Using the AASHTO Materials Library A Guide for Technical Sections (Rev. 7/27/2016)

Part 1: Introduction and Important Changes

Purpose of this Guide This brief guide serves as: An introduction to the structure and functions of the library for new users and A demonstration of important changes for experienced users.

Logging On To log on, go to the SOM website, http://materials.transportation.org. Click on Materials Library. Note: If you’re new to SOM, make sure you’re registered to use the member sections of the website.

Two Libraries To support rolling production of the Materials Book, there are two Materials Libraries: Current Production

Two Libraries To support rolling production of the Materials Book, there are two Materials Libraries: Ballot Prep

Using Current Production You will use the Current Production library at two points. At the start: When? After the ballot closes and comments have been addressed, before releasing standards to AASHTO Pubs for production. Why? To revise based on the approved SOM ballot.

Using Current Production Later in production: When? After the editorial phase, when notified by the Program Manager. Why? To complete technical review.

Using Ballot Prep You will use the Ballot Prep library at just one point: When? Late in production or afterward, when notified by the Program Manager. Why? To get clean copies of standards to mark up for the next Tech Section ballot.

File Version Control Reminders The files in the Library are always the master copies. Whether making proposed revisions for a tech section ballot or revisions that have been approved on the SOM ballot, always start with the files in the appropriate library. This ensures that the files are always the most current and complete.

Part 2: Finding Files

Production Group Folders Within each library, files are organized by production group.

Three Production Groups Tech Sections 3a–3c 5a–5c* Group 2 Tech Sections 4a–4f* Group 3 Tech Sections 1a–1c 2a–2d * About Tech Section Reorganization Old 5b has been combined with 5c. A new 5b, Pavement and Bridge Preservation, will be added. Old 4g and 4h have been consolidated into 4f. The library file structure and the standards themselves will soon reflect these changes.

Production Group Subfolders Within the production group subfolders, files are organized by part. This will look familiar if you’ve used the library before.

Part Subfolders Within the part subfolders, files are organized by tech section. This will also look familiar if you’ve used the library before.

Files in Tech Section Subfolder The working files are in the tech section subfolders.

Troubleshooting: Missing Folders Don’t see your tech section? You’re probably in the wrong library. Once the clean, changes-accepted files are available, you won’t be able to see the Current Production folders. This is so you don’t accidentally download the wrong files and mix this year’s proposed revisions with last year’s approved revisions.

Part 3: Checking Out Files

File Information in Columns For each standard, the library displays file type, file name, date last modified, login email of last modifier, standard number, and standard category.

Getting to the File Menu To get to the file menu, move the cursor to the right end of the name column and click on the down arrow in the row of the file you want.

Checking Out a File To use the file, choose Check Out from the menu.

Which Files Are Checked Out? A checked-out file will have a green down arrow over the file type icon. Only one person at a time can check out a file.

Discarding a Check Out If you checked out the wrong file, pull down the menu again and choose Discard Check Out. The version of the file in the library is the same as before you checked it out.

Part 4: Downloading Files

Downloading Files, Option 1: From the Menu Pull down the menu and choose Download a Copy. The file saves to your default download folder.

Downloading Files, Option 2: Click on File Name Click on the File Name. Your options are to open, save to your default download folder, or save to another folder.

Troubleshooting: Download Error Getting an error opening a file with Option 2? It may be an Internet Explorer compatibility issue. Try: Saving from the website to your computer or network and then opening the file or Using a different web browser (Chrome, Firefox, or Safari).

Part 5: Checking In/ Uploading Files

Uploading the Revised File 1. To upload a revised file, click on Add Document.

Uploading the Revised File 2. Browse to and select the file on your computer or network.

Uploading the Revised File 3. Leave the tick box as shown.

Uploading the Revised File 4. Add any notes about the revisions or any file issues in the Version Comments box.

Uploading the Revised File 5. Click OK.

Troubleshooting: New File Instead of New Version Did the file upload as a brand new document instead of a new version? There are two possibilities: File name doesn’t match: If you renamed the file at any point, rename it to exactly match the file name on the library and upload again. File version doesn’t match: If you saved the file to a different version of Word, resave it and upload again. When done uploading, please notify AASHTO Pubs of any stray files that should be deleted.

Appendix: Accessing Archived Files

Full Site Contents If you need older edition files for research purposes, especially to run a copy comparison, go to the main menu and click on Site Contents.

Archive Folders Libraries going back to the 27th Edition are available. Note that libraries are named by the previous edition, i.e., the production starting point, but the files are track-changes versions of the ending point. Example: The library named HM-32 is actually the 33rd Edition production library.

Version Comparison in the Web-Based Materials Book If you don’t need editable files and you only need to go back as far as the 34th Edition, a quick and easy way to compare versions of a standard is using the Edition View function of the web-based Materials Book. By or before the end of 2016, a series of PowerPoint presentations on purchasing, accessing, and using AASHTO web-based publications will be available to all users on the AASHTO Bookstore: https://bookstore.transportation.org

Review http://materials.transportation.org A copy of this presentation will be available on the SOM website and in the Materials Library itself anytime you would like to review it. http://materials.transportation.org

Deborah Doehr Kim (Deb) Questions? Please email Deborah Doehr Kim (Deb) Publications Project Manager, Materials Book Assistant Director, Publications Production dkim@aashto.org