Payment Deadline]}
----------------------------------------------------------------------------Please click <a href = [Event Payment Link]>here </a> to pay online through
PayPal Services, including credit card if you do not have PayPal account
or make a deposit to:
HSBC Bank Account No.: 808-181309-292
Account name: Yale Club of Hong Kong
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Please email a copy of the deposit slip to [Administrator Email Address].
Sincerely,
If the Event Information for Attendees is selected under [Send Event Email], If the
Event Payment Reminder is selected under Send Event Email], then an email is
sent to those which match the following conditions:
The Member / Associate has signed up for the Event;
The Member / Associate [Sign-up Status] = Pending Payment or Confirmed
From: Yale Club of Hong Kong < [Event Sender Email Address]>
To:
Subject: Event Information for Yale Club of Hong Kong Event - [Event Title]
Message Body:
Sincerely,
3.9.5 Generate Sign-up Link

The Administrator can generate an event sign-up link for any active member or nonmember or the Generate Sign-up Link page. The Administrator may then send the
sign-up link to the Member or Prospect to sign-up for the event.
The top of the page shows the [Event Title] and the [Event Date].
To generate an event sign-up link, the Administrator first searches for the Member or
Non-member:
Input Field
Field Type
Description
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First Name+
Exact match for the Member or

Non-Member's First Name
Last Name+
Exact match for the Member or

Non-Member's Last Name
Email
Address+
Matches exactly the Member or

Non-members Yale related or
Correspondence Email Address
+ must enter all least one of the three fields

After entering the search criteria, the Administrator clicks "Generate Link" to search
for the Member or Non-Member to generate the sign-up link. The search results show
for each matched Member or Non-Member the following:
Output Field
Name
Membership Type
Yale Email Address
Correspondence Email
Address
Sign-up Link
Description
Name of person in [Last Name], [First Name] format
[Membership Type] of the Member or Non-Member

[Yale Email Address] of the Member or Non-Member
[Yale Email Address] of the Member or Non-Member
The online sign-up link which the Administrator can
copy and paste into email to the Member or NonMember
Then the Administrator may click "View Event" to go to the View Event Details page
or "Generate another Sign-up Link" to go to the Generate Sign-up Link page and
generate another sign-up link for this event.
3.9.6 View Event Sign-up List

The Administrator can list the persons who have signed-up to attend the Event with
the following information:
Output Field
Sign-up Date
Last Update Date
Name
Membership Type
Yale School/Affiliated
Program
Myself
Description
The date when the Member or Associate first registered to
attend the event in wwwww dd-mmm-yyyy format
The date when the Member or Associate last made change to
the event registration information in wwwww dd-mmmyyyy format should be the same as [Sign-up Date] if no
change has ever been made since the initial registration
Name of Member/Associate in [First Name] [Last
Name] format
[Membership Type] ([Dues Options]) of the
Member/Associate. Show [Dues Options] only for
Members.
For Alumni, show:

[Yale School 1] [Yale Graduation Year 1]
For Affiliate, show:
[Yale Affiliation]
Whether the Member/Associate signed up for himself
to attend the value is either 1 or 0
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Family Members
No. of Guests
Event Fee Due
Event Payment Option
Sign-up Status
View Details
[No. of Family Members] accompanying the Member

[No. of Guests] accompanying the Member/Nonmember
[Event Fee Due] to be paid by the registrant in HK$ display n/a if the [Fee Type] is Description
[Event Payment Option], which is either Pay-inadvance or Pay-at-door as selected by the registrant;
display n/a if [Fee Type] is Description
If [Fee Type] is Amount, [Event Sign-up Status] of
the registrant, which can be one of the following:
Pending Payment
Confirmed
Payment Overdue
Cancelled
If [Fee Type] is Description display the [Event Fee
Description]
Click to pop-up the Registration Details window to
view registration and payment details and enter cheque
payment.
Then the Administrator may click "View Event" to return to the View Event Details
page or Export to Excel to export the sign-up list to an Excel spreadsheet.
Registration Details
This pop-up window shows the registration and payment details and also allows the
Administrator to enter any cheque payment:
Edit Field
Field Type
Description
Event
Event Date
[Event Date] of the Event in YYYYDisplay only nonMM-DD format
editable
Name
Display only nonName of Member/Associate in "[First
editable
Name] [Last Name]" format
Membership Type
Display only non[Membership Type] ([Dues
editable
Options]) of the Member/Associate
Contact Email Address Display only non[Contact Email Address] entered on
editable
registration form
Contact No.
Display only non[Contact No.] entered on registration
editable
form
Yale School/Affiliated Display only nonFor Alumni, show:
Program
editable
[Yale School 1] [Yale Graduation
Year 1]
For Affiliate, show:
[Yale Affiliation]
Sign-up Date
The date when the Member or Associate

first registered to attend the event in
wwwww dd-mmm-yyyy format
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Last Update Date
The date when the Member or Associate

last made change to the event
registration information in wwwww
dd-mmm-yyyy format should be the
same as [Sign-up Date] if no change has
ever been made since the initial
registration
Event Payment Option
Sign-up Status

[Event Sign-up Status]
of the registrant, which
can be one of the
following:
Pending Payment
Confirmed
Payment
Overdue
Cancelled
[Event Payment Option], which is

either Pay-in-advance or Pay-atdoor as selected by the registrant;
display n/a if [Fee Type] is
Description
Sign-up Status of the Member/Nonmember for the event.
Family Members
No. of Guests

Guest List
Remarks
Show the following if the Event fee is > 0
Invoice No.
Event Fee Due
Note that if the [Event Payment

Option] is Pay-in-advance, the
[Sign-up Status] automatically
becomes Payment Overdue if the
registrant has not paid for the event
and [Event Payment Deadline] <
Today
List of Family Members
accompanying the Member, if the
Members [Dues Options] is
Family or Lifetime Family and
is bringing family members. List as:
[Last Name], [First name]
([Relationship])
[No. of Guests] accompanying the
Member/Non-member
List of guest names submitted by
registrant
[Sign-up Remarks] left by the
registrant on the sign-up form
[Invoice No.] of the event fee
Amount paid for the registrant with
breakdown:
Fee (Member)]
[Event Fee (Guest)]
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Payment Deadline
Payment Method
Payment Link
Payment Received
Date
Cheque
No./Transaction No.
Remarks

Radio buttons:
- PayPal
- Cheque
- Cash
If [Sign-up Status] is
Pending Payment,
allow the Administrator
to update the [Payment
Method]
If [Sign-up Status] is
Confirmed, :noneditable and the
[Payment Method] used
is selectedDisplay only
non-editable
Also the radio buttons
are non-selectable if the
[Sign-up Status] is
Payment Overdue
Text Box (YYYY-MMDD) editable only if

payment [Sign-up
Status] is pending
Pending Payment
[Payment Deadline] of the Event in

YYYY-MM-DD format
Manually update the [Payment

Method] if the [Sign-up Status] is
Pending Payment, has been
received and not yet recorded in the
System ((including Pay-at-door
payments).
If the Event Fee is paid already, this
shows the [Payment Method]
selected, which is either Cheque,
Online Credit Card or
Cash"[Payment Method] selected
by the Member/Non-member, which
is either Cheque, Online Credit
Card or Pending (if not yet paid)
If [Payment Method] is Pending,

PayPal, which the Administrator may
copy and send to the Member as
payment reminder.
Allow the Administrator to enter the
[Payment Received Date] if payment
is received by cheque or cash.

editable only if
payment is pending
For online payment, this shows the

[Payment Date] of the date the
Member successfully pays online.
For Cheque payment, this is the
cheque number to be entered or
already entered by the Administrator.
Text Area (200

characters)
For online payment, this is the

[Transaction No.] returned by
Payment Gateway upon successful
processing of the online payment
Allow the Administrator to add
remarks about the payment.
The Administrator may click Cancel to close the pop-up window.

If the [Sign-up Status] is Pending Payment, the Administrator may select the
[Payment Method], enter the [Payment Received Date] and [Cheque No./Transaction
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No.] of the payment received. Then click Submit to update the payment
information with the following confirmation:
You have successfully updated the payment details.
OK
also click Submit to submit the entered cheque payment details. Then the [Sign-up
Status] is changed to Confirmed.
Finally the Member/Associate who signed up and paid for the Event receives a
payment receipt, same as that for online payment (2.7.6)
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3.10 Photo Albums Management

The Photo Albums Management page allows the Administrator to upload and
maintain photos grouped as Photo Albums posted on the website.
There are two options under Photo Album Management:
List Photo Albums
Add New Photo Album
3.10.1
List Photo Album
To maintain existing Photo Albums, the Administrator first searches for the Photo
Albums to list:
Input Field
Field Type
Description
Publish Status
Checkboxes
Show the Photo Albums

with matching [Publish
Status]
Title
Display (default is
checked)
Hidden (default is
unchecked)

Default is <blank>
Year
Dropdown selection:
List all years in

YYYY format in
which Photo Albums are
available.
Enter part of the [Photo

Album Title] name to find
matching Photo Album
Select particular year to list
Photo Albums belonging to
that year according to its
[Photo Album Date]
(Default is the latest year)

Month
Dropdown selection:
List all months from 1 to

12
Any Month (Default)
Select particular month to

list Photo Albums belonging
to that month according to
its [Photo Album Date], or
Any Month to show all
The Administrator clicks Search to search for the matching Photo Album or
Cancel to return to the Main Page.
The search results list the Newsletters that match the search criteria:
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Output Field
Description
Title
[Photo Album Title] of the Photo Album
Date
[Photo Album Date] of the Photo Album
Publish Status
[Publish Status] of the Photo Album on the website, which

may be Display, or Hidden
20 search results are listed at a time. If more than 20 records are available, then
Next, Prev, [Page #] / [# of Pages] page navigation links are provided for
moving between pages.
The Administrator may click on the hyperlinked Title of any listed item to modify
its details on the Modify Photo Album page.
At the bottom of the Photo Albums Management page is the Main Page link that takes
the Administrator back to the Main Page.
4.10.2
Add New Photo Album
The Administrator invokes the Add New Photo Album function from the Photo
Albums Management page.
The Add New Photo Album function allows the Administrator to create a new Photo
Album by entering the following information on the form:
Input Field
Field Type
Description
Related Event*
Dropdown selection:
If the Photo Album is from a

past event which is displayed
on the website, then select the
Event to associate with the
Photo Album.
List the [Event

Titles] of all Events
whose [Event Date]
is <= Today and
[Display Event] =
Yes
Title*
[Photo Album Title] of the

Photo Album - default to the
[Event Title] of the selected
event
Date*
Text Box (YYYY-MM-DD)

Default to today
[Photo Album Date] of the

Photo Album - default to the
[Event Date] of the selected
event
Dropdown selection:
Select the [Publish Status] of
Publish Status*
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Display
Hidden
the Photo Album

to create the new Photo Album, or the Cancel button to cancel the action and return
to the Photo Albums Management page.
If the Administrator clicks Save, then the System first checks if the [Photo Album
Title] entered by the Administrator already exists. If it does, then the following
message is displayed:
The Photo Album Title [Photo Album Title] you entered has already been assigned.
Please assign a different title.
Return to Add New Photo Album Page
The Administrator must then return to the Add New Photo Album page to enter a
different [Photo Album Name].
If the System does not detect any duplicate [Photo Album Name], then it proceeds to
create the new Photo Album and displays the following message to the Administrator:
The Photo Album [Photo Album Title] has been successfully created.
Add New Photos to Photo Album

Return to Photo Albums Management Page
The Administrator may click Add New Photos to Photo Album to upload photo files
to the newly created Photo Album by invoking the Add New Photos function, or click
Return to Photo Albums Management Page to go back to the Photo Albums
Management page.
4.10.3
Modify Photo Album
The Administrator invokes the Modify Photo Album function from the Photo Albums
Management page.
The Modify Photo Album allows the Administrator to add new photos to the Photo
Album and modify existing photos on the Photo Album by clicking one of the
following links:
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Add New Photos to Photo Album invokes the Add New Photos function
Modify Photos in Photo Album invokes the Modify Photos function
The Modify Photo Album function also enables the Administrator to make changes to
the selected Photo Album by changing any of its field values. After making such
changes, the Administrator may click Save button to save the Photo Album, or the
Cancel button to cancel the action and return to the Photo Albums Management
page.
If the Administrator clicks Save, then the System first checks if the new [Photo
Album Title] entered by the Administrator already exists. If it does, then the
The Photo Album Title [Photo Album Title] you entered has already been assigned.
Please assign a different title.
Return to Modify Photo Album Page
The Administrator must then return to the Modify Photo Album page to enter a
different [Photo Album Title].
If the System does not detect any duplicate [Photo Album Title], then it proceeds to
modify the Ministry and displays the following message to the Administrator:
The Photo Album [Photo Album Title] has been successfully modified.
Instead of making changes, the Administrator may also click the Delete on the
Modify Photo Album page to try to delete the Photo Album.
The System first prompts the Administrator to confirm the deletion before proceeding.
If the Administrator clicks Yes, the System proceeds to delete the Photo Album plus
all its underlying photo files. After the purging, it shows the following confirmation:
The Photo Album [Photo Album Title] has been successfully deleted.
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4.10.4
Add New Photos
The Administrator invokes the Add New Photos function after creating a new Photo
Album under Add New Photo Album or from the Modify Photo Album page.
At the top of the Add New Photos page is the [Photo Album Title] of the Photo Album
to which the new photos are to be added.
The Add New Photo Album function allows the Administrator to first upload up to 10
photo image files at a time, and then assign the [Photo Caption] and adjust the
orientation of each photo. More photo image files can be uploaded before finally
saving all the photos in the Photo Album.
To upload new photos the Administrator enters the photo file paths on a form with up
to 10 entries:
Input Field
Field Type
Description
Upload Method
Radio Selection:
Show the radio button for

Administrator to select the
upload image method
Photo Image File

1:10*
Photo Image upload

(default)
ZIP file upload
Show the file path textbox

with then Browse button to
browse the local path to locate
the image file to be uploaded.
The file located must be a

image file
Zip File Compress
Including JPG Image
Show the file path textbox

with then Browse button to
browse the local path to locate
the ZIP file to be uploaded.
The file located must be a ZIP

file
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After specifying the photo image files to be uploaded, the Administrator clicks the
Upload to commence the uploading. The uploading process, the System performs
the following:
Upload and save the original image file to a directory belonging to the Photo
Album. The uploaded file is renamed to ensure it is unique.
Create a thumbnail size image of the original image file
Create a viewing sizing image of the original image file
Create a record of the photo which also saves the image file date and time for
sorting purpose under [Photo Date]
After uploading the picture files, the thumbnail size images of each uploaded photo
are displayed (up to 10). The Administrator may enter the following information
under each uploaded photo:
Input Field
Field Type
Description
Caption
Title or short description of

the picture
Rotate 90
90
Action Button
Rotate the image 90 degrees

clockwise
Rotate 180
180
Include in Home
Page Slideshow
Action Button
Flip the image 180 degrees
"unchecked")
Check to include photo on the

Home Page's Slideshow
Show First
Checkbox
Check to show this photo first

in the Photo Album. Multiple
pictures can have [Photo
Show First] enabled within the
same Photo Album. In that
case they are sorted by order
of their image file date.
Default is unchecked
Use as cover
Checkbox
Check to use this photo as the

Album Cover whenever the
Photo Album is listed. As
only one photo can be picked
as the cover photo, if another
photo has been selected
before, it should be
automatically unselected when
replaced.
Display Status
Dropdown selection:
Sets whether the photo is
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*
Remove
Display (default)
Hidden
displayed or hidden on the

Photo Album
Action Button
Remove this uploaded photo

After entering the mandatory information, the Administrator clicks the Save Photos
to Photo Album button to save the uploaded photos and their related information to
the Photo Album, or the Cancel button to cancel the action and return to the Photo
Albums Management page. Note that if the Administrator clicks Cancel, then all
the photo files there have just been uploaded should be removed.
If the Administrator clicks Save, then the System proceeds to save the photos and
displays the following message to the Administrator:
The uploaded photos have been successfully saved to the Photo Album [Photo Album
Title]
Return to Modify Photos Albums Management Page

3.10.5
Modify Photos
The Administrator invokes the Modify Photos function from the Modify Photo Album
page.
The Modify Photos function enables the Administrator to make changes to photos
within the selected Photo Album by changing any of its field values or deleting the
pictures:
Edit Field
Field Type
Description
Caption
Title or short description of

the picture
Rotate 90
90
Action Button
Rotate the image 90 degrees

clockwise
Rotate 180
180
Show First
Action Button
Flip the image 180 degrees
Checkbox
Check to show this photo first

in the Photo Album. Multiple
pictures can have [Photo
Show First] enabled within the
same Photo Album. In that
Default is unchecked
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case they are sorted by order
of their image file date.
Include in Home
Page Slideshow
Use as cover
Display Status
Remove
"unchecked")
Checkbox
Check to use this photo as the

Album Cover whenever the
Photo Album is listed. As
only one photo can be picked
as the cover photo, if another
photo has been selected
before, it should be
automatically unselected when
replaced.
Dropdown selection:
Display
Hidden
Check to include photo on the

Home Page's Slideshow
Checkbox
Sets whether the photo is

displayed or hidden on the
Photo Album
Mark this photo to be
removed from the Photo
Album upon saving

The thumbnails of up to 10 photos within the Photo Album are displayed at a time in
the same order as they would appear on the Parish Subsite (i.e. [Photo Show First],
followed by [Photo Date]. If there are more than 10 photos in the Photo Album, use
the Next, Prev page navigation links to navigate among sets of 10 photo
thumbnails.
After modifying the photos, the Administrator clicks the Save Changes to Photo
Album button to save the changes to the Photo Album, or the Cancel button to
cancel the action and return to the Photo Albums Management page. Note that if the
Administrator clicks Cancel, then all the changes that have just been made should
not take effect.
If the Administrator clicks Save, then the System proceeds to save the changes and
displays the following message to the Administrator:
The updates to the photos have been successfully saved to the Photo Album [Photo
Album Title]
Return to Modify Photos Albums Management Page

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3.11 Meta Data Maintenance

The authorized Administrator may invoke the Meta Data Maintenance function by
selecting it from the System Administration submenu of the main navigation menu.
At the top of the Meta Data Maintenance page is the Add New Meta Data action
button that invokes the Add New Meta Data page.
To maintain Meta Data the Administrator first searches for the Meta Data to list:
Input Field
Field Type
Description
Meta Data Type
Dropdown selection:
Search those Meta Data with a

particular Meta Data Type, or
select All to match any Meta
Data Type
Meta Data Name
Yale School
Residential College
Affiliate Program
Interest
Default is <blank> to match all
[Meta Data Name] of the Meta

Data to search for. Wildcard
search is supported.
The search results list the Meta Data that matches the search criteria:
Output Field
Description
Meta Data Type
[Meta Data Type] of the Meta Data
Meta Data Name
[Meta Data Name] of the Meta Data
Action Buttons
View invoke the View Meta Data function for this Meta
Data
Edit invoke the Modify Meta Data function for this Meta
Data
Delete invoke the View Meta Data function for this Meta
Data
The Body of the Meta Data Maintenance page lists 25 Records at a time. If more than
25 Records match the search criteria, then Next, Prev, Last, First , [Page #] /
[# of Pages] page navigation links are provided for moving between pages.
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At the bottom of the Meta Data Maintenance page is the Main Page link that takes the
Administrator back to the Main Page.
3.11.1Add New Meta Data

The Administrator invokes the Add New Meta Data function from the Meta Data
Maintenance page.
The Add New Meta Data function allows the Administrator to create a new Meta
Data by entering the following information on the form:
Input Field
Field Type
Description
Meta Data Type*
Dropdown selection:
Meta Data Type which the Meta

Data belongs to
Meta Data Name*
Yale School
Residential College
Affiliate Program
Interest

Data
Meta Data Description Text Area (255 characters)
[Meta Data Description] of the

Meta Data
Meta Data Attribute 1
[Meta Data Attribute 1] of the

Meta Data

Meta Data

Meta Data
After entering the mandatory information, the Administrator clicks the Submit
button to submit the new Meta Data for approval to be added, or the Cancel button
to cancel the action and return to the Meta Data Maintenance page to display the
previous search results.
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If the Administrator clicks Submit, then the System first checks if the [Meta Data
Name] entered by the Administrator already exists for the same [Meta Data Type]. If
it does, then the following message is displayed:
The Meta Data [Meta Data Name] you entered has already been assigned to the Meta
Data Type [Meta Data Type]. Please assign a different code/name.
Return to Add New Meta Data Page
The Administrator must then return to the Add New Meta Data page to enter a
different [Meta Data Name].
If the System does not detect any duplicate [Meta Data Name], then it proceeds to
submit the new Meta Data for approval:
The System displays the following message to the Administrator:

The Meta Data [Meta Data Name] under the Meta Data Type [Meta Data Type]
has been successfully created.
Return to Meta Data Maintenance Page
3.11.2Modify Meta Data

The Administrator invokes the Modify Meta Data function from the Meta Data
Maintenance page.
The Modify Meta Data page enables the Administrator to make changes to the
selected Meta Data by changing the following values:
Edit Field
Field Type
Description
Meta Data Type*
Text display non-editable
Meta Data Type which the Meta

Data belongs to, which cannot
be modified
Meta Data Name*

Data
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Meta Data Description Text Area (255 characters)
[Meta Data Description] of the

Meta Data

Meta Data

Meta Data

Meta Data
After modifying information, the Administrator clicks the Submit button to submit
the changes to the Meta Data for approval, or the Cancel button to cancel the action
and return to the Meta Data Maintenance page to display the previous search results.
If the Administrator clicks Submit and the Administrator has changed the [Meta
Data Name], then the System first checks if the [Meta Data Name] entered by the
Administrator already exists for the same [Meta Data Type]. If it does, then the
The Meta Data [Meta Data Name] you entered has already been assigned to the Meta
Data Type [Meta Data Type]. Please assign a different code/name.
Return to Modify Meta Data Page
The Administrator must then return to the Modify Meta Data page to enter a
different [Meta Data Name].
If the System does not detect any duplicate [Meta Data Name], then it proceeds to
modify the Meta Data:
The Meta Data [Meta Data Name] under the Meta Data Type [Meta Data Type]
has been successfully modified.
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3.11.3Delete Meta Data

The Administrator may also click the Delete button on the Meta Data Maintenance
page to try to delete the Meta Data.
The System first checks if any existing membership record involve this Meta Data. If
so, the deletion cannot proceed:
The Meta Data [Meta Data Name] and the Meta Data Type [Meta Data Type] cannot
be deleted since it is used by at least one member.
Otherwise, the System first prompts the Administrator to confirm the deletion before
proceeding.
If the Administrator clicks Yes, the System proceeds to delete the record:
The Meta Data [Meta Data Code] under the Meta Data Type [Meta Data Type] has
been successfully deleted
3.11.4View Meta Data

The Administrator invokes the View Meta Data function from the Meta Data
Maintenance page.
The View Meta Data page enables the Administrator to view the details of the Meta
Data:
Output Field
Description
Meta Data Type
[Meta Data Type] of the Meta Datas Meta Data Type
Meta Data Name
[Meta Data Name] of the Meta Data
Meta Data
[Meta Data Description] of the Meta Data
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Description
[Meta Data Attribute 1] of the Meta Data
The Administrator may click Cancel to return to the Meta Data Maintenance page
and display the previous search results.
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3.12 Membership Fees Maintenance

The authorized Administrator may invoke the Membership Fees Maintenance
function by selecting it from the System Administration submenu.
To maintain Membership Fees the Administrator may edit the following:

Edit Field
Field Type
Description
Standard Fee
Amount
Text Box (numeric only)
[Membership fee for

Standard] per year
Standard Fee
Description
Description about the

Standard Membership Fee
Family Fee Amount
[Membership fee for Family]

per year
Family Fee
Description
Description about the Family

Membership Fee
Lifetime Fee
Amount
[Membership fee for Lifetime]

- one time
Lifetime Fee
Description
Description about the Lifetime

Membership Fee
Lifetime Family Fee

Amount
[Membership fee for Lifetime

Family] - one time
Lifetime Family Fee

Description
Description about the Lifetime

Family Membership Fee
Recent Graduate Fee

Amount
[Membership fee for Recent

Graduate] - one time
Recent Graduate Fee

Description
Description about the Recent

Graduate Membership Fee
At the bottom of the form are three buttons which the System Administrator can click:
Cancel Cancel the operation and return to the Main Page.
Reset Reset all the fields to their original values
Save Save the changes permanently.
If the System Administrator clicks on Save, the System displays the confirmation of
change:
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The Membership Fees have been updated.
Clicking Return to the Main Page directs the System Administrator back to the Main
Page.
3.13 System Parameters Maintenance

The authorized Administrator may invoke the System Parameters Maintenance
function by selecting it from the System Administration submenu.
To maintain System Parameters the Administrator may edit the following:

Edit Field
Field Type
Description
Membership Email
Address
The senders email address

used for any outgoing email
messages related to
membership
Email Broadcast
Sender Email
Address
The default senders email

address used in email
broadcast
Event Sender Email

Address
The senders email address

used for any outgoing email
messages related to events
At the bottom of the form are three buttons which the System Administrator can click:
Cancel Cancel the operation and return to the Main Page.
Reset Reset all the fields to their original values
Save Save the changes permanently.
If the System Administrator clicks on Save, the System displays the confirmation of
change:
The System Parameters have been updated.

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Clicking Return to the Main Page directs the System Administrator back to the Main
Page.
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System Functional Specifications for Yale Club of Hong Kong