FAQ: Technology

So what’s this member portal I’m hearing about?
When the club was managed by CCP, they handled memberships directly. After CCP took down the White Wolf store that sold memberships in the club, we had to create a new membership portal that allows joining and renewing membership in MES, and in our first phase it connects with our legacy systems.

This isn’t it? You mean there’s more coming?

Yes! Besides providing a connection to our legacy systems (the CRD, approvals database, Standards), we plan on adding entirely new functionality, and replacing those old systems. Of course, that will take time.

What do I do first?

The first step is to create an account. Then you can either claim an existing membership number (if you have one), sign up for a free trial, or buy a new membership right away.

What do I do if I don’t get the verification email as I try to set up an account?

First, check your spam filters. If it’s not there, send an email to the Help Desk briefly explaining what happened. Don’t forget to include your name and membership number!

How do I renew?

After you claim your membership number, there are links to renew under the “My Membership” menu, or by clicking on “View Account” in the upper right corner.

What do I do if I no longer have access to the email account that would claim my membership number?

Fill out the Help Desk Contact Us form briefly explaining the situation and give us both your current and original emails. Please include your name, membership number, and (for security) your date of birth. And please CC your direct coordinator so they can confirm your info.

How do I verify that someone else isn’t expired?

You can find Membership Lookup in the Tools menu, and from there search our members database for the member in question.

How do I claim my old NPO Membership number (ex: 9999-001)?

Old NPO Membership numbers can’t be claimed in the membership portal. Instead, sign up for a new membership, which will give you a new member number.

I can’t claim my membership number and it starts with something other than US?

That is a membership number for another member club; if you are unable to claim your membership number, you will need to contact your National Coordinator (or equivalent) for help.

I can’t claim my membership number and it starts with US?

Some of the original memberships from early in the CCP club have to be manually taken care of by the helpdesk. Please briefly explain what has happened. Please include your name, membership number, and (for security) your date of birth. And please CC your direct coordinator so they can confirm your info. Thanks!

What do I do if I don’t get the email to claim my membership number?

First, check your spam filters. If it’s not there, fill out the Help Desk Contact Us form briefly explaining what happened. Please include your name, membership number, and (for security) your date of birth. And please CC your direct coordinator so they can confirm your info.

Do you accept forms of payment other than PayPal?

We use PayPal to process our payments, but you do not need a PayPal account to renew. After clicking the “Check out with PayPal” button, you can click on “Don’t have a PayPal account?” on the next screen in order to pay with a credit card without signing into PayPal. This works if you don’t have a PayPal account, or even if you have one and would prefer not to use it. If you can’t do either PayPal or pay by credit card, please fill out the contact us form under About Us and we’ll get you instructions to pay via check or money order.

Are non-US members able to use this system?

Currently the ability to renew on portal is available for MES members only. The features are still open for anyone who has an account on the system.For you to be able to claim your membership number (i.e. not a MES membership number), your NC will need to send periodic updates with their member club’s membership info. If you are not a MES member and are unable to claim your membership number in the Portal, please contact your NC for assistance.

I have an email about renewing dated September 12th 2012 but my account isn’t renewed?

If you received an email on September 12th, 2012 about being renewed for one year through PayPal, but your PayPal account did not get deducted any money and your membership was not renewed either, then you were probably emailed an erroneous receipt.There was a glitch in the renewal system on September 12th, 2012 that sent out a erroneous renewal notices to a certain portion of all of our membership, without the member requesting the renewal to be paid. No money was actually removed from people’s PayPal accounts, nor were any memberships actually renewed. An announcement regarding the erroneous notices was broadcast on the announcement email lists on that same day and posted to the website as well.If you do have a PayPal receipt dated on September 12th, 2012 for an actual renewal that isn’t showing correctly, please contact the help desk with that receipt for help resolving that issue.


 

Approvals Database

So the CRD and approvals database stay as they are for now?
For now the CRD and approvals database are accessible by logging into the portal section of the website. Much of the information on the CRD is outdated, but in the future many of its features will be integrated into the Portal. Please keep in mind that if a piece of information is available in the portal, then that piece of information in the legacy CRD should not be considered up to date.While time may be devoted to removing the display of those fields in the CRD, more likely we’ll be spending that time instead on the replacement system.

All my old approvals disappeared when I linked my account

In the old setup for the approvals database, all approvals were tied to the username that you used to log in. Now that we use the unified login system instead of a different username for each system, approvals are tied to your MES membership number. As a result, if your MES membership number was missing or incorrect in your old profile, the system will no longer recognize those approvals as yours.To fix this, just report a bug in our bug tracker including your name, membership number, email, and the username you used during the old setup. If you don’t remember your username, then include one or more of the approval numbers that were associated with your characters so we can find your old username. We will then manually adjust everything to associate those approvals with your membership number.

The filter criteria I used crashed the system. How can I reset it when I can’t load the page?

This is a very specific issue, but one that crops up from time to time. If you are a storyteller, then you can select from a number of filtering criteria when you view applications. Certain combinations of criteria, when combined with the apps in your scope (so this happens more for regional and higher STs), will sometimes crash the system. As a result, you can’t load the page, and thus can’t see the link to reset your filter criteria.You can still reset the filter criteria by goingAnd, of course, try not to use the same filter criteria again.

It should go without saying that we’re looking into ways to correct the algorithms so it doesn’t crash in the first place, but this is unlikely to happen until we replace the database entirely. With that mind, please keep this URL handy, and try to be as patient as possible.


How do I change my chapter/domain in the approvals database?

If the approvals database shows the wrong ST chain for you, or you have transferred and need to update that location, you can change your location with these steps:Log into the approvals database and click on the “Profile” option in the left menu, right at the top.
On the right half of the screen, locate the drop-down menu under “Member Of:”
Select the proper org unit, and click the “Submit Values” button.


 

The CRD

 

 The CRD doesn’t show my new DC/DST/ARC/etc.
As with any database, the data in the CRD is only as good as the people who updated it. As such, we sometimes rely on members to notice when data is out of date and remind the appropriate folks to update that data.If you notice that an officer has changed but the CRD does not yet reflect that change, please bring it to the attention of that officer’s supervisor so they can update the data. For example, if your domain just elected a new DST, but the CRD still shows the old DST, please ask your RST (as the DST’s supervisor) to update the data.If the appropriate officer can’t or won’t update the data for any reason, you can also log the issue in our bug tracker, though our first response there is to ask the appropriate officer to update the data, so be sure to note what happened if you already did that.


The CRD doesn’t show changes in my profile.

Not all items in the legacy CRD are going to be updated. If this is an item within the CRD that is currently being maintained, first try updating something on your profile and this should fix the issue. If it does not, log the issue in the bug tracker.

How do I specify an email address for my office?

The CRD is able to track any number of email addresses for each member, and adding alternate email addresses can make it easier to subscribe to MES mailing lists and such. To add another email address to your account, follow these steps:

    • Log into the CRD.
    • Go to your own details page, usually by clicking on your name and membership number in the upper left page.
    • Find your list of email addresses in the right-hand column and check to see if the new address is already there.
    • Click the ‘Add’ link just below and to the right of the list of email addresses.
    • Enter your email address and click the ‘Add Email Address’ button.

Why do I not show up in the CRD?

There are two main reasons that someone will not show up in the CRD:First, update your information in the portal, as it may not have been pushed all the way through and that should take care of it.If the issue persists, then something else isn’t setup right, and we’ll need to make some adjustments on the back end. Please open a ticket in the bug tracker with your name, membership number, the email you’re using to log in, and if you have one, your order number. We’ll take it from there.


Why won’t the Lists section work?

On March 20, 2011, the “cammail” system that had been hosting our email lists since 2005 or so crashed. The CRD Lists module is hard-coded to work with that specific system, so while we have a replacement system in place hosting our lists now, the CRD has not been updated to work with the new system instead.This functionality will be re-implemented in one of the pieces of the member portal that will replace the CRD. Until then, you can subscribe to the lists manually: http://listsmx.midnightdance.org/mailman/listinfo

How do I change my chapter/domain in the CRD?

Among other things, the CRD tracks what chapter/domain/etc a member belongs to. Of course, from time to time, this can change, or maybe someone simply set you to the wrong location by mistake.Regardless, this is easy to fix. If you are not yet assigned to an org unit, then just log into the CRD and it will ask you what org unit you should be assigned to. This is typical for brand new members.If you are already assigned to an org unit, then any coordinator in the chain for that org unit (CC, DC, RC, NC, or club director) can move you to the correct location. Just contact them (or maybe their admin assistant, if any) and ask.

If you have asked the coordinator chain and aren’t getting a response, then the tech team can help out, but please try the coordinator chain first. Then file the issue in the bug tracker, including your name, membership number, what the CRD says now, what it should say, and a sentence about the situation (recent transfer, etc). Also note which coordinators you have already asked, and when (include emails if you can) so that we can help streamline things.

If you’re a coordinator and need to know how to move someone, just ask your supervisor, as they can probably help. If nobody can for some reason, then file that in the bug tracker as well and we’ll get you some instructions.


How do I create and hire assistant positions in the CRD?

If you are an officer (and set up as such in the CRD), you can work with assistant offices like this:

  • First, view your profile, usually by clicking Profile in the left menu, or on your name and membership number in the upper-left corner.
  • In the upper right-hand corner, under the Position section, click the hyperlink for the position that you hold.

On the list, under the position at that top, find the Assistants section. This is where you can perform several tasks.

To add a new assistant position:

  • Click the Add New button to the right.
  • Enter the title of the Assistant position.
  • Under the Rights section, click on the rights that you want the position to have in the CRD.
  • Click the Add Position button (the page will update and you will see the position added).

To hire someone into the position you just created, or any other vacant position:

  • On the far right, click on the Hire hyperlink for the newly added position. The member search page will be displayed.
  • Enter the information for the member that you would like to hire for the position. The member information will be shown.
  • On the far right, click on the Hire hyperlink.

The page will update and the member is added to the staff list.


 

Mailing List Information for Moderators

Why do messages get rejected for content filtering?
Content filtering defines which message formats are acceptable – messages that don’t match an acceptable format are rejected. If you have messages that are being rejected, the first step is to make sure your list’s content filtering setting is up to date.

  • Log into your list’s admin console.
  • Select the “Content filtering” menu.
  • Locate the setting labeled “Remove message attachments that have a matching content type” and enter:
    text/javascript
  • Locate the setting labeled “Remove message attachments that don’t have a matching content type” and enter:
    text
    multipart
    message/rfc822
    application/pdf

If you still get issues with content filtering, then ask for more information on the listmod staff list.


How do I log into my list’s admin panel?

To log into your list’s administration panel, go to this URL, replacing “listname” with the name of your particular list:http://listmx.mindseyesociety.org/mailman/admin/listnameThis will ask you for the admin password, which you should have on file. If you have lost your admin password, contact the admin at cam.global.tech@gmail.com to have your password reset.


As an admin, how do I add/remove members?

To log into your list’s administration panel, go to this URL, replacing “listname” with the name of your particular list:http://listmx.mindseyesociety.org/mailman/admin/listnameThis will ask you for the admin password, which you should have on file. If you have lost your admin password, contact the admin at cam.global.tech@gmail.com to have your password reset.


As an admin, how do I add or change the admin of my list?

  • First, log into your list’s administration panel, then go to “Membership Management.” This brings you to a page with a list of subscribers.
  • Every subscriber will have an “unsub” checkbox at the left. If you want to unsubscribe a few people, you can check the boxes and click on “Submit Your Changes.”

If you have a list of email addresses that you want to add or remove, you can go to either “Mass Subscription” or “Mass Removal,” which are options under “Membership Management.”

For “Mass Subscription” enter the email addresses in the text box provided, one per line.
For the “Mass Removal” page, just enter the email addresses you want to remove, one per line, or provide a text file. The file should contains email addresses only, one per line, with no names.


How do I quickly shut down the list?

If you need to shut down the list quickly, such as to respond to major abuse, you can enable emergency moderation. Log into your list’s admin panel, and under “General Options,” scroll down to the section titled “Additional settings.” The first option under this section is “Emergency moderation of all list traffic”. Set this to “Yes” and submit your changes to start emergency moderation.

Who’s the AGSL: Archivist? Why are they asking to be on the list I moderate?

The AGSL Archivist serves as the GSL’s representative for collecting information about all aspects of the global sanctioned chronicle. The AGSL Archivist compiles an archive of all activities within the global sanctioned chronicle, for uses directed by the GSL. Thus, the Archivist may request access to any IC or storytelling, or OOC dealing with IC matters, e-mail list, electronic forum, or any other media that contain records of such. The GSL asks list owners and other holders of information to help the Archivist compile the record of our chronicle.The current AGSL Archivist, Brian Gates, uses the following email addresses as part of his job:

  • agsl.archivist at gsl-office.org
  • archives at gsl-office.org
  • archives.digest at gsl-office.org
  • amst.archivist at gmail.com (legacy)
  • amst.archivist.digest at gmail.com(legacy)
  • amst.archivist.2 at gmail.com (legacy)
  • amst.archivist.2.digest at gmail.com (legacy)
  • amst.archivist.3 at gmail dot com (legacy)
  • amst.archivist.3.digest at gmail.com (legacy

For new subscriptions, please use both:

  • archives at gsl-office.org
  • archives.digest at gsl-office.org

Rules and Policies For Mailing List Users

Do I have to sign my real name to every post?
Yes, you must sign your real name along with your MES membership number. The name you use should match whatever shows in the CRD, though you’re welcome to use your first name and last initial, just your last name, a relatively unique nickname, or anything else that shows up in the CRD, and is at least moderately
unique.

 


My domain or chapter doesn’t have a mailing list. How do we get one?

If your domain or chapter doesn’t currently have a mailing list on the MES server, but would like one, have your DC or CC open a ticket in the bug tracker with the following information:

  • Domain/Chapter name and code (such as WA-001-D)
  • Region
  • Proposed list name (such as us-nw-d-city-name)
  • Initial list moderator (name, membership number and email address)
  • Supervising coordinator and contact information

How do I change my email address?

First, log into Mailman for any list that you’re subscribed with the email address you want to change. Once you reach the setting screen, the top option allows you to change your email address for that list. If you check the box underneath the “Change my address and name” button, it will make the change globally for all lists using the same email address.

How do I log into Mailman?

To log into Mailman, start at the info page for a list that you’re subscribed to. If you want to change the settings for a single list, make sure it’s that list’s info page. If you want to make one of the available global changes, then pick one – it doesn’t matter which. You can find the info page for a list at: http://listmx.mindseyesociety.org/mailman/listinfo/listname
(Just replace “listname” with the name of your list.)Once at the info page, scroll all the way to the bottom and enter your email address into the very last text entry box and click the “Unsubscribe or edit options” button right next to it. On the next page, enter your password, and click the button to log in. You can now use the next screen to edit a number of different settings.

How can I see what lists I’m subscribed to?

To see what MES lists you are subscribed to with a particular email address, first identify one list that the email is subscribed to. Then you can log into that list and see all other lists with these steps:

  • Go to this URL, where you replace “listname” with the name of the list you are trying to log into: http://listsmx.mindseyesociety.org/mailman/listinfo/listname
  • Scroll all the way to the bottom of the page, enter your email address into the last input box and click the “Unsubscribe or edit options” button.
  • Enter your password and click the “Log in” button.
  • About halfway down on the right hand side, click the button labeled “List my other subscriptions”.

How do I unsubscribe from a mailing list?

To unsubscribe from a MES mailing list through the web site, follow these steps:

  • Go to the list’s information page at this URL, replacing “listinfo” with the name of the list: http://listmx.mindseyesociety.org/mailman/listinfo/listname
  • Scroll all the way to the bottom of the page, enter your email address into the last input box and click the “Unsubscribe or edit options” button.
  • Click the “Unsubscribe” button.
  • Check your inbox for the confirmation email that was sent to you, and click on the link in that email.

You can also unsubscribe by sending an email to listname-unsubscribe@lists.mindseyesociety.org, where “listname” is the name of the list you want to unsubscribe from. This email must be sent from the email that you want to unsubscribe from the list, and you will again want to click on the link inside of the confirmation email sent to you.

If you find that neither of these options works for you, you can contact the listmod directly for help. For any list, you can reach the listmod by sending email to listname-owner@listmx.mindseyesociety.org, where “listname” is the name of the list you’re working with.


How do I contact a listmod?

The easiest way is to email them using the Mailman email forwarding system. Just take the email address of the list, add “-owner” to the end of the username part (before the @ symbol), and send email. Mailman will then forward it to the listmod(s).For example, to send an email to the listmod for the The Camarilla-general list, you can send email to The Camarilla-general-owner@lists.mindseyesociety.org and it will get to the current listmod, whoever that may be.

How do I subscribe to a mailing list?

You can subscribe to a MES mailing list through the Mailman interface: http://listmx.mindseyesociety.org/mailman/listinfo/The Lists section of the CRD does not currently work, and cannot be used to subscribe to mailing lists at this time.

How do I retrieve my Mailman password?

If you need to log into Mailman, such as to view list archives or change your preferences, but your password is not working, you can ask Mailman to send your password to you via email using these steps:

Scroll all the way to the bottom of the page, enter your email address into the last input box and click the “Unsubscribe or edit options” button.

  • Scroll down again and click the “Remind” button.
  • Check your email for your password. Use it to log in.

If you have tried these instructions and are still unable to log in, open a ticket in the bug tracker including the list you are trying to log into, the email address subscribed to the list, and exactly what happens when you tried to retrieve your password and log in again.


I have a cool idea for a new mailing list. How do I have it made?

The first step is to figure out whether this would be a regional, national, or global list, and whether it’s a coordinator or storyteller type list. That should be a pretty straightforward thought process, but if you need help, just ask up the coordinator or storyteller officer chains for help.The next step is to talk to the appropriate coordinator or storyteller and see if they like the list. Since it will create work for their office to have someone keep an eye on the list, we want to make sure they’re on board.Once you have the appropriate regional, national, or global officer saying it’s a good idea, THEN you should open a ticket in the bug tracker with all the details. Make sure you include the proposed list name (which may be changed to fit into the overall naming schema), who the approving/supervising officer is, and who the initial listmod will be.