UPDS Member Manual
The UFOP Personnel Database System was created to allow better organization of the group, by allowing members and staff to keep track of essential information. The system was designed by a company in India called bizminds, at a very low price for our group. Our organization owes bizminds much praise for the tireless work on the system they did during the development stages, and their willingness to do the job for such a small fee. We'd also like to thank former captain Jasen Rendary, for his pro-bono work on the UPDS. He has spent countless hours volunteering his coding abilities to hone the system and add some great new functions.
Overview of the System
Most of the database is fairly straight-forward. The menus are designed to allow quick loading, and fast understanding. No special software is required to use the system apart from your web browser. You must be using at least a version 4.0+ browser. If you’re unsure of what version of browser you are using, just click on the HELP menu, and then the ABOUT option. 99% of browsers in use today are version 4.0+, and most likely you would not be able to browse most of the internet today if you were not using one.
There are three user levels to the system. Anyone under the rank of captain is automatically assigned a “Member” account, and so this is the only one you need to be concerned with now. If you eventually are promoted to the rank of captain, we will upgrade your account to an Administrator account, and you will receive literature on how to utilize the tools that come with that account.
The system tracks both "Users" and "Characters". Each member of UFOP is issued a "User" name. This allows the member to log in and browse the system, etc. Users can then create "Characters" on their user accounts. Character profiles are then added to ship groups. User information includes a member's primary e-mail address, real name (optional), etc. Character profiles include all information about a specific character - rank, position, ship, etc.
Certain information on the profile is “restricted”, and requires that a captain approve the data. For example, your rank and current post (among other things), need to be approved when you change them. This prevents members from prematurely posting rank upgrades, or other falsifying of information.
Below you’ll find the full outline of how the system works, starting with the basic profile creation and editing tools.
The Log-in Page
The log in page can be found at: http://www.starbase118.net/lcars.
You have a number of options on this page. They are:
- Username and password boxes: If you know your username and password, just enter them into these boxes.
- Enter the Guest area: If your username and password have not been created yet, you can use the Guest Entrance to log in and browse a limited version of the profiles. You can also use this entrance if you just need to browse the profiles quickly.
- View the UPDS Manual: Go to this manual.
- Find your Username: No longer available due to security risks.
- Retrieve your Password: If you've forgotten what your password is, you can use this function to have it e-mailed to you. The system uses the "primary e-mail" address that was denoted when you last updated your account, or when your account was created.
The Main Menu
If you have succesfully logged in, you will now be brought to the main menu. If you receive an error message, then you have improperly entered your username, or password. Go back to the login page, and try logging in again. If you still can’t log in, use the "Contact Us" form.
As a member, you now have many options:
- General Info
- User Account Options
- Character Options
Assuming this is the first time you are logging in to the system, you may want to change your password. Remember that this should always consist of both letters and numbers, and should not be something that can be easily guess by anyone. Never give your system password to anyone else! Not even friends!
View Announcement
This function allows you to view the announcement which has been set by the system admins. It will display “New” for 24 hours after you log into it, if the announcement has been changed since you last visited.
Browse Profiles
The Browse Profiles area is used to view the profiles of all members of the organization. You have two options once in this menu: “All” and “By Groups”.
The “By Group” option will allow you to view the profiles by the group they are organized into. A “Group” usually defines a ship, though there are exceptions to this. For example, because profiles can be part of more than one group, we can organize members into where they SIM, their status in the group (active, on leave), as well as any councils they are a part of (first officers, captains council, executive council).
By clicking on "By Groups" you'll then be taken to a list of the groups that are available to view. Click on the group you wish to view, and you will see a list of the characters, their current posts, and current ranks. Choose the officer whose profile you would like to view and click on their name.
The Export Command: When viewing a profile, you will see a link that says "Export" at the bottom of the profile page. This link will create a new page with the entire profile, in a simple text format. This makes it simple to copy/paste someone's profile into your e-mail program, if necessary.
Browse Rosters
This function allows any user to view the current roster for each ship. Once you enter this area, you will have the option of viewing a roster individually, or all of the rosters at once.
You can view any officer's bio in the roster view by simply clicking on their character name.
View IM Contact List
This area of the UPDS simply displays a complete list of all users who have any type of Instant Messenger. If a user has entered a screen name for AOL Instant Messenger, ICQ, MSN Messenger, or Yahoo Messenger, it will be displayed on this table. A quick and easy way to find someone!
Changing Your Password
This is perhaps one of the simplest parts of the system. First click on “Change Password”. Then input your old password into the first box, and your new password into the next two boxes. Then click the “Change” button, and you should be returned to the Main Menu.
If you forget your password, use the "Retrieve Password" function on the UPDS login page. This will e-mail your password to the "Primary E-mail" address defined by you, on your profile.
Edit Account Info
This area changes the information for user account. Keep in mind this is distinct from your characters. This information is not viewable by guests to the system. Here are the fields:
- User Name: This should be your primary e-mail, when possible. It is a required field.
- Real Name: If you're comfortable with giving your real name, other members of UFOP will be able to view it after you enter it in this field. It is not required.
- Real Age: If you're comfortable with giving your real age, other members of UFOP will be able to view it after you enter it in this field. It is not required.
- Primary E-mail: This e-mail address is the primary one that will be used to contact you. It is a required field.
- Make my E-mail Private: If you'd rather it that only UFOP Staff members can see your e-mail address, click on this box.
Register a New Profile
If this is your first time you are logging into the system, you may or may not have a profile on the system already. If your profile has not been created, you will see "Register a New Profile”. The process after this point is as simple as filling in the blanks with the necessary information.
Below you’ll find detailed information on each of the fields on this page:
Full BIO section: All of this has to do with your character, and not with you, as the writer.
- Full Character Name: Enter your character’s full name, starting with their first name, as opposed to their last.
- Date of Birth: Enter the DOB in MM/DD/YYYY (stardate year) format.
- Gender: Self explanatory.
- Species: Give the full name of your character’s species.
- Place of Birth: State the location where your character was born in the following format (if you don’t have information for one of these, just leave it out and include what you do have the information for): Town/City, Country, Planet.
- Hair, Eyes: Self explanatory.
- Height: State the height in metric or standard.
Family History section: Again, this information follows the standard Bio format.
- Mother, Father, Siblings, Spouse, Children: All self-explanitory. Feel free to give as much, or as little information as you have decided to reveal.
- Personal History: Put the history of your character before StarFleet in this box.
- Professional History: Add the history for your character since s/he has joined StarFleet, into this box.
- Notes: If you have any other information for your character which doesn’t fit into the boxes available, use this space.
Personal Data section: All data in this section can be viewed only by UFOP members. "Guest" view of profiles edits this information from being seen.
- Secondary E-mail: If you have an e-mail address that you'd like to use for this character, you can designate it here. If you only have one main e-mail address, you can leave this field blank.
- AIM, ICQ, MSN, Yahoo, Homepage: This information is also optional. Remember that all members of UFOP will be able to see this.
Character Data section: (please see information below on restricted fields)
- Current Rank: Restricted field. This simply refers to your current rank within UFOP.
- Current Ship: Restricted field. This is the ship you currently SIM on. No need to put “USS” before the name.
- Date Joined Current Ship: Restricted field. The date you joined the ship you currently SIM on.
- Current Post: Restricted field. Choose the post that most accurately describes the post you currently play.
- NPC & Secondary Characters: A Non Playing Character is defined as one that you would not write a full SIM for. So, you would typically not write a SIM from the voice of an NPC. They are only used as “stand-ins” for dialogue, or trivial actions. A secondary character is a lesser character who you may write full SIMs for occasionally. If your secondary character serves on another ship than your primary character, and you play that character regularly, then you can create another profile on your account. It will only be added to your ship's group after you have requested to officially have another character, through the necessary form.
- Previous Ships Served On: Please list these ships starting with the most recent you served on. Do not include the “USS” prefix, but do include any designations which came after the name. (i.e.- “Ranger-A”)
Date of Previous Rank Upgrades section:
- Restricted fields. Use this area to list the dates that you have been promoted to each rank.
Restricted fields: While you have the freedom to edit these fields, any changes to them will be reviewed and approved or denied by a member of the UFOP staff. Until the changes to these fields are approved, the previously displayed information will remain on the profile. If the changes are approved, the new information will be updated. If the changes are denied, the old information will remain. Once a member of the staff reviews the changes, and makes a decision to either approve or deny changes, you will receive an e-mail updating you of the modifications.
Viewing Your Profile
This option simply allows you to check your profile quickly and easily for errors.
Editing Your Profile
To change anything about your profile, simply click on this option. You'll be able to update all the fields of your profile.
For more information on each field, see the "Register a New Profile" section, above.
Posting Your Picture
Pictures will be displayed above your character profile table, when viewing your profile.
To add a picture, you click on the “Browse…” button. A “Choose File” window will pop up. Find the picture on your computer and click “Open”. The filename will now be inserted into the “File:” box for you.
If you’d like to make it so that only you, and admins can view your picture, just click on the “Make Picture Private?” checkbox.
When you’re finished, click on the “Update” button. You should now be taken to a confirmation page. Click on the “here” link to be returned to the main menu.
