Web Manual: DivIT. March 2016

Transcription

1 Web Manual: DivIT March 2016 Web Manual: DivIT March

2 DivIT Manual Contents DivIT Introduction... 1 Calendar Management... 3 Forums Mailing Lists User Management Web Pages Work Areas Web Manual: DivIT March

3 DivIT Introduction What is DivIT? DivIt (Divisions IT) is more than a website, it's a whole set of tools including public and private webpages, a member database, calendars, forums, project management areas, and a bulk mailing tool. The system has been built out according to the requirements and feedback of the local Divisions and continues to undergo regular enhancements. Support Need support with anything related to DivIT? Contact the Divisions provincial office with your questions or to set up a training session. Getting Started To access your division s web page: 1. Go to or directly to your division home page. 2. Click on Member login > link found in the upper-right corner. 3. Enter your username and password and click the Sign in button. Note: If you have forgotten your password, click on the Forgot Password link, enter your primary and click on the Password button. My Dashboard and the Division Administration Menu By default, once you sign in, you will be taken to your division s My Dashboard page where you will see Division Administration menu. Users with the Division Administration security role will have access to the full menu, but if you have been given access to only some of the DivIT tools, you will only see those sections on the menu. Web Manual: DivIT March

4 Template Site Explore the Template site for ideas and layouts. When you see something you like, you can copy the page over to your site. Refer to the copy template instructions on page 46 of this manual. Web Manual: DivIT March

5 Calendar Management Getting Started... 4 Types of Calendar Activities... 4 Before Creating a Calendar... 4 To View the Calendar... 4 To Administer the Calendar... 5 To Add a Calendar... 5 To Add Activities to a Calendar... 6 To View and Manage Shifts... 8 To Add and Edit Members Own Shifts... 8 To Export a List of Members Attached to a Calendar Activity... 9 Web Manual: Calendar Management July

6 Getting Started The use of calendars offers Divisions administration and members many benefits. Divisions can track and promote upcoming meetings and events in the region. In addition to learning about planned Division activities, members can customize calendars to provide a centrally accessible way to schedule shifts for purposes such as hospital coverage. To optimize flexibility, calendars can be available to all members, or available only to a select member subgroup. This manual provides administrators with step by step instructions on how to set up and manage different types of calendars. Many different kinds of calendars can be created, including: a default calendar a locum matching calendar a staff holiday calendar. Note: The fewer calendars a division has, the easier it is to administer and maintain them. Within a calendar, you may create several calendar activities. Calendar activities are members-only by default, but can also be made public. Types of Calendar Activities Calendar activities are categorized by type, which dictate member access: Meeting All Division Members : Seen by all members of the Division. Meeting Committee Members : Seen by members of a specific committee only. Meeting Specific Members : Seen by specific members only. News All Division Members : Seen by all members of the Division. News Committee Members : Seen by members of a specific committee only. Shift All Division Members (Single Member to Commit) : Seen by all members of the Division, but only one member can commit to the shift. Before Creating a Calendar If you will be restricting calendar activities to committees (subgroups of members) as shown in 1 below, first create those committees through My Dashboard > Division Adiministration Menu > Committees. If you will encounter activities that repeatedly take place at the same location, first create those calendar locations, as shown in 2 below, through My Dashboard > Division Administration Menu > Calendar Locations. To View the Calendar Sign in and click on My Calendar in the navigation bar. If you have created multiple calendars, all activities a member is allowed to see from all calendars are layered into My Calendar. Web Manual: Calendar Management July

7 Note: Depending on the operating system s speed, it may take a few seconds to load the entire calendar. To Administer the Calendar After signing in, click on the Calendars Admin button under Division Administration Menu as shown in To Add a Calendar Select the icon from the Actions drop-down menu which takes you to the following screen: 4 5 Required fields: Description: Name the calendar (for administration purposes only) Division: Automatically set to your division. Active: By default, the Active box is checked to enable the calendar for viewing, as shown in 4. Otherwise the calendar activities will not appear in My Calendar or any public calendars. Click the Save button to save the calendar. Web Manual: Calendar Management July

8 Optional fields: Default Activity Type: Select the type that you use the most in this calendar so that it will automatically populate when you create a new calendar activity (you can change this option at any time). Default Location: Select any of the locations previously entered through My Dashboard > Division Administration Menu > Calendar Locations, as shown in 2. Purpose: Write a brief explanation of the calendar, if needed. Is Shift Based Calendar: Check this box, as shown in 5, if you wish to create a calendar for shift scheduling and allow members to add and edit their own shifts. If this box is checked, the following two fields are made available: o Max Shifts Per Month: Set the maximum number of shifts that each member can commit to per month. Set it to a large number, such as 999, for unlimited o shifts. Days from EOM Exception: Set the number of days in which a member can still uncommit to a shift. For example, if it is set to 2 days, and a shift at Clinic XYZ starts on August 15 at 3 p.m., then a member has until August 13 at 3 p.m. to uncommit to the shift. Past August 13 at 3 p.m., that member can no longer uncommit to the shift via the calendar and must contact the administrator directly. Save and New: Enables you to save the current calendar and immediately create others. Cancel and Back: Select to cancel and return to the previous menu. To edit any of the above fields, click on the Calendars Admin button under Division Administration Menu as shown in 3, then click on the calendar you wish to edit. To Add Activities to a Calendar Once the calendar has been created, click on the Edit Record icon next to the calendar, or the calendar name to navigate to the calendar activities page. Select the icon from the Actions drop-down menu to be taken to this page: 6 7 Required fields: Activity Type: Please see Types of Calendar Activities: section on page 3. Title: Enter a title which will appear in the calendar. Web Manual: Calendar Management July

9 Dates: Enter activity start and end dates in M/DD/YYY format or click on the calendar icon to select dates in a calendar view. Time: Enter start and end time in HH:MM AM/PM format. Is Members Only: This box is checked by default, as shown in 6 above. To make this activity viewable to the public, uncheck the box. Note: If you chose an activity type of Meeting Committee Members or News Committee Members, then you must select a Committee. First create the committee through My Dashboard > Division Administration Menu > Committees, as shown in 1. Optional fields: Location: Choose from the list of locations previously entered through My Dashboard > Division Administration Menu > Calendars, as shown in 2. Notes: Enter a brief explanation of the calendar activity (for administrative purposes only). Go To URL: If there are event details on a separate web page, paste the full URL into this field. Example: Remember to include the As shown on the left, the activity title in the members-only calendar then becomes a clickable link which directs the user to the URL entered in the Go To URL field. Recurrence: To add a recurring meeting, click on the Recurrence title to expand the recurrence options as shown in 7. o Recurrence can only be added when you first create an activity. If you would like to make an event recurring at a later date, you must set up a new, recurring activity. o If an activity is set up to recur, the recurrence settings (weekly, monthly, recurrence end, etc.) cannot be changed. You may however edit those details for individual activities within the meeting series. Save: The system automatically links all members or members in the selected committees to the activity every 30 seconds. It may take a moment after saving an activity before all corresponding members are linked to it. Manually add/remove members from activity: To edit a calendar activity, click on the Edit Record icon to its left. Then look under the Members Linked to this Activity table: o To manually add a member, click the Add icon from the Actions drop-down menu which adds a row at the top of the table. In the Member column, select the member to add from the drop-down menu. If the member is not displayed in this list, make sure the member was added, approved and made active through My Dashboard > Division Administration Menu > Members. o To manually remove a member from the table, click on the Delete Record icon next to the member s name. Click OK when the pop-up window asks Are you sure you want to delete this record? Web Manual: Calendar Management July

10 To View and Manage Shifts All activities that a member is allowed to see are amalgamated in My Calendar (even if those activities belong to multiple separate calendars). When a calendar activity of the type Shift is created, it appears in My Calendar with a Commit or Uncommit link, as shown below: Any member who Is Active and Is Login Approved may click on Commit to sign up for a shift, shown in 8 above. This privilege is only limited by the calendar s Max Shifts Per Month setting. Any member who has committed to a shift may uncommit to a shift by clicking on the Uncommit link, shown in 9 above. This privilege is only limited by the calendar s Days from EOM Exception. Reminder! Max Shifts Per Month: The maximum number of shifts that each member can commit to per month. Days from EOM Exception: The number of days in which a member can still uncommit to a shift. To Add and Edit Members Own Shifts If the calendar s Is Shift Based Calendar box was checked, then members may add and edit their own shifts by click on the Manage Own Shifts button at the top of My Calendar, as shown in 10 above. o If the division has only one shift-based calendar, then the member is directed to a form where they can view existing shifts and add/edit their own shifts. o If the division has multiple shift-based calendars, then the member is directed to a list of those calendars and can chose one to post their shifts in. Web Manual: Calendar Management July

11 To Export a List of Members Attached to a Calendar Activity Click on the Calendars Admin button under Division Administration Menu, click on the desired calendar, then click on the edit button beside the calendar activity. From the Actions drop-down menu, select the X symbol as shown in 11: 11 This will automatically download a spreadsheet list of all the members attached to the event, including any notes. Web Manual: Calendar Management July

12 Forums Getting Started Viewing and Creating Forums To View Forums To Create/Administer Forums To Restrict Forums to Committee or Committee Type To Share a Forum Inter-Divisionally Posting Messages in Forums To Create a Thread in the Forum Navigate to an Existing Message in the Forum To Post a Message in a Thread To Attach a Document to a Message Sticky Threads Locked Threads To Subscribe/Unsubscribe to a Thread Web Manual: Forums September

13 Getting Started Forums are online spaces where people can share information on various topics through posted messages. Forums can be used for many purposes, including: To ask members questions and solicit feedback To share information As a centralized document repository As a place for a specific group of people (board, working group, administration) to communicate and share information and documents. This manual will show you how to set up a new forum and create your desired security settings. It will also show you how to create and edit threads (the individual conversations posted within forums) and messages within threads. Forums are located on the members-only side of the website and are restricted to users who are able to log in. They can also be restricted to specific groups of people such as the board or other committees and working groups. Security Roles Members given a Forum Administrator security role may create and edit any forum message. Other members may create and edit their own forum messages only. Division Administrators have full control over forums. Forum Restrictions By default, forums can be viewed by members of your division only. To set up a forum which allows members from multiple divisions at access, follow the instructions on page 7. If a forum is restricted to a committee or to a committee type, then only members in those committees can view the content of the forum. Restrictions, if needed, must be set at the forum level. They cannot be set at the thread level. Preparing to Create a Committee Forum If you will be restricting a forum to a committee, first create that committee through My Dashboard > Division Administration Menu > Committees. Web Manual: Forums September

14 Viewing and Creating Forums To View Forums Sign in and click on Forums in the navigation bar or click on View Forums in the Divisions Administration Menu on the My Dashboard page as shown in 1. To create and administer forums, please refer to following section. To Create/Administer Forums 1. After you ve signed in, under Division Administration Menu (in orange), click on the Forums button, as shown in On the Forums admin page, click on the Add icon in the Actions drop-down menu. You will see the screen shown below. 4. Complete the required fields and desired optional fields: Web Manual: Forums September

15 Required fields Title: Give a title to the forum. Only Divisions Administrators and members given the Forum Administrator security role can re-name the forum at a later time. Forum Type: This is primarily for categorization purposes. At this time, its only functional feature is to enable the filtering of forums when searching for a particular forum. This will be an important feature as forums grow and members wish to search by forum type. Home Division: This field is automatically set to the division attached to your login name. Optional fields Purpose: Enter an explanation of the purpose and function of each forum, so members know in which forum to post their messages. Forum Access by Committee Type: See following section. Forum Access by Committee: See following section. To Restrict Forums to Committee or Committee Type Restricting a forum to a committee: First create the committee through My Dashboard > Division Administration Menu > Committees. Then in the dropdown list Forum Access by Committee on the Add Forum page, select the committee you wish to have access to the forum. Restricting a forum to a committee type: In the drop-down list Forum Access by Committee Type on the Add Forum page, select the committee type you wish to have forum access. This restriction can facilitate inter-divisional collaboration amongst boards or committees of several divisions if other divisions are given access. You do not need to set this drop-down if you are restricting access to a committee within your division. If you need additional types created, please contact the provincial office administrator at webmaster@divisionsbc.ca. Web Manual: Forums September

16 To Share a Forum Inter-Divisionally By default, when creating a forum, all members of your division are given access to that forum. If you wish to invite other divisions to view the messages of this forum, click on the Add icon in the Actions drop-down menu. From the drop-down menu as shown in 3, select the divisions that you wish to have access. To add additional divisions, follow the same steps. 3 Posting Messages in Forums To Create a Thread in the Forum Both administrators and members can create new conversation threads. Usefully these are focused on a single discussion and can include attached documents. 1. Once signed in, click on the Forums menu in the gray navigation bar, as shown below. Alternatively, you may click on View Forums in the Division Administration Menu on the My Dashboard page. 2. Click on the Add button in the Actions drop-down menu. 3. Complete the Create New Thread form with a descriptive title and subscribe to receiving notification of responses if desired. Administrators can also choose to set threads as Is Sticky or as Is Locked (more information on these setting can be found further on the in this manual): Web Manual: Forums September

17 4. Add your message in the body content area and add attachments if desired. Navigate to an Existing Message in the Forum 1. From the Member Forums page, click on the most relevant forum Within a forum, there may be one or more threads, as shown below: 3. To view a thread, click on the thread title. Web Manual: Forums September

18 To Post a Message in a Thread B C A Navigate to the desired thread as described above. To create a message, click on the Add icon from the Actions dropdown menu, as shown in A. To reply to a message, click on the icon, as shown in B. To create a stand-alone message in the conversation thread, click on the Message button, as shown in C. To Attach a Document to a Message Enter the message in the message editor as usual, then click on Save and Add Attachments. Click on Browse to upload a file, then click on Upload Attachment to attach to the message. Web Manual: Forums September

19 Sticky Threads A sticky thread is a thread that will stay at the top of the thread list. If you want a new thread you are creating to be sticky, check off the Sticky Thread checkbox as shown below in 4 in the figure below. You may have multiple sticky threads and assign them an order number to choose what order they show up in. For example, if a Locum Opportunities thread had an order number of 1, a Billing Information thread had an order number of 2, and a Bulk Purchasing thread had an order number of 3, they would display in the threads list in that order. You may add/remove sticky status on a thread at any time by going into the thread and editing it. Locked Threads 4 5 A locked thread cannot be edited, even by administrators. To edit such a thread, you must turn off the locked status. To make the thread into a locked thread when creating a new thread, check off the Thread Locked checkbox as shown above in 5. You may add/remove locked status on a thread at any time by going into the thread and editing it. To Subscribe/Unsubscribe to a Thread 1. Navigate to the thread you wish to follow. At the top of the thread you will see the following checkboxes: Receive s when new messages are added Receive Daily digest of new s Receive Weekly digest Web Manual: Forums September

20 2. Select (or deselect) the desired checkboxes in order to receive (or deactivate) notification when threads are updated. Web Manual: Forums September

21 Mailing Lists Getting Started Creating & Sending s Creating a New Creating an from a Template Sending to a Committee, Community or Practice-type Adding an Attachment Editing a Previously Saved Formatting Toolbar Formatting Tools Editor Tools Links, Images, and Tables Hyperlink Manager Images Tables Text styles, code snippets, and merge fields Text Styles Insert code snippet Member merge fields Log Overview Web Manual: Mailing Lists November

22 Getting Started Mailing lists are using to send s to members (including guest members) and to track these interactions. It is possible to format s, attach documents, schedule s for future distribution, and choose to send messages to a sub-section of the membership. To get to mailing lists, click on Mailing List on My Dashboard as shown in This will take you to a list of s you previously created and/or sent through DivIT as seen here: To search for a specific , type in a name or a keyword in the search field as shown in 2. Messages can be filtered by Status (All, On Hold, Sent), Is Template, and Template Description under the Filters drop-down menu as shown in 3. To see a history of who sent an , when it was sent, results, number of sending attempts etc, click the expand button, as shown in 4. To edit an , click on the Edit button, as shown in 5. To create a copy of an , click the Copy button, as shown in 6. Web Manual: Mailing Lists November

23 Creating & Sending s Creating a New 1. Click on the Add icon in the Actions drop-down menu and fill out the required information as shown below then click Save and Continue. 2. In the editor page, complete the necessary information. Required fields: Send To: This field defaults to All Members In Division but you can also select List of Committees, List of Communities or List of Practice Types. For more information, refer to the Sending to a Committee, Community or Practice-type section of this manual. Note: All Members In Division includes all active users in the database. Division: Automatically pre-selects the name of your Division. From: Select who you wish to appear as the send of the . Send At Date / Send At Time: If you would like to send that at a specific time in the future, select the date and time here. Web Manual: Mailing Lists November

24 Quick Tip: To add another user to the From drop-down menu, add the Divisions Administrator security role to their profile as per the instructions in the web manual on membership management. Subject: This field was completed on the previous page, but can be edited here if desired. Optional fields: Is Template / Template Description: If you have specific types of s that you send out frequently (newsletters, working group updates, etc.), it can be worth-while setting up a template to use each time. If the is being created as a template, complete the Template Description field and check off the Is Template checkbox. 3. Enter the body content into the editor. 4. Upload any attachments using the uploader underneath the content editor: 5. At the bottom of the page, you have several options: Option Save Save and Continue Send Now Send Later Cancel and Back Description Saves the and puts it on hold. Saves the and reloads the page to continue working. Sends the immediately. Sends according to pre-set date and time. If that date and time are set in the past or to the current date and time, the will be sent immediately. Doesn t save changes. Creating an from a Template 1. Find the you wish to use as a template and select the Copy 2. button: 3. Edit and send as usual. Web Manual: Mailing Lists November

25 Sending to a Committee, Community or Practice-type As a default, s are set to send to All Members in Division. This includes all active user profiles in your database, excluding Staff member-types. If you would like to send an to a sub-set of this group, you may select List Committees, List of Communities or List of Practice Types from the drop-down menu circled below: An extra box will appear under the body of the as shown here: To add a committee, community, or practice-type, click on the Add icon under the Actions drop-down menu and select the appropriate option from the drop-down menu. The communities listed are those attached to your Division and practice-types are drawn from your membership information. Committees may be created through My Dashboard. For information on creating committees, please refer to the web manual on membership management. Adding an Attachment To include an attachment, click on the Browse button, as shown in 1. Select the file you wish to attach, then click Upload Attachment. All files attached to the will be listed under Mailing List Attachments as shown in 2. Web Manual: Mailing Lists November

26 1 2 Editing a Previously Saved To edit an , click on Mailing List on My Dashboard. Then, click on the Edit Record icon next to the desired . Web Manual: Mailing Lists November

27 Formatting Toolbar The toolbar is very similar to the one in the webpage editor: Formatting Tools As in Microsoft Word, you have text formatting options (across the toolbar, from left to right): Bold, italic Left justify, centre, right justify Numbered bullets, unordered bullets Indent text, outdent text Cut, copy, paste options, format stripper The Paste buttons are especially useful. When pasting text from Word or other applications into the editor, often hidden code is copied over, causing unexpected changes in text formatting. To help pasted text better retain its formatting, you can use the different paste tools. Paste from Word strips out hidden formatting from Microsoft Word while Paste from Word, strip font also removes the font formatting. Paste Plain Text removes all formatting while the Paste as HTML and Paste HTML allow you to work with the HTML coding for the text. If formatting problems persist, highlight the problematic text, click on the Format Stripper button and select one of the options for removing existing formatting. Quick Tip: Often, the quickest and easiest way to format text is to completely remove pre-existing formatting. To do this, copy the text from Word or other program and paste it into NotePad if you are using a PC. On a Mac, use TextEdit in plain text mode by going to Preferences and selecting Plain Text (instead of Rich Text ). Web Manual: Mailing Lists November

28 Editor Tools This section of the toolbar contains (from left to right): Spellcheck Undo, redo. Links, Images, and Tables This section of the toolbar contains (from left to right): Hyperlink manager (insert hyperlinks, anchors and links to ) Remove link Image manager Insert table. Web Manual: Mailing Lists November

29 Hyperlink Manager Insert a link 1. Select and copy the entire URL of the page you wish to link to within your website or outside of DivIT. 2. In the webpage editor, highlight the words or image you wish to link. 3. Click on the Hyperlink Manager button: 4. Paste in the link in the URL: field. 5. Click OK. Insert an anchor link (a link to a heading or object within a page) 1. Click beside the text or object that will be the link destination. You do not need to select anything. 2. Click on the Hyperlink Manager button and select the Anchor tab. 3. In the Name field, type in a name for the anchor (no spaces). 4. Click Ok. The Hyperlink Manager will close and nothing will appear in the text, but a link anchor will have been inserted. 5. Highlight the text you wish to link from. 6. Click on the Hyperlink Manager button. From the Hyperlink tab, select the anchor name you just created from the Existing Anchors drop-down menu. 7. Click Ok. Note: You may only use each destination anchor once. Link to an address 1. In the webpage editor, highlight the words or image you wish to link. 2. Click on the Hyperlink Manager button. 3. Select the tab. 4. Type the address you wish to link to in the Address field. 5. Click Ok. To edit a link: Click within the linked text (the text that is underlined) and select the Hyperlink Manager. You will be able to view and edit the details of the existing link. To remove a link: Select the linked text (the text that is underlined) and click on the Remove Link button: Images To insert an image: 1. Place the cursor in the editor where you wish to insert an image. 2. Click on the Image Manager button: 3. Select Upload, locate the photo you wish to upload from your computer and click Upload. 4. The Image Manager will display a thumbnail version of your photo. Web Manual: Mailing Lists November

30 5. Click on the Insert button to place the image in the body of the editor. Note: The image s file size must be less 320kB. If the image is too large to upload, you can use a tool such as Photoshop or Paint to resize it which will decrease the file size. To resize an image in DivIT: Once you upload the image, you may want to resize it further to fit nicely into your page layout. To do this, click on the Properties tab button, as shown in R. Enter the desired width / height and click Insert. R Max image width: 610px To create a thumbnail of a document (e.g. a newsletter): 1. Open the front page of the document so the image is completely visible. 2. Take a screen shot: a. Using a Mac: Option #1 - Apple-Shift-3 takes a screenshot of the entire screen and saves the image file on your desktop. Option #2 - Apple-Shift-4 pulls up a crosshairs selecting tool which allows you to select the specific portion of the screen you want to capture and saves the image s file on your desktop. b. Using Windows: Option #1 - Hit the print screen button. This will create a copy of the entire screen that you can then paste into an image editing program. Option #2 Use the Snipping Tool to select the exact area you wish you copy. This will save the resulting image to your desktop. All Windows computers come with Snipping Tool installed. You can find it, by opening the Start menu and entering Snipping Tool in the search field. 3. Open a photo editing program such as Paint or Photoshop and crop and resize as desired. a. In Paint Click paste (for a newsletter thumbnail, resize to approximately 1.5 inches wide). b. In Photoshop File/ new/ paste. 4. Save the image. Web Manual: Mailing Lists November

31 5. Insert the image into your web page as you would a regular photo. 6. Resize if necessary. Tables To insert a table: 1. Click in the content area where you wish to insert the table. 2. Click Insert Table. 3. Hover the mouse over the cells to indicate how many columns wide and how many rows high you want the table to be. Click on the right-most, bottom-most cell to make your selection. To edit a table: The Table Wizard opens an editor with multiple options. The next row of buttons enables you to Insert Row Above, Insert Row Below, Delete Row, Add Column Left, Add Column Right, and Delete Column. The final button row enables you to Merge Cells Horizontally, Merge Cells Vertically, Split Cell Horizontally, Split Cell Vertically, Delete Cell and pull up Table Properties. Quick Tip: If you want to have more than one paragraph in a single cell, use the following keyboard shortcuts to create a soft return: On a PCs: shift+enter On a Mac: command+option+return. Text styles, code snippets, and merge fields These buttons provide pre-set formatting and layout items to make it easier to create s: Text Styles This drop-down menu provides the option of selecting of preset text formatting. If you click anywhere in the content area, it will display the style that is being used. To apply a style to the text, highlight it and then select an option from the drop-down menu. Insert code snippet Code snippets insert pre-formatted objects into the content area before content is inserted. The options available are: Web Manual: Mailing Lists November

32 Horizontal line dashed: inserts a dashed, horizontal line. Horizontal line solid: inserts a solid, horizontal line. Member merge fields Merge fields draw on information from the membership database. This drop-down menu allows you to select from a number of different options including name, clinic name, address etc. allowing you to easily personalize bulk s. Web Manual: Mailing Lists November

33 Log Overview On My Dashboard, click Log as shown in 1. 1 This will take you to the record of s your division has sent through DivIT, listing sender/receiver details, subject and body, and sending information as seen here: You can search for a specific sent , by typing a name or keyword into the search field as shown in 2. It is also possible to filter your messages in a variety of ways using the options found under the Filters drop-down menu as shown in 3: Status (All, Error, Sent). Created By To From To resend a previously sent , select the checkbox to the left of the (or s) as indicated by 4, then click the Resend button, found under the Actions drop-down menu as shown in 5. Web Manual: Mailing Lists November

34 User Management Getting Started Online Application Form Membership Approval Process Membership Management To Manually Add Members To Approve Members To Edit Members One Member in Two or More Divisions Deleting or Deactivating a Member Member Switching to/from Another Division Export Member Information My Account Profile Photos Linked Logins Committees To Add a Committee To Edit a Committee UpToDate List Web Manual: User Management November

35 Getting Started Every division has a membership database which supports both division operation and effective communication with its members. While members may edit some of their own information, only users with a Division Administrator security role can view the entire database and add or edit data relating to all members. This manual provides administrators with step by step instruction on how to create and edit members; apply and interpret security settings; add committees; filter members, export names and lists, and support users in accessing their account information. Online Application Form Members can link to an online member application form through the public side of the website. Links can be inserted following the instructions set out in the web manual, Web Page Content Management. In the membership application form, users must complete the required fields, which are marked with a red star. Once a user clicks Save to submit their application, the Division Administrator receives a new member notification . The new member does not receive login information until their profile has been marked Is Board Approved by the Division Administrator. Membership Approval Process 1. Users may submit their membership application online. 2. DivIT auto-sends an to the Division Administrator about the new member. 3. After Board approval, the Division Administrator flags the member as approved. 4. DivIT auto-sends a welcome to the member with their login information. Quick Tip: To add a member who doesn t have an address, use no @divisionsbc.ca, which was created by the Provincial Divisions Office for this purpose. Membership Management Web Manual: User Management November

36 To view the division s membership database, navigate to the My Dashboard page and click on the Members button in the Divisions Administration Menu as shown in 1. 1 This will take you to your list of members: 2 To search for a member, enter their name or another search term in the search field as shown in 2. Web Manual: User Management November

37 To filter or sort the member list, select the Filters drop-down menu. Members can be filtered by: Community: as shown in 3. Membership flags: Is Active, Is Login Approved, Is Board Approved, Is Funded by GPSC, as shown in 4. See the Membership Flags table on the next page for details. Membership renewal and start dates: as shown in 5. A GP for Me Indicator: as shown in 6. Member type: as shown in 7. To select multiple member types, hold Ctrl key and click on member types Select the desired filters, then click on Go. To remove the filters, click on the cancel button: 7 As shown in 8 members can be sorted by: Full Name Primary Clinic Name 8 To Manually Add Members To add a member, click the Add icon under the Actions drop-down, as shown in 9. Then, complete the add Member form: 9 Required fields: Login Name: This is generally the first initial and last name of the user. Note that the login authentication system for DivIT is system-wide therefore the same username cannot be used more than once, even in different divisions. If you input a Login Name that has already been used, you will get the following error message and will need to select a different: First Name / Last Name Web Manual: User Management November

38 Practice Community Preferred Division: Automatically selects your home division. Member Type: Members are categorized by type, which dictates whether they have access to the following features: Member Type Allowed to Log In Gets Mailing List s Committee Partner To assigned Work Areas No only Physician / Nurse Yes Yes Staff Yes Yes Guest No No Subtypes, such as Physician Specialist, Physician Locum, and Physician Lead are for grouping and filtering purposes only. You may wish to group members into a committee if they are frequent recipients of the same mailing list or frequent participants of the same calendar activity. The notable exception is Physician Non- Member which is not allowed to log in. Is Active: This box is checked by default, but can be unchecked to de-activate a member profile. Note: Users who have a Guest member type are not allowed to log in, but they can still be Active, added into Committees and receive Mailing List s. Security Role(s): New members are automatically assigned the Div Member security role which allows them to sign into DivIT and view member-only content as long as they have the correct Member-Type and member flag approvals. To add administrative rights to a member account, you may add additional security roles. Click on the Add icon in the Actions drop-down menu and an additional member Role drop-down will appear: Security Roles Div Calendar Administrator Div Committee Partner Div Division Administrator Div Forum Administrator Description Manages calendar activities only. Can log in and view only Work Areas they have been given access to. Manages all DivIT features within a division, but doesn t receive notifications for new threads in forums, division admin s, or member profile update s. You must add additional security roles to receive those notifications. Manages forum threads and messages only; receives automatic notification when new threads Web Manual: User Management November

39 Div Gets Division Admin s Div Gets Member Profile Update s Div Member Div Sender of Auto Admin s Div Web Content Editor Div Work Areas Administrator are created. Receives all auto-notifications. Receives when member updates own profile. Default member; access to member portal, forum and calendar. Auto admin s sent from the system show as being sent from the user. Defaults to if no user account within the division is assigned this role. Manages content only. Manages work areas only. Typical security role for a member: Div - Member Typical security roles for a division administrator: Important optional fields: A GP for Me Indicator: Check off this indicator to show that a member has agreed to participate in the A GP for Me initiative. Member Start Date / Member Renewal: These dates are important because after the renewal date has passed, the member account will become inactivate and the member will not be able to log in to DivIT. Use the member renewal filter to see which members have expired memberships. Is Board Approved: As set out in the Divisions bylaws, all applicants must be approved by the board. This flag should be checked once the board has approved the member. Members are not able to log into DivIT unless they are board approved. Is Login Approved: This triggers the system to automatically send the member an with login and password information to access DivIT. Note: members who have a username and password but whose memberships are expired in DivIT will be temporarily denied login, until the membership renewal date is set to a future date. Web Manual: User Management November

40 Resend Login Info: This option only appears when editing existing members. Check the box and save the profile to have DivIT automatically re-send the user their login information. Note: members can also use the Forgot Password? function on the sign in page. Is Funded by GPSC: This box flags the member being included in the infrastructure funding agreement with the GPSC for that division. This also triggers access to the UpToDate link in the navigation bar. To Approve Members Individuals may apply for division membership through the website and complete the online form themselves. When this happens, the Division Administrator receives an automatic notification with a link to the new member profile. Applicants cannot board approve or login approve their own accounts. This must be done by a Division Administrator. To Edit Members 1. To edit a member, click on the Edit Record icon next to the member. 2. Edit as needed and click Save. One Member in Two or More Divisions The procedures for members who wish to belong to two or more divisions are: They must create separate usernames/accounts for each division*. Only ONE division will receive GPSC funding on behalf of the member. In the declared division, the member's "Is Funded by GPSC" box will be checked. In the other division(s), the member's "Is Funded by GPSC" box must be unchecked. * This is to follow the data privacy policy of Divisions. Web Manual: User Management November

41 Deleting or Deactivating a Member If a member is leaving the division, it is recommended the Division Administrator deactivate their account. Uncheck all member flags ( Is Active, Is Login Approved, Is Board Approved, Is Funded by GPSC ) and remove all security roles. This will remove the former member s permissions to the site but maintains their member history in the system. Remember to also remove the member from any DivIT committees at this time. Because of the way the member accounts are connected to the different parts of the site, it becomes complicated to delete members. If it is necessary to delete a member instead of deactivating them, contact the site administrator at webmaster@divisionsbc.ca for assistance. Member Switching to/from Another Division Due to privacy regulations, member profiles cannot be switched from one division to another. The division the member is leaving should follow the above instructions to delete or deactivate their member profile. The division the member is joining should either add the member manually or have them complete a membership application. Export Member Information To export member information, navigate to the member list and expand the export window by clicking the expand button as shown below: Once expanded, you will be able to select the specific fields you want to export then select the Export button to download the information into a spreadsheet. Web Manual: User Management November

42 Note: If you have filtered your member list, then the system will export information from the filtered list of members only. My Account Members may edit their own contact and practice information by signing into DivIT and clicking on My Account link in the upper-right corner of any web page. Profile Photos To upload a profile photo Image format: JPG only Max image size (width x height): 300px x 400px (portrait) Max file size: 100Kb Click on the Set Photo button. Click Browse to locate your profile photo and double-click on the photo to select. Click Upload Photo. To remove a profile photo Click on the Delete Photo button. Linked Logins The linked logins allows users with multiple accounts in DivIT to link them and use a single log-in to access all their accounts. Users may have accounts in more than one Division or may be activate with groups that also use the DivIT system such as the Practice Support Program or the Physician Data Collaborative. To link two logins: 1. Sign into DivIT using your primary login information. 2. Click on Linked Logins at the top right-hand corner of the page: 3. Enter the login information for the second DivIT account in the fields under Add New Linked Login : Web Manual: User Management November

43 4. Once linked, the second account will appear on the right-hand side under the Current Logins Linked to this Member. 5. To switch from one account view to another, sign into DivIT, then select the desired account from the drop-down menu at the top right-hand side of the page: Note: to link additional accounts, you must log in under the primary account. If you log in to the secondary account and try to add an additional account, you will get the following error: Web Manual: User Management November

44 Committees Committees group users in order to restrict the following to a specific group of individuals: Work Areas Mailing Lists Calendar Activities Forums 1 In the Division Administration menu, click the Commitees button, as shown in To search for a specific committee, type a keyword into the search field and click the Go button, as shown in 2. To filter or to sort the list, use the drop-down menu shown in 3. Web Manual: User Management November

45 To Add a Committee To add a committee, click the Add icon complete the form as shown below: under the Actions drop-down menu and Required fields: Description: This is the title of your committee. Division: This field is automatically selected as your home Division. Is Active: This checkbox can be disabled once the committee is no longer active. For example, if the committee is a working group or other temporary group. Optional fields: Committee Type: Select from the drop-down menu. This is for administrative purposes only. Start Date / End Date: You may specify a start and end date for the committee if desired. This would be useful for working groups and other temporary groups. Member Term Years: This automatically attaches a member term to users added to the committee. Once you have entered the information, click on the Save and Add Members button. On the next screen, you will be able to add any members in your membership database to the committee, as shown below. To add a member, click the Add icon under the Actions drop-down menu and complete the required fields. To Edit a Committee To edit a committee, click on the Commitees button in the Divisions Administration menu on the May Dashboard page and click on the edit button next to the committee you wish to edit. Web Manual: User Management November

46 UpToDate List The UpToDate List button generates a list of individuals who have been given access to UpToDate through GPs under the enterprise license. To view the list for your Division, click on the UpToDate List button in the Administrative Menu on the My Dashboard page. To export this list into a spreadsheet format, select the x symbole from under the Actions drop-down menu. Web Manual: User Management November

47 Web Pages Getting Started Copying a Web Page Adding a Web Page - Summary Editing a Web Page Summary Editing a List Summary Adding a Web Page - Explanation With Visuals Setting Member-Only Web Pages Setting Menus, Sub Menus and Sub Sub Menus Editing a Web Page - Explanation with Visuals Building the Layout: Bands and Cells Components Lists HTML Editor Links, Images, Videos, Documents and Tables Shared Media Library: Images and Documents Image Cropper Embed a Google Calendar Editing a List Explanation with Visuals Previewing and Submitting for Proofreading Previewing Your Work Proofreading Process for Web Pages Proofreading Process for List Items Dashboard Info Boxes Frequently Asked Questions Templates Web Manual: Web Pages March

48 Getting Started This manual provides an overview of how to set up and manage your division s web pages and dashboard info boxes. Should you have questions that are not addressed in this document, please contact the Provincial Divisions office at webmaster@divisionsbc.ca. Copying a Web Page Looking for inspiration or a pre-done page layout? Look no further than the Template Site. Explore the site and make note of the names of any pages you would be interested in copying. Then go to the My Dashboard page to copy the pages over to your site. 1. On the My Dashboard page, click on Copy Web Pages. 2. Select the Template Site from the dropdown menu and click on the > Select Pages button. 3. Locate the pages you want to copy and tick the box next to them, or copy them all over by clicking on the Mark All button. 4. If needed, change the Page Description and URL next to the pages you selected. If you have an existing page with the same URL as a page you are copying over, the page will copy into your existing page as a new revision. If you don t have an existing page with the same URL as the page you are copying, then it will create a brand new page. 5. Click on the > Select or Copy Lists button. 6. Leave the dropdown as is to copy over the list from the Template site, or click on the dropdown and select an existing list from your site. Change the New List Description if necessary. 7. Click on the > Copy button. The next page will show you a list of all the pages, revisions, and lists that have been successfully copied over. 8. Now, go into the pages or revisions and put in your own content. Adding a Web Page - Summary 1. From the My Dashboard page, click on Web Pages in the Division Administration menu under New CMS Website. 2. Click the Add button under the Actions drop-down menu to create a new page. 3. Fill in the Add CMS Web Page form. 4. Click on the Add button under the Actions drop-down menu to create a new revision. 5. Fill in the Add CMS Web Page Revision form. 6. Click on Save and Edit Content to start working on the page. 7. Create a layout using bands and cells. 8. Add components and populate them with content. 9. Click on Preview Page to see what the page looks like. 10. Once satisfied with the page, submit for proofreading: a. Click the Done button. b. On the Edit CMS Page Revision page, update the Version Description, check off Is Ready for Proofreading, and click on Save. Web Manual: Web Pages March

49 Editing a Web Page Summary Option 1 Log in to DivIT as an administrator, then browse through the web pages in your site. To go directly from a web page to the editor, click on the Page or Revision edit links at the bottom of each of your pages. Option 2 1. From the My Dashboard page, click on Web Pages in the Division Administration menu under New CMS Website. 2. In the list, find the page you want to edit and click on it. 3. If the Page Revisions list is empty, follow the instructions in the Add a CMS Web Page section of this manual. 4. If one or more versions already exist, select the version you want to work from, then click the Copy button on that version. 5. Click on the newly created copy at the top of the revision list and edit. 6. Edit the existing layout as needed: a. Move, add, delete bands and cells b. Move, add, delete, edit components 7. Click on Preview Page to see what the page looks like. 8. Once satisfied with the page, submit for proofreading: a. Click the Done button. b. On the Edit CMS Page Revision page, update the Version Description, check off Is Ready for Proofreading, and click on Save. Editing a List Summary 1. Navigate to a list-style component (these includes the Left Navigation List, Bios List, Postings List, Left Nav Teaser List). There are two ways to do this: a. From the My Dashboard page, click on Lists in the Division Administration menu under New CMS Website. Locate the desired list and click on it. b. Follow the instructions in the Editing a Web Page Summary section above to locate and enter a web page s layout editor. On that page, find and click on the desired list. 2. Click on an existing item in the list, or add a new item by click on the Actions dropdown and selecting the green plus sign. TO NOTE: Each list item has two versions: A and B. The version you are viewing will have an orange header. To switch between versions, click on the header that is grey. Only one version can be live at a time. The live version is marked with a bright red Is Live button. You can only edit a list item when it is not live. Web Manual: Web Pages March

50 3. Identify which version of the list item is live. Click on the other version to edit. If you would like to copy over content from the other version of the list item, scroll to the bottom of the page and click on Copy from Revision A/B button. TO NOTE: If you would like to edit the list item version that is currently live, click on the Unlock for Edit button near the top of the page. This will remove the list item from your live site and it will not go live again until it goes through the proofreading process. 4. When you are satisfied that the list item is ready to go live, scroll to the bottom of the page and check off Is Ready for Proofreading. An automatic will be sent to Tara Lyon in Communications to proofread and make live. Adding a Web Page - Explanation With Visuals Click on the Web Pages button in the Division Administration menu under New CMS Website. This will take you to the list of web pages that already exist and where you can add new pages. A To add a new web page, click the Add button under the Actions drop-down menu, as shown in A. You will then be prompted to complete an Add CMS Web Page form: B E F C G D H I URL Identifier The URL Identifier (shown below in B) is the text displayed at the end of your URL. For example, to navigate to the provincial careers page with a URL Identifier of careers, the Web Manual: Web Pages March

51 full URL woul be Each URL Identifier must be unique. Page Description As indicated by C, complete the Description field with information that identifies what the page is for. This is what will appear in the list of web page to help you find the page again when you need to make edits. SEO Description and Keywords SEO stands for Search Engine Optimization and is the process of improving the way your site shows up in online search results. As shown in by D, the SEO Description summarizes what the page is about. The SEO Keywords are key words and phrases that search engines use to find content. A good tool for generating useful key words and phrases is Google s AdWords. Setting Member-Only Web Pages To make a page member-only, select the checkbox as shown in E on the previous page. As shown below, public pages will appear on the public side of the site in the orange navigation bar while member-only pages will appear on the member-only side of the site in the darkgray navigation bar. E1 E2 Setting a Member-Only Homepage By default, members are taken to the My Dashboard page when they log in. To set a different web page as the member-only homepage, check off the Is Member Only Home Page as shown in F on the previous page. Web Manual: Web Pages March

52 Setting Menus, Sub Menus and Sub Sub Menus Menus: Menu titles will appear on the main navigation bar. To create a menu, enter the title of the menu in Main Menu field as shown in G on page six. Sub Menus: Sub menu titles will appear on drop-down menus off the main navigation bar. To create a sub menu, enter the title of the sub menu in Sub Menu field as shown in H. In addition, ensure the Main Menu field and Main Menu Order are the same as the parent menu. The parent menu is the Main Menu attached to the Sub Menu. Sub Sub Menus: Sub sub menus will appear drop-down menus off the sub menu drop down menus. To create a sub sub menu, enter its title in the Sub Sub Menu field as shown in I. In addition, ensure the Main Menu and Sub Menu fields and Main Menu Order and Sub Menu Order are the same as the parent menus. The parent menus are the Main Menu and Sub Menu attached to the Sub Sub Menu. For example, the below menu settings would create the following navigation bar: Note: Pages do not have to be attached to a menu. Note: To add a left navigation menu, refer to page 62. Web Page Content Revision Page Once you complete the Add CMS Web Page form and click Save you will be taken to the Edit CMS Web Page page. This page looks very similar to the CMS Web Pages page, but this list shows all the different revisions or versions of a page. Every listing on this page is linked to a single unique web address therefore, only one version of the page can be live at a time. The live revision is shown highlighted in yellow and is the revision that is visible to the people visiting your site. The first time after creating a new page, the revisions list will be empty and you will have to create the first revision by clicking the Add button as shown in J and completing the Add CMS Web Page Revision form. J Web Manual: Web Pages March

53 Required fields: Version Description: This field identifies what is different about this version of the page. For a new page, a description such as 1 st draft is acceptable. Page Title: This field sets the page title for search engines and browsers display it in the title area on the tab or title bar. Optional fields: Go To URL: If there is a reason to redirect a page to a new one, you may enter the URL of the page you wish to direct to in this field. Use Sidebar?: If you would like to divide the page into a main section and smaller sidebar section, check off this box. You may turn the sidebar on or off later in the web editor. The next time you go to work on the page, you will be able to edit the existing page by clicking on the Edit button: This is described further in the Editing a Web Page Section of this manual. Web Manual: Web Pages March

54 Editing a Web Page - Explanation with Visuals Option 1 Sign in to your DivIT administrator account, then navigate to any page in your website. You will see two links at the bottom of any page you have permission to edit: Click on the Page link to be taken to the list of page revisions or click on the Revision link to be taken to the live revision. Note: you will not be able to edit the live revision. Web Manual: Web Pages March

55 Option 2 Navigate to the CMS Web Pages list through the Divisions Administration Menu in My Dashboard and select the web page you wish to edit from the list by clicking the Edit button: This will take you to the existing list of versions of this page. If the Page Revisions list is empty, follow the instructions in the Add a CMS Web Page section of this manual on page 50. If one or more versions already exist, click the Copy button as shown in L to make a copy of the revision you would like to work from. This copy will appear at the top of the version list. Then click the Edit Record button as shown in K to edit the page content. Never edit the live page which is highlighted in yellow. Note: This is where you would add a new version of a page. To add an entirely new page, you must go back to the list of web pages and add it there. All versions of a page are linked to a single URL identifier, so only one version can be live at a time. L K When you click the Edit Record button as shown in K, this will take you to the Edit CMS Web Page Revision page. From this page you can update the basic page information, namely the page description, page title, notes for the proofreader, and mark that the page is ready for proofreading. To move on to the page editor, click on the Save and Edit Content button at the bottom of the page or at the top, right-hand side. Web Manual: Web Pages March

56 Once on the CMS Web Page Revision Layout page you will see two tabs: Page Body where you can edit the main body content Side Bar where you can edit the sidebar content Building the Layout: Bands and Cells Building a layout in the new system is like using building blocks. Stack the block in different combinations to lay out the page how you want it to look. The provincial team has created a number of template layouts that you can use. See the Templates section of this manual on page 93 for examples. To add a new band, click on the plus sign beside a band: To add a new cell, click on the plus sign beside a cell: Web Manual: Web Pages March

57 You can have up to 3 cells across and as many bands as you need down. To change the width of a cell, click on the gear button and change the width number. The number is a percentage which defines how much of the full width of the page the cell takes up. To add a light gray separator line between cells and bands, also click on the gear symbol and check off the separator line option. You can move bands and cells using the arrow buttons: To remove a band or cell, click on the garbage bin button: Components Components are where you insert the content into the page. To add a component, click on the Select Component to Add drop-down list within a cell. Click on one of the preformatted components, then click on the plus sign to add it: Web Manual: Web Pages March

58 To edit a component and add content, click on the pencil icon: To have a component default to specific information every time you use it, click on Components in the Division Administration Menu on the My Dashboard page. Click on the Division Defaults button beside the component and fill in the information. This is especially helpful for the Division Internal Page Nav and Contact Us components. Components: Copy Block and Copy Block with Header The Copy Block and Copy Block With Header allow you to create and format content from scratch using an HTML editor. Refer to the HTML editor section of this manual, starting on page 72 for more details. Components: Feature Box 1 Column (Half Bottom Band) Layout Page Image: Feature Box - 1 & 2 Column Web Manual: Web Pages March

59 Size: 430x140 (w x h) Components: Feature Box 1 Column (Full Bottom Band) Layout Web Manual: Web Pages March

60 Page Image: Feature Box - 1 & 2 Column Size: 430x140 (w x h) Components: Feature Box 1 Column (Highlight) Layout Page Image: Feature Box - Large Size: 430x286 (w x h) Web Manual: Web Pages March

61 Components: Feature Box 2 Column Layout Page Image: Feature Box 1 & 2 Column Size: 430x140 (w x h) Components: Feature Box 3 Column Layout Web Manual: Web Pages March

62 Page Image: Feature Box 3 Column Size: 280x132 (w x h) Components: Slideshow Layout Page Note: this component varies in size depending on the size of the images and the width of the cell so it is best to resize the images before uploading them. It can be used beside other components like the Body Copy component. Web Manual: Web Pages March

63 Components: Division Home Page Nav Note: this component should be used on the home page only. Use the Division Internal Page Nav for all other pages. Layout Page Image: Divisions Internal Page Nav Background Size: 910x251 (w x h) Components: Division Internal Page Nav Layout Web Manual: Web Pages March

64 Page Image: Division Internal Page Nav Background Size: 910x145 (w x h) Component: Left Navigation Menu The Left Navigation Menu is used to build a menu on the page, either pulling directly from the menu structure of the orange navigation bar, or by manually building a list that can be inserted onto multiple pages. Note: The layout generally looks best with a separator line between the two components and the first cell set to a width of 30%. Layout Page Option 1: use the existing orange menu structure 1. Set up the orange navigation menus as usual. 2. On the page, insert a Left Navigation Menu component, and click on the component s gear symbol to set it to 25% width with a separator line beside it. 3. Click on the edit icon on the left navigation menu. Web Manual: Web Pages March

65 4. From the drop-down menu, select the page you want to be the head of the left nav menu. For example, on the pages in the resources section on the Victoria site, I selected main Resources page. 5. You re done! You don t need to add the left navigation menu on pages where the components already include a left navigation (bios, postings, news / events). Option 2: build a menu from scratch 1. On the page, insert a Left Navigation Menu component, and click on the component s gear symbol to set it to 30% width with a separator line beside it. 2. Click on the edit icon on the left navigation menu. 3. Move the slider to select Build a left hand navigation menu. 4. Type in a menu title and URL if desired. 5. Select an existing list, or create a new list, then click on Edit List 6. Enter the titles and URLs of the pages you want to appear in the left navigation menu. Components: URL Links (Quick Links, What s New) & Teaser Lists (News, Events) These components are frequently used together on a home page or they may be used on a sidebar. Because the URL Links component is so narrow, it works best when the width of the cell is set to 30%. Select an existing list from the list drop-down menu, or create and edit a new list. To add a new list item, click on the plus sign under the Actions drop-down menu. Layout body Page body Web Manual: Web Pages March

66 Layout sidebar Page sidebar Components: Left Nav Teaser List (News, Events) This component can use the same lists as the Teaser Lists (News & Events), but it takes up the whole body content area and generates a left-hand navigation menu with the titles News and Archives. Layout Web Manual: Web Pages March

67 Page Components: Left Nav Bio List Complete the information in this component to generate a left-hand navigation menu with a main staff page and a series of individual bios pages for staff, board members, working group members, etc. Layout Web Manual: Web Pages March

68 Edit Left Nav Bio List Page team bio content Web Manual: Web Pages March

69 Page individual bio content Image: Bios Page Team Image Size: 590x200 (w x h) Image: Bios Page Individual Image Size: 170x200 (w x h) Components: Left Nav Postings List Complete the information in this component to generate a left-hand navigation menu with a list of postings that lead to more information. It was designed for job and locum postings but the titles are customizable so it can be used for other types of postings as well. Layout Web Manual: Web Pages March

70 Page Components: Left Nav List & Left Nav List Content Placeholder The Left Nav List and the Left Nav List Content Placeholder are usually used together. The layout generally looks best with a separator line between the two components and the first cell set to a width of 30%. Nothing needs to be added to the Left Nav List Content Placeholder. Instead, add all content to the Left Nav List. Layout Web Manual: Web Pages March

71 Edit Left Nav List Page Web Manual: Web Pages March

72 The content added in each of the Left Nav List items automatically generates a list page so you don t have to create a new page for each piece of content. By default, the orange navigation menu will only contain the top level menu title from the list. To have pages in the Left Navigation appear in the orange navigation bar as well: 1. Create the main page using one of the above templates 2. Create the Left Navigation List 3. Test the page and copy the list item urls 4. Create a dummy Menu page for each item you want to appear in the menu and enter the list item url in the Go To URL space: /divisionurlid/pageurlid To have the main page for a section appear in the Left Navigation, but not use a Left Navigation List on the page: 1. Create the main page using any layout 2. Create a Left Navigation List and redirect the first list item to the main page: /divisionurlid/pageurlid 3. Create the first sub list item as a web page and insert the Left Navigation List and Placeholder as you normally would on the main page 4. Redirect the first sub list item web page to the URL for the first sub list item 5. OPTIONAL: add the web pages to the main navigation bar Components: List Item HTML Content Display This component is only used on the Display Item (Placeholder Page) which has been created for you by the provincial office team. It allows lists to generate temporary content pages. Lists Several of the components are populated using lists of content: URL Links (Quick Links, What s New) Teaser Lists (News, Events) Left Nav Teaser List Left Nav Bio List Left Nav Postings List Left Nav List The list can be created and edited in two ways: 1. From within the component on the page. a. Click on pencil icon to edit the component. b. Check the drop-down menu to see if there is an existing list you would like to use. c. If there isn t, click on the Create New List button and enter a name for the list. d. Once the list is created, click on the Edit List button. 2. Through the Lists button on the My Dashboard page. a. Click on the Lists button on the My Dashboard page. b. Find the list you would like to edit and click on it. Web Manual: Web Pages March

73 To add a new item to a list, click on the plus sign under the Actions drop-down menu and fill in the requested information. Some of the lists can have two levels with main list items and sub list items. For example: Web Manual: Web Pages March

74 HTML Editor The HTML editor is available in a number of components. The following tools can be used to insert and edit content in an HTML editor space. Formatting tools As in Microsoft Word, the following text formatting options are available (across the toolbar, from left to right): Bold, Italic Left Justify, Center, Right Justify Numbered Bullets, Unordered Bullets Indent Text, Outdent Text Cut, Copy, Paste Options, Format Stripper. The Paste buttons are especially useful. When pasting text from Word or other applications into the editor, hidden code can be copied over, causing irregularities in the text formatting. To help paste formatted text over more accurately, use the different paste tools. Paste from Word strips out hidden formatting from Microsoft Word while Paste from Word, strip font also removes the font formatting. Paste Plain Text removes all formatting while the Paste as HTML and Paste HTML enables you to work with the HTML coding for the text. If problems persist, highlight the text with incorrect formatting, click on the Format Stripper button and select one of the options for removing existing formatting. Quick Tip: Often, the quickest and easiest way to format text on your web page is to completely remove pre-existing formatting. To do this, copy the text from Word or other program and paste it into NotePad if using a PC. On a Mac, use TextEdit in plain text mode by going into Preferences and selecting Plain Text (instead of Rich Text ). Web Manual: Web Pages March

75 Editor Tools This section of the toolbar contains (from left to right): Spellcheck Find & Replace Module Manager Toggle Full-Screen Undo, Redo. The module manager provides a few different view options: Statistics: Toggles the word and character count, shown under the content area on the right-hand side, off and on. Tag Inspector: Toggles the function which displays the HTML tags in under the content area on the left-hand side. Properties Inspector: Toggles viewing of the properties for different page items like tables and photos. It also appears under the content area. Real-Time HTML Viewer: Enables the user to work in the editor and view the HTML coding at the same time under the content area. Links, Images, Videos, Documents and Tables This section of the toolbar contains (from left to right): Hyperlink Manager (insert hyperlinks, anchors and links to ) Remove Link Image Manager Document Manager Insert Table. Links Inserting a link 6. Select and copy the entire URL of the page you wish to link to within the website or outside of DivIT. 7. In the web page editor, highlight the words or image that you wish to link. 8. Click the Hyperlink Manager button: 9. Paste the link in the URL: field. 10. Click OK. Web Manual: Web Pages March

76 Quick Tip: If you are linking to a web page outside of DivIT, it is a good idea to set the link to open in a new window or new tab. This way, users aren t directed away from your website. To do this, select New Window from the Target drop-down menu in the Hyperlink Manager. Inserting an Anchor Link (a link to a heading or object within a page) 8. Click beside the text or object that will be the link destination. You do not need to select anything. 9. Click the Hyperlink Manager button and select the Anchor tab. 10. In the Name field, type in a name for the anchor (no spaces). E.g. aug12news. 11. Click Ok. The Hyperlink Manager will close and nothing will appear in the text, but a link anchor will have been inserted. 12. Highlight the text you wish to link from. 13. Click the Hyperlink Manager button. From the Hyperlink tab, select the anchor name you just created from the Existing Anchors drop-down menu. 14. Click Ok. Note: Destination anchors may only be used once. Note: If the destination link is very close to the source, the page may not appear to move. Linking to an Address 6. In the webpage editor, highlight the words or image you wish to link. 7. Click Hyperlink Manager. 8. Select the tab. 9. Type the address you wish to link to in the Address field. 10. Click Ok. Editing a Link Click within the linked text (the text that is underlined) and select Hyperlink Manager to open the link editing window. Removing a Link Select the linked text and click the Remove Link button: Quick Tip: If you wish to turn a link (hyperlink, anchor or link) into an orange button, simply highlight the link, then select Button Link from the Apply CSS Classes drop-down menu. View in preview mode to see the correct formatting. Web Manual: Web Pages March

77 Images To Insert an Image: 1. In the editor, place the cursor where you wish to insert an image. 2. Click the Image Manager button: 3. You have access to a Public Catalog, and a Division Catalog (updated through the Media Libraries link the My Dashboard page), or you can upload an image for use on the page only. If you are using an image that exists in a catalog, locate the image and double click on it to insert. Otherwise:click on the PageRev folder and click on Upload. Locate the photo in your computer files and click Upload. Make sure the image is the right size before uploading it. 4. The Image Manager will display a thumbnail version of the photo. 5. Click on the Insert button to place the image in the body of the editor. Note: Image file size must be less 320kB. If the image is too large to upload, use a tool on your computer to resize it. How to resize an image in Paint How to resize an image in Photoshop How to resize an image in Preview Note: Images inserted into components are very specific sizes. Use this list to resize your photos: Image Size (w x h) Bios Page - Individual Image 170x200 Bios Page - Team Image 590x200 Division Home Page Nav Background 910x251 Division Internal Page Nav Background 910x145 Feature Box 1 Column 430x140 Feature Box 2 Column 430x140 Feature Box 3 Column 280x132 Feature Box (Highlight) 430x286 Small Rectangle 280x132 Small Square 280x280 Medium Rectangle 320x110 Web Manual: Web Pages March

78 Image Size (w x h) Medium Square 320x320 Slideshow 650x325 Sidebar 175x85 Poster / Document Thumbnail 175x225 Medium Poster 320x395 Large Poster 650x815 Header Divider 650x150 To Wrap Text Around an Image Click on the image you want the text to flow around and select Wrap text to the right or Wrap text to the left from the Apply CSS Classes drop-down menu. To Create a Screenshot Image 7. Open the document or item you want to take a 8. Take a screen shot: a. Using a Mac: Option #1 - Apple-Shift-3 takes a screenshot of the entire screen and saves the image file on your desktop. Option #2 - Apple-Shift-4 pulls up a crosshairs selecting tool which allows you to select the specific portion of the screen you want to capture and saves the images file on your desktop. b. Using a PC: Option #1 - Hit the Print Screen button. This will create a copy of the entire screen that you can then paste into an image editing program. Option #2 Use the Snipping Tool to select the exact area you wish you copy. This will save the resulting image to your desktop. All Windows computers come with Snipping Tool installed. You can find it, by opening the Start menu and entering Snipping Tool in the search field. 9. Open a photo editing program such as Paint or Photoshop and crop and resize as desired: c. In Paint Click Paste (for a newsletter thumbnail, resize to approximately 1.5 inches wide). d. In Photoshop File/New/Paste (for a newsletter thumbnail, resize to approximately 1.5 inches wide). 10. Save the image. 11. Insert into your web page as you would a regular photo or image. 12. Resize if necessary. Web Manual: Web Pages March

79 Videos To Insert a Video from YouTube 1. Upload the video to YouTube. The provincial office has a YouTube channel which divisions can use. 2. Locate the video you d like to share on YouTube. V 3. Select Share as shown above in V. 4. This will pull up the HTML code which can be used to embed a link to the video into your site, as seen below. To embed the actual video directly into your page, click on Embed, as show in W. W Web Manual: Web Pages March

80 5. Select the video size as shown in X. 6. Copy the HTML code, indicated by Y. 7. Open the webpage into which you wish to insert the video. 8. Select where you would like to insert the video on the page and type INSERT HERE to mark the place. 9. Under the content Y editing field there you will see: Select HTML. The content editing field will reload with the HTML X code for the page. 10. Find the INSERT HERE text and paste in the code you copied from YouTube. 11. Next, select the Normal option from under the content editing field to be returned to the regular editing screen where the video has been inserted into the page. Note: Other good options for hosting videos include Vimeo and Veoh. Documents To insert a document: 1. Highlight the text or object you want to link to the document. 2. Click the Document Manager button. 3. Click on the PageRev folder and click on Upload. Locate the document you wish to upload from your files, and click Upload. 4. Click the Insert button to insert the link to the document into the webpage. Quick Tip: It s a good idea to set a document link so it opens in a new window or new tab. This helps keep readers on your website. To do this, select New Window from the Target drop-down menu in the Hyperlink Manager. Web Manual: Web Pages March

81 Tables To Insert a Table 4. Click in the content area where you wish to insert the table. 5. Click the Insert Table button. 6. Hover the mouse over the cells to indicate how many columns wide and rows high you want the table to be. Click the right-most, bottom-most cell to make your selection. To Edit a Table The Table Wizard opens an editor with several options. The next row of buttons enables you to Insert Row Above, Insert Row Below, Delete Row, Add Column Left, Add Column Right, and Delete Column. The final button row enables you to Merge Cells Horizontally, Merge Cells Vertically, Split Cell Horizontally, Split Cell Vertically, Delete Cell and pull up Table Properties. Quick Tip: In a table, to have more than one paragraph in a single cell, use the following keyboard shortcuts to create a soft return: On a PC: Shift+Enter On a Mac: Command+Option+Return. Text Styles and Pre-formatted Layout Options The buttons described in the following sections provide pre-set formatting and layout items to make it easier to create pages. Text Styles This drop-down menu provides preset formatting for headings. Click anywhere in the content in this field to display the style being used. To apply a style to text, type or insert the desired text, highlight it and select an option from the drop-down menu. Web Manual: Web Pages March

82 Apply CSS Class CSS classes can format already existing content. The options available are: Layout wrap text to right: Wraps text around images. Select the image, then select this option from the Apply CSS Class drop-down menu. Layout wrap text to left: Wraps text around images. Select the image, then select this option from the Apply CSS Class drop-down menu. Link - button: Creates teal button links. Decide where you would like the button to be, type in what the link will say, link it to a page if necessary (following the instructions on how to create a hyperlink) and then highlight the words and select this option from the Apply CSS Class drop-down menu. It won t appear as if anything has changed but when you save and preview the page you will see the text has been formatted as a teal-coloured button. Insert Code Snippet Code snippets can insert preformatted objects into the content area before content is inserted. The options available are: Link button to online membership application form: Inserts a button link to an online membership application form that is centred within the content area. Popup: Inserts a piece of coding with editable link text and popup title and body text. You must be able to work within HTML in order to edit: <a href="javascript:popup.showmessage("popup Title","This is the text to be displayed in the popup box.<br /><br />Do not embed quotes or apostrophes. Also, keep everything on one line or the editor will truncate and escape it.<br /><br /><strong>html</strong> can be used but the content can not be designed visually.");">link text to be displayed (An image tag can be used here also.) You MUST Edit this in HTML view.</a><br> Example of a completed popup: <a href="javascript:popup.showmessage("example Popup"," 'This is an example popup.<br /><br />Any information can be entered here as long as it doesn't contain <strong>apostrophes</strong> or Web Manual: Web Pages March

83 <strong>quotations</strong>. You can even use HTML formatting!");"> Example popup link</a><br> Example popup link Example Popup This is an example popup. Any information can be entered here as long as it does not contain apostrophes or quotations. You can even use HTML formatting! Shared Media Library: Images and Documents There are three main folders in the media library: 1. The public catalog 2. The division catalog 3. The instance folder The public catalog is maintained by the provincial office team. The images in these folders have been purchased and cropped to the right sizes for use in the different components. All divisions are free to use any of the images found here. The division catalog is maintained by the local division and contains photos and documents that can be uploaded once, then used multiple times across the division site. To upload photos to your central catalog, go to the My Dashboard page and click on Media Libraries in the Division Administration Menu. Quick Tip: If you change the name of a folder, image, or document in the media library catalog, it will break all the links to where the photo is used on web pages. Only change folder names if absolutely necessary. The instance folder is the media folder for the specific web page revision you are working on. If you upload images or documents within the web page, they will only be accessible within that web page. How to upload and link documents: 1. Decide whether you want to upload the document to your central media folder (upload once, link to multiple times) or to the page revision (upload directly to the page you re working on, only use on that page) and upload: a. Central media folder: Web Manual: Web Pages March

84 i. Go to My Dashboard > Media Libraries > select the DivisionCatalog > select the folder you want to upload the file to ii. Click on the +Upload button iii. Click on the Select button and locate the file you want to upload iv. Click Open > Upload b. Page Revision: i. Go into the page and into the component you want to add the file to ii. Click on the File Manager button in the toolbar iii. Select the bottom folder: PageRev or ListRev iv. Click on the +Upload button v. Click on the Select button and locate the file you want to upload vi. Click Open > Upload 2. Link to the document: a. If you aren t already there, go into the page and into the component you want to add the file to b. Select the text or image you want to link, then click on the File Manager button in the toolbar c. Select the folder you uploaded the image to within DivisionCatalog, PageRev, or ListRev d. Click on the document e. Set Target to New Window f. Click on the Insert button Uploading and inserting images into the page follows the same process. Just make sure to crop the image before inserting it into the page. Quick Tip: Resize images before uploading them to the website: How to resize an image in Paint How to resize an image in Photoshop How to resize an image in Preview Note: Images inserted into components are very specific sizes. Use this list to resize your photos: Image Size (w x h) Bios Page - Individual Image 170x200 Bios Page - Team Image 590x200 Division Home Page Nav Background 910x251 Division Internal Page Nav Background 910x145 Divisions logos 240x50 Feature Box 1 Column 430x140 Feature Box 2 Column 430x140 Feature Box 3 Column 280x132 Large Feature Box 430x286 Web Manual: Web Pages March

85 Image Cropper The image cropper provides pre-set sizes which you can select to crop images once you upload them. You can crop images in your division catalog, or in the instance folder as explained here: 1. Within a component, click on the Image Manager button: or depending on the component. 2. Upload an image to the instance folder, in this case PageRev-1980, or use an existing image in that folder. Then click on the Image Cropper button: Web Manual: Web Pages March

86 3. If you are in a component that requires a specific size image, you will only see that option under the drop-down menu. If you are in a Copy Block component, or other component where you can use various image sizes, you will be given a number of choices to select from: Web Manual: Web Pages March

87 4. Choose a crop size and use the buttons to manipulate the image: Click on the image and drag to move it around Zoom in Rotate the image Zoom out Re-centre the image 5. When you are happy with how the image looks, click on the Crop Photo button. You will need to enter a name for the new, cropped image and click on Save. Then the image will be available in your folder to use. Embed a Google Calendar If your division uses a public Google Calendar, you may embed the calendar in a DivIT webpage: 1. Log into your Google Calendar. 2. In the calendar list on the left, click the down-arrow next to the calendar you want to embed, and select Calendar settings. 3. Copy the iframe code displayed in the Embed This Calendar section. 4. Navigate to the DivIT editor page. 5. Add a Copy Block or Copy Block with Header component and enter to edit. 6. Paste the calendar code into the component to embed your calendar. Web Manual: Web Pages March

88 Editing a List Explanation with Visuals 1. Navigate to a list-style component (these includes the Left Navigation List, Bios List, Postings List, Left Nav Teaser List). There are two ways to do this: a. From the My Dashboard page, click on Lists in the Division Administration menu under New CMS Website. Locate the desired list and click on it. b. Follow the instructions in the Editing a Web Page Explanation with Visuals section above to locate and enter a web page s layout editor. On that page, find and click on the desired list. 2. Click on an existing item in the list, or add a new item by click on the Actions dropdown and selecting the green plus sign. 3. You will be taken to an edit page with two different versions of that list item: Each list item has two versions: A and B. The version you are viewing (in this case, Version A) will have an orange header. To view the other version, click on the header that is grey: You will be switched to the other version (in this case, Version B) which will be highlighted in orange. Only one version can be live at a time. The live version is marked with a bright red Is Live button (in this case, Version A). You can only edit a list item when it is not live. If you would like to edit the list item version that is currently live, click on the Web Manual: Web Pages March

89 list version of the list item, then click on the Unlock for Edit button near the top of the page. This will remove the list item from your live site and it will not go live again until it goes through the proofreading process. If you would like to copy over content from the other version of the list item, scroll to the bottom of the page and click on Copy from Revision A/B button as shown here: 4. When you are satisfied that the list item is ready to go live, scroll to the bottom of the page and check off Is Ready for Proofreading. An automatic will be sent to Tara Lyon in Communications to proofread and make live. Web Manual: Web Pages March

90 Previewing and Submitting for Proofreading Previewing Your Work As you add and edit content on the page, these changes will be reflected instantly in the Page Preview pane beside the layout editor. Hover your mouse over a component, a cell, or a band in the layout editor and it will be outlined in red in the preview: The in-page preview is small, so to view a larger preview, use the preview page link in the top right-hand corner of the page. Proofreading Process for Web Pages The proofreading process for web page edits is: 1. Once the Division Administrator checks content as Is Ready for Proofreading on the Edit CMS Web Page Revision page, DivIT sends an automatic to the provincial Divisions communications team for review (a communications team member will review the content for GPSC style, consistency, branding, standards, messaging within GPSC initiatives, etc.). 2. The provincial team will respond with any suggested changes and mark content as Is Proofread. 3. Once approved, DivIT sends an automatic to the Division Admin to notify them that the content is live. Web Manual: Web Pages March

91 Proofreading Process for List Items The proofreading process for list items is the same as the process for web pages: 1. Once the Division Administrator checks a list item version as Is Ready for Proofreading, DivIT sends an automatic to the provincial Divisions communications team for review (a communications team member will review the content for GPSC style, consistency, branding, standards, messaging within GPSC initiatives, etc.). 2. The provincial team will respond with any suggested changes and mark content as Is Proofread and Is Live. 3. Once approved, DivIT sends an automatic to the Division Admin to notify them that the content is live. Note: Due to the high volume of proofreading requests, please allow 24 hours turnaround time. If the page has been submitted for proofreading and the Division Administrator needs to make additional edits, please the provincial communications team and ask them not to make the page live until the additional edits have been made. We appreciate your advance notice if you expect to sumbit a large number of pages in at once, or if you will be sumbitting pages which require a quick turn-around time. Web Manual: Web Pages March

92 Dashboard Info Boxes The three info boxes at the top of My Dashboard are a great place to communicate with members as it is the first thing they see when logging in to DivIT. You can post news, greetings, and links to documents or event announcements. To Edit the Title and Content of Info boxes: 1. Select Dashboard Info Boxes from the Division Administration menu on the My Dashboard page. 2. Edit the content. Note: once you have finished editing, look at how the info boxes display on the My Dashboard page. If the boxes are not the same length, go back into the Dashboard Info Boxes editor and add enters at the bottom of the content as needed to even them out. Web Manual: Web Pages March

93 Frequently Asked Questions I m trying to add a web page and getting the error Cannot insert duplicate key row in object dbo.webpage with unique index URLIdentifier. This statement has been terminated. What does that mean? When adding a web page, two fields must be unique: the URL Identifier and the page Description. For example, if you have one page with Events as the URL Identifier and try to create a second page using Events as the URL Identifier, you will get the above message and will not be able to save the page. To solve this problem, you must change the page s URL Identifier. For example, instead of Events, you could use Events2, Events2012 or GPevents. If you have a duplicate description, the message will read: Cannot insert duplicate key row in object 'dbo.webpage' with unique index Description. The statement has been terminated. When I enter content inside a box and hit enter, the text jumps outside the box. How can I stop this? Hold down Shift and hit Enter. This will also move the cursor to the next line instead of double-spacing the lines. What can I do when my cursor is stuck inside a box? Switch the content editor into HTML mode by selecting HTML from below the bottom of the page: Scroll to the bottom of the page and type a couple letters at the end of all the code. Switch back into Design view and the text you typed will show below the box and you will be able to edit it. I want to delete an element on the page (e.g. a box or table) but it won t delete. What can I do? If an element such as a box or a table won t delete, use the Tag Inspector which appears under the content area. Click on the item you wish to remove and the coding tag will appear as shown here using a blue box as an example: Select RemoveElement to delete the item attached to the tag. How do I figure out what the URL of my page is? Web Manual: Web Pages March

94 If the web page is live, open the page in a web browser and copy the url from the address bar. If the web page is pending approval, take the basic URL for the site which is For example, the Sandbox site which has been developed for reference and inspiration would be Then add the page s unique URL identifier which can be found on the Web Pages page. For example, the Contact Us page on the Sandbox site has the URL Identifier contactus as shown here: Therefore the whole URL for this page is How can I clean up the formatting when I copy and paste content from another source? Please refer to the Formatting Clean-up section of this handbook. Web Manual: Web Pages March

95 Templates Example division home page: Web Manual: Web Pages March

96 Example division home page layout: Web Manual: Web Pages March

97 Example About Us (Your Division) page: Web Manual: Web Pages March

98 Example About Us (Your Division) page layout: Web Manual: Web Pages March

99 Work Areas Getting Started Adding Users and Admins Likes & Follows Discussions Tasks and Tasks Chart Documents Web Manual: Work Areas November

100 Getting Started Work areas provide a space for project management and document sharing with internal staff, members, and external partners. To access the work areas, sign in to DivIT and select Work Areas Admin as shown in A to create or edit a work area, or select View Work Areas as shown in B to access the live work areas. A B You can also access live work areas through the gray navigation bar as shown here: Before Creating a Work Area All work areas are restricted to a committee. Before creating the work area, you must create the committee you will attach it to through My Dashboard > Division Administration Menu > Committees. For more detailed instructions on how to create a committee, refer to the Member Management Manual. You may add additional users later through the committee or from within the work area. Please see the Adding Users and Admins section of this manual for more information. To Add a Work Area Once you have created a committee, select Work Areas Admin from the Division Administration Menu on the My Dashboard page. This will take you to the list of work areas that already exist and where you can add new work areas. You must be a Divisions Administrator in order to create a work area. Web Manual: Work Areas November

101 To add a new work area, click the Add button under the Actions drop-down menu, as shown in C. C You will then be prompted to complete an Add Web Page form: Complete the Description field with the title of the work area and select the desired committee from the Committee drop-down menu. Click on Save to save and return to the work areas admin page or Save and New to create another work area. To Edit a Work Area Select Work Areas Admin from the Division Administration Menu on the My Dashboard page. This will take you to the list of work areas that already exist. From this page, you may click on a work area title to edit that work area. If you have a number or work areas, you may wish to use the Filters drop-down or the search field to assist you in the locating the desired work area. To View the Work Area and Content Once the work area is created, you can view it by selecting View Work Areas from the Division Administration Menu on the My Dashboard page, or by selecting Work Areas from the gray navigation bar: Web Manual: Work Areas November

102 The blank work area (before it is populated with content) will look like this: D.1 D.2 D.3 This dashboard view is customizable. The three stacked lines displayed between content areas indicate places where you can drag the window to show more or to show less of specific areas as shown by D.1, D.2, and D.3. For example, to show more discussions, you could drag the D.1 lines up. Web Manual: Work Areas November

103 The reloaded page would display like this: E.1 E.3 E.2 You can also hide specific content areas by clicking on the arrows indicated by E.1, E.2, and E.3. For example, if you wished to hide the Discussions content box entirely, you could click on the top E.2 arrow to collapse the window to the left. As a visual cue, the arrow points towards the left, the direction the Discussions area will move. Web Manual: Work Areas November

104 This is what the window would look like: To re-expand the Discussions area, click on Show Discussions at the top of the page or click on the arrow on the left side of the screen. As a visual cue, the arrow points towards the right, the direction the Discussions area will move. Every time you move pieces of the dashboard, the screen will need a moment to reload. Your preferences will be remembered the next time you open the work area. To navigate through tasks, discussions, and documents, use the controls at the bottom of the area: Web Manual: Work Areas November

105 The arrows allow you to navigate to the very first or last page of records, to type in the specific page number you want to view or the number of items you want to view on a page. All pop-up windows can be made larger by dragging the edges of the window outwards. You can exit all pop-up window by clicking anywhere outside of the window, however this will not save any changes made. Web Manual: Work Areas November

106 Adding Users and Admins To Add a User All work areas are restricted to a committee and members of the committee automatically have access to the work area. To give access to additional people, you may add them as users to your database, then add them to the committee or you may add them directly in the Work Area by clicking on the Invite User icon indicated by F. F An Invitation form will pop up. Enter the address of the person you wish to invite to the work area. If they already have a DivIT account, they will be able to link their existing account to the invitation. Their member profile will only appear in your Division s user database if their existing account if with your Division. If they do not already have a DIVT account, they will be directed to create an account through which they will be able to access just the work area. You will be able to identify these users in your database as their member type will be Committee Partner and their security role will be Div Committee Partner. Note: Don t forget that when you add a new user to a committee, they will have access to all other work areas, calendar activities, and forums assigned to that committee. Note: All Division admins automatically have access to Division work areas. Web Manual: Work Areas November

107 This is what the invitation looks like: To Remove a User From the My Dashboard page, click on Committees and go into the committee that is attached to the work area. Locate the user and click on the x beside their name to remove them from the committee. This will remove their access to everything associated with the committee, including s sent to the committee through the DivIT mailing lists. To Add / Remove an Admin G Anyone with access to a work area can be made an admin. To assign admin access to a user, click on the Administrator Access icon indicated by G. In the window that pops up, check or uncheck the desired users and click on Save. Work area admins can: Add users Assign admins Edit details of discussions, tasks and documents Web Manual: Work Areas November

108 Likes & Follows The like button is a way to publically show your appreciation of discussions, comments, tasks, and documents in the work areas. To use the like button, click on the Like icon or Like link next to item. For example, as shown by H and I: H I Follows allow you to receive notifications any time there is a new comment added to a discussion, a task is updated, or a new revision is added to a document. To set up how you would like to receive notifications, instantly or daily, click on the User Preferences icon indicated by J. Select either Instant or Daily Summary from the drop-down menu and click on Save. J For more details on how to follow documents, tasks, and discussions, please refer to those sections of this manual. Web Manual: Work Areas November

109 Discussions The discussions area allows for discussion and information sharing related to the work area topic. To Add a New Discussion Click on the plus icon under the Actions drop-down in the Discussions area. The New Task form will pop up: Subject: this is the title of the discussion. Content Area: type out the initial information or question you wish to share here. Active: this defines if the discussion is active. Locked: this locks down the discussion and prevents any changes from being made or new messages from being added. Private: if you would like to carry on a private discussion with some, but not all, of the work area users, you can choose to restrict the discussion. To add users to the discussion: 1. Check off Private, then click on the Setup Private Members icon: 2. Click on the plus icon under the Actions drop-down. 3. Select the desired name from the drop-down menu. 4. Repeat steps 2 and 3 to add additional people. Even the division administrator will be unable to see any discussions they have not been given permissions to. Sticky Discussion: check this option off to make the discussion stay at the top of the discussions list. Order: if you have more than 1 sticky discussion, use the order feature to define what order they appear in. 1 will appear at the very top of the list. Web Manual: Work Areas November

110 Complete the form and click on Save. The page will reload with the document in the document list: To Edit or Comment on an Existing Discussion To go in and edit or comment on an existing discussion, click on the discussion in the discussions list. The discussion edit window will pop up (to see the whole window, you may have to scroll or drag the window to expand it): Web Manual: Work Areas November

111 Edit the active, locked, private, sticky, order, and title by clicking on Edit Data and making the desired changes. To add a comment on the discussion, type the desired comment in the Add Comment box and click on Save Comment. To Sort or Filter Discussions Once you have a number of discussions in the work area, it can be helpful to use sorts and filters to find the right one. Discussions are automatically sorted by date edited; the discussion with the most recent comments will be shown at the top of the list. Under the Filters menu you will find options to filter to specific types of tasks only: Show Active: this automatically filters to only show active discussions, but you can choose to view both active and inactive discussions, or just inactive discussions. Show Locked: chose to show all discussions, or to show only locked or only not locked. Show Discussions: view discussions or choose to not view discussions. Show Tasks: this option allows you to show discussions attached to tasks in the discussions area. Show Documents: this option allows you to show discussions attached to documents in the discussions area. Show Liked: displays only discussions that have been liked, only discussions that have not been liked, or all discussions. Show Following: displays only discussions that have been followed, only discussions that have not been followed, or all discussions. Discussions on Tasks and Documents In addition to engaging in general discussions on the work area topic, users can also attach discussions to specific tasks or documents. For more information, refer to the tasks and documents sections of this manual. Web Manual: Work Areas November

112 Discussion Notifications To receive notification that a new comment has been added to a discussion, first set whether you would like to receive notifications instantly or daily. Click on the User Preferences icon indicated by K. Select either Instant or Daily Summary from the drop-down menu and click on Save. L K Next, find the discussion you want to follow and click on the View Follows icon as shown by L. The pop-up window will show you which other work area users are following that discussion and allow you to sign up for notifications by click on the Follow link. Once you have followed the discussion, your name and image will appear in the Follows list and the number beside the View Follows icon will increase by 1. You can also stop receiving notifications by coming to this window and clicking on the Unfollow link. You can also follow a discussion by clicking on the discussion title and clicking on the Follow link at the top, right-hand side of the pop-up window: Web Manual: Work Areas November

113 Tasks and Tasks Chart The Tasks area allows any work area user to add and assign tasks in the tasks list. These tasks, automatically populate the chart at the top of the page. To Add or Edit a Task Click on the plus icon under the Actions drop-down in the Tasks area. The New Task form will pop up: Description: this will appear as the title of the task in the task list and in the chart. Active: this defines whether the task is active or not. Member: select the lead on this task from the drop-down menu. Only users with access to the work area will appear in the menu. Start Date: the start date of the task. Due Date: the due date of the task. Status: select the appropriate option from the drop-down to generally indicate the progress of the task. If the status is set to Complete, the Percent Complete will automatically show as 100%. Percent Complete: define what percentage of the task is complete. This will be displayed on the chart. Notes: this area can contain any additional information. Web Manual: Work Areas November

114 Complete the form and click on Save. The page will reload with the task in the task list and in the chart: To go in and edit an existing task, either click on the task in the tasks list, or in the chart. The task edit window will pop up: To Sort or Filter Tasks Web Manual: Work Areas November

115 Once you have a number of tasks in the work area, it can be helpful to use sorts and filters to find the right task. Tasks are automatically sorted chronologically by start date in the list and in the chart. You may also choose to sort by Description, Member, Start Date (in reverse order), Status, Due Date, or Percent Complete by selecting the desired option from the Filters drop-down menu. Under the Filters menu you will also find options to filter to specific types of tasks only: Member: this allows you to view only tasks assigned to a specific user. Show Active: this automatically filters to only show active tasks, but you can choose to view both active and inactive tasks, or just inactive tasks. Show Not Started: automatically set to show tasks with the status Not Started. Use this filter to turn that view on or off. Show in Progress: automatically set to show tasks with the status In Progress. Use this filter to turn that view on or off. Show Completed: automatically set to show tasks with the status Completed. Use this filter to turn that view on or off. Discussions Attached to Tasks To add a discussion to a task, click on the task, then scroll down to the Discussions area of the edit window. Click on the plus icon under the Actions drop-down. Web Manual: Work Areas November

116 The Add Discussion form will pop up: From here, follow the instructions given in the discussions section of this manual to add the new discussion. It will display in the task window like this: Task Notifications To receive notification when a task has been updated, first set whether you would like to receive notifications instantly or daily. Click on the User Preferences icon indicated by M. Select either Instant or Daily Summary from the drop-down menu and click on Save. N M Next, find the task you want to follow and click on the View Follows icon as shown by N. Web Manual: Work Areas November

117 The pop-up window will show you which other work area users are following that task and allow you to sign up for notifications by click on the Follow link. Once you have followed the discussion, your name and image will appear in the Follows list and the number beside the View Follows icon will increase by 1. You can also stop receiving notifications by coming to this window and clicking on the Unfollow link. You can also follow a task by clicking on the task title and clicking on the Follow link at the top, right-hand side of the pop-up window: Web Manual: Work Areas November

118 Documents The Documents area allows work area users to share document revisions, receive update notifications, and engage in discussions. To Add a New Document Click on the plus icon under the Actions drop-down in the Documents area. The New Document form will pop up: Description: this will appear as the title of the task in the task list and in the chart. File: upload the desired file by clicking on Browse and selecting the file from your computer. Active: this defines whether the task is active or not. Locked: check off this option if you don t want any edits to be made to the document. Purpose: expand on the contents of the document here if desired. Complete the form and click on Save. The page will reload with the document in the document list: Web Manual: Work Areas November

119 To Edit a Document To go in and edit or access an existing document, click on the document in the documents list. The document edit window will pop up: O Note: The above screen shot is the admin view. Admins are able to edit the document description and whether a document is active or locked. Non-admins cannot edit or view these options. Web Manual: Work Areas November

120 Document Revisions From the document edit pop-up window, you can view all revisions of a document. To download a revision, click on the download icon next to the revision you wish to access as shown in O. Make the desired changes, then upload the new version by selecting the plus icon under the Actions drop-down. You will be prompted to upload the new version and include a description and notes to identify the changes made. Document Discussions All documents have an attached discussion area viewable in the document edit window under the list of revisions. To add a new discussion, click on the desired document, scroll down to the discussions area and select the plus icon under the Actions drop-down. A New Discussion form with pop up: To Sort or Filter Documents Once you have a number of documents in the work area, it can be helpful to use sorts and filters to find the right document. Tasks are automatically sorted chronologically by when they were created, starting with the first document added, down to the most recent. You may also choose to sort by Created By, Description, Created On, or # of Revisions by selecting the desired option from the Filters drop-down menu. Under the Filters menu you will also find options to filter to specific types of tasks only: Active: this allows you to display all documents, or only active documents. Search for: enter search terms here to locate documents using a search. Web Manual: Work Areas November

121 Discussions Attached to Documents To add a discussion to a document, click on the document, then scroll down to the Discussions area of the edit window. Click on the plus icon under the Actions dropdown. The Add Discussion form will pop up: From here, follow the instructions given in the discussions section of this manual to add the new discussion. It will display in the task window like this: Document Notifications To receive notification when a new revision has been added to a document, first set whether you would like to receive notifications instantly or daily. Click on the User Preferences icon indicated by P. Select either Instant or Daily P Web Manual: Work Areas November Q

122 Summary from the drop-down menu and click on Save. Next, find the task you want to follow and click on the View Follows icon as shown by Q. The pop-up window will show you which other work area users are following that task and allow you to sign up for notifications by click on the Follow link. Once you have followed the discussion, your name and image will appear in the Follows list and the number beside the View Follows icon will increase by 1. You can also stop receiving notifications by coming to this window and clicking on the Unfollow link. You can also follow a task by clicking on the task title and clicking on the Follow link at the top, right-hand side of the pop-up window: Web Manual: Work Areas November