ONEWeb: The Definitive Guide. A Comprehensive Look at the ONEWeb Content Editor

Transcription

1 ONEWeb: The Definitive Guide A Comprehensive Look at the ONEWeb Content Editor Last revised November 18, 2014

2 Contents Getting Started with ONEWeb...4 Clearing Your Browsing Data and History...4 Windows Users...4 OS X Users...5 ONEWeb Page Structure...6 Masters and Regions...6 Content Page Master...7 Landing Page Master...8 News Master*...9 Wide Content Page Master Home Page Master* Logging in to ONEWeb Creating a New ONEWeb Page Editing Page Settings Working with Content Blocks Alpha-sorted Directory Byline* Carousel Data Table Emergency Home Page Content* Everyday Home Page* Featured Media Full Page Table Navigation News Listing People List Section with Definition List Section with List Section with Pull Media Section with Pull Quote Section with Text Spiffs Address Spiff

3 Calendar Spiff Clinical Appointments Spiff Contact Spiff List Spiff Media Spiff MyChart Spiff News Spiff Text Spiff Thumbnail Spiff Using the Link Chooser Using the Media Chooser Images Documents Upload a new file Audio/Video Page Versioning Page Approval and Publishing Process Step One: Internal Departmental Review Step Two: Share Your Page with the Office of Communications Option One: Manually Release for Review Option Two: Automatic Release for Review Step Three: Feedback or Approval Notification from the Office of Communications Web Content Reminders from the Office of Communications When creating or editing a page Media Content Accuracy Responsibility My Console

4 Getting Started with ONEWeb The ONEWeb content editor features an intuitive interface, which allows you to quickly add and update content and media as you manage your BCM website. All content and media are added and updated within content blocks, and these content blocks are designed specifically with the viewer in mind and will help you to divide content and media into easily scannable chunks. To begin making updates to your website using the ONEWeb content editor, please install the free Google Chrome web browser at or the free Mozilla Firefox web browser at Clearing Your Browsing Data and History If you are ever experiencing problems using the ONEWeb content editor, it is recommended that you first clear your browsing data and history and attempt to perform the operation again before reporting an issue. In addition, as new features are made available within ONEWeb, you should also clear your browsing data to ensure you are able to take advantage of the latest features and functions. Follow the steps below to clear your Chrome browsing data. 1. Click the Chrome menu in the upper, right corner of the browser toolbar. 2. Select Tools. 3. Select Clear browsing data. 4. In the dialog that appears, select all the checkboxes. 5. Use the menu at the top to select the amount of data that you want to delete. Select the beginning of time to delete everything. 6. Click Clear browsing data. You can also bookmark these steps for future reference: To clear your Firefox browser history, take the following steps. Windows Users 1. Select the Firefox menu (the orange button in the top left corner of your browser window). 2. Select History. 3. Select Clear Recent History 4. In the Clear Recent History window, select the Time range to clear. Select Everything if you want to completely expunge your history. 5. Click the arrow next to Details, and check all available boxes. 6. Click the Clear Now button. 4

5 You can also bookmark these steps for future reference: US/kb/remove-recent-browsing-search-and-download-history#w_how-do-i-clear-myhistory. OS X Users 1. Click the History menu. 2. Select Clear Recent History 3. In the Clear Recent History window, select the Time range to clear. Select Everything if you want to completely expunge your history. 4. Click the arrow next to Details, and check all available boxes. 5. Click the Clear Now button. You can also bookmark these steps for future reference: US/kb/remove-recent-browsing-search-and-download-history#w_how-do-i-clear-myhistory. 5

6 ONEWeb Page Structure Masters and Regions In the ONEWeb content management system, every web page has the following characteristics: 1. Specific visual theme (the look and feel of the page) 2. Master (layout) within that theme 3. Content regions on the page, determined by the master 4. Content blocks compatible with each content region A page using the ONEWeb theme and Landing Page master. Currently, only one theme (ONEWeb) is available. The following masters are compatible with this theme. 6

7 Content Page Master The Content Page master is the most commonly used master throughout the website, comprising nearly all pages that are not home pages or landing pages. Regions Noted below each region are the content blocks compatible with that region. 1: Navigation 2: Content 3: Origami (sidebar) Navigation menu Section with text Section with pull media Section with list Section with pull quote Section with definition list Carousel Alpha-sorted directory News listing Featured media People List Text Spiff List Spiff MyChart Spiff Address Spiff Clinical Appointments Spiff Contact Spiff Media Spiff Thumbnail Spiff News Spiff Calendar Spiff 7

8 Landing Page Master Regions Noted below each region are the content blocks compatible with that region. 1: Navigation 2: Content 3: Origami (sidebar) 4: Spiff region Navigation menu Image carousel Text Spiff, List Spiff, MyChart Spiff, Address Spiff, Clinical Appointments Spiff, Contact Spiff, Media Spiff, Thumbnail Spiff, News Spiff, Calendar Spiff Text Spiff, List Spiff, MyChart Spiff, Address Spiff, Clinical Appointments Spiff, Contact Spiff, Media Spiff Thumbnail Spiff, News Spiff Calendar Spiff 8

9 News Master* *This master is currently reserved for use by the Office of Communications. Regions Noted below each region are the content blocks compatible with that region. 1: Navigation 2: Content 3: Origami (sidebar) Navigation menu Section with text Section with pull media Section with list Section with pull quote Section with definition list Carousel Alpha-sorted directory Byline People List Text Spiff List Spiff MyChart Spiff Address Spiff Clinical Appointments Spiff Contact Spiff Media Spiff Thumbnail Spiff News Spiff Calendar Spiff 9

10 Wide Content Page Master Regions Noted below each region are the content blocks compatible with that region. 1: Navigation 2: Content Navigation menu Alpha-sorted directory Full Page Table 10

11 Home Page Master* *This master is reserved for use by the Office of Communications. Regions Noted below each region are the content blocks compatible with that region. 1: Content Everyday home page Emergency home page content 11

12 Logging in to ONEWeb 1. Navigate to 2. Click the Log In link, located in the upper, right corner of the page. 3. Enter your BCM address and Password in the corresponding fields, and click Submit. 4. Browse to the desired page you wish to edit or create a new child page beneath. 12

13 Creating a New ONEWeb Page A website is really just a collection of pages, where some are children or siblings to other pages. A tree diagram, like a family tree, best illustrates how these pages connect to one another, where the BCM home page is alone at the top, and all other pages are children to it, and so on. Just like in a real family tree, you can t have children without parents higher up in the tree. So to have a Medical School page, you have to have a Schools parent. That Schools page has to have an Education parent, and that Education parent has to have a parent as well, which is the BCM home page. It is important to note that, to create a new ONEWeb page, you must first navigate to the desired parent page. 1. Navigate to the desired parent page under which you would like to create a new ONEWeb page. 2. From the parent page, click the Add new page button from the Editor toolbar. 13

14 3. Within the Add a new page window, complete the following fields. Title The title displays within the browser tab and breadcrumb. Name The page name displays at the end of the URL. It must contain only lowercase letters, numbers, or a hyphen. Include hyphens between words to ensure human-readable URLs. Description The description should be a descriptive sentence which summarizes what the page is about. The description will display for viewers on a search engine result page. Page parent The current page parent displays by default. Verify the parent is correct. The page parent can be changed here, if desired. Redirect target* If the viewer should be redirected to another ONEWeb page when visiting the current page, a redirect page can be selected. Tags** Press the down arrow key or start typing to select the desired tags. It is important to enter general tags and specific tags for search purposes. If the tag you enter does not appear in blue below the tags field, it will not be applied. Show in navigation Signifies that this page s title, as you entered in the Title field, will appear in the parent page s blue bar navigation menu. This box is checked by default, and should only be unchecked if you explicitly want to create a page that isn t meant to show in its parent page s blue bar navigation menu. * NOTE: Please contact the Office of Communications (pa-webteam@bcm.edu) before using. 14

15 ** NOTE: Though over 4,000 tags are preloaded in the system, and matches will appear as you type, if you wish to add a tag that isn t found, please contact the Office of Communications (pa-webteam@bcm.edu) with any tags you need added to ONEWeb. 4. Within the Choose a Master section, select: Content Page if you are creating a standard page. Landing Page if you are creating a landing, or entry, page. Directory if you wish to create a page that will only include an alpha-sorted directory listing. 5. Currently, there are no other visual themes to select from. Within the Choose a Theme section, the OneWeb theme is selected by default. 6. After completing the above fields, click ok. Your new page displays. 15

16 Editing Page Settings If you need to edit a page s properties, such as a page s title, description, or name, you can click the Edit page settings button from the Editor toolbar. Within the Page Settings screen, you can edit the page Title, Description, Tags, Name, and Page parent. In addition, the following features are available within the Page Settings screen: Duplicate this page if you would like to create a page very similar in nature to the current page, click the Duplicate this page button. You will be prompted to enter a Name, Title, and designate a New Parent page for the new page. After clicking ok, a duplicate page will be created and will include the same page master and content blocks as the original page. Show in navigation checkbox this option is selected by default. When selected, the text entered in the Title field displays in the blue bar navigation on the parent page. When deselected, the text entered in the Title field is hidden from the blue bar navigation on the parent page. Use as section title checkbox this option is deselected by default. When selected, the text entered in the Title field displays above the blue bar navigation on the current page and all child pages created beneath the current page. When deselected, the page title will be inherited from the Title field of the parent page created above the current page. 16

17 Page Settings Screen: 17

18 Working with Content Blocks 1. Within the page on which you wish to add content, hover the cursor over the desired region and click the Edit (purple pencil) icon. 2. To add a content block to the Canvas, drag and drop the desired content block from the Block Palette to the desired location within the Canvas. Content blocks can be clicked and dragged up and down to be reordered within the Canvas. When a content block is dragged to the Canvas, it will open for editing. Doubleclick on an existing content block to edit it. To delete a content block, click click delete.. Then, 18

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20 Alpha-sorted Directory Compatible masters: Content Page, Directory, News The Alpha-sorted Directory content type lets you display a list of links sorted in alphabetical and/or numerical order, providing visitors the ability to quickly scan and locate desired content. You can insert a heading and explanatory paragraph, followed by a list of linked items that are automatically alphabetically and/or numerically sorted. When displayed on a page, a selector appears at the top of the directory and displays the first letter (or number) of all of the items represented within the list. The linked list items are grouped alphabetically (or numerically), and corresponding headings (A-Z and 0-9) are automatically generated. Each letter that displays within the selector is automatically linked to the corresponding section heading. Add a Heading and Description for the List 1. Within the content block edit window, enter the desired heading in the Heading field. Note that the Heading field is required. 2. Enter a descriptive paragraph about the directory items in the Description field. Add and Link List Items 3. Within the List Items section, enter a list item within the Add field and click the Insert Link button. 20

21 4. The Link Chooser displays. Select the desired page from the page tree, enter the desired external URL or select the desired document, and click ok. 5. Click the Add to List button. 6. Repeat steps 3 5 as many times as needed to add each item to the list. Locate a List Item 7. Enter part of the item name within the Find list item field. As you type, the list is automatically filtered based on the text you enter. 21

22 Edit a List Item 8. Click the Edit button to the right of the item. 9. Within the Edit area, update the item name and/or select a new link target. Then, click the Update link button. Delete a List Item 10. Within the Edit area, click the click the Delete button to the right of the corresponding item. Then, click. 22

23 11. After adding all desired list items, click ok. 12. To view the Alpha-sorted Directory on the page, click done to return to Page View. Byline* Compatible masters: News The Byline content type lets you enter authorship and contact information for a news writer. When a new page is created and the News master is selected, the Byline content type is automatically included at the top of the canvas. *Note that the Byline content type is currently for use exclusively by the Office of Communications for the creation of corporate news pages. The creation and display of department/section/center news is forthcoming. 1. Enter the desired author s name in the Author field. 2. Enter the date the article was published in the Date Published field using the date selector. 3. Enter the author s address in the field. 4. Enter the author s phone number in the Phone field. 5. Enter a desired location in the Location field. 23

24 6. Click ok. 7. To view the Byline on the page, click done to return to Page View. Carousel Compatible masters: Landing Page, Content Page Minimum image size: 1200 x 520 pixels Carousel on Landing Page 24

25 Carousel on Content Page The Carousel content type displays one to four large images spanning the width of the page, which automatically cycle every few seconds, or can be cycled through by clicking left and right arrows on either end of the carousel. 1. Within the content block edit window, enter the desired heading in the Heading field. Note that the Heading field is required. 2. Enter the desired text in the Content field. 3. Click to select an image. Note that selecting media is required. 25

26 4. The Media Chooser > Image Chooser displays. Locate and select the desired image. Click. Note that if the desired image thumbnail has a crop symbol over it, you may select the image, and then you must click the button. You can then use the Cropper tool to reposition the image as desired. 5. To make the text within the Content field an active hyperlink, click the Link Chooser button, located directly below the Content field. 6. The Link Chooser displays. Select the desired page from the page tree and click ok. 7. Once a Carousel element is edited, a blank Carousel element displays. Repeat steps 1 6 as needed within the next Carousel element in order to add an additional Carousel item to the page. 8. After adding all desired Carousel elements, click ok. 9. To view the Carousel elements on the page, click done to return to Page View. 26

27 Data Table Compatible masters: Content Page The Data Table content type lets you arrange relevant data in rows and columns, ranging from a minimum size of 2 x 2 (two columns by two rows) to a maximum size of 8 x 50 (eight columns by fifty rows). Columns and rows can be dragged and reordered, and columns can be resized. All data entered is automatically centered within each cell, and the table is automatically resized to span the width of the content region. NOTE: The Full-Page Table content type, on page 32, allows for a maximum of 12 columns. The Data Table content type is designed to be used in conjunction with a content type that includes a heading, such as Section with Text or Section with List. Please keep in mind the following requirements as you create a table: The Caption field is required. The text entered in the Caption field serves as the table title. Your table must be formatted in such a way that it has at least a header column or a header row. While you can include both a header column and a header row, only one of these is required. Create Your Table 1. Within the content block edit window, enter the desired table title in the Caption field. Note that the Caption field is required. 27

28 2. Enter the desired data in each cell. At minimum, a 2 x 2 table will be displayed. Note that when you click in a cell, a toolbar displays, allowing you to format text and add/remove links. Perform Table Operations Click the dropdown arrow next to a column label to display available column operations. Click the dropdown arrow next to a row label to display available row operations. 28

29 Note that the header option is only available when clicking the dropdown arrow for Column A and Row 1. Reorder Columns and Rows You can reorder columns and rows by clicking and dragging a column or row label to its desired location. In the examples below, column B is dragged to the right of column C (left), and row 4 is dragged above row 3 (right). Resize Columns You can resize columns by clicking and dragging the dividing line between column headers. 29

30 Emergency Home Page Content* Compatible masters: Home Page *The Emergency Home Page content type prominently displays a banner with headline and text over the normal content of the BCM home page and is reserved SOLELY for use by the Office of Communications. 1. Ensure that the Emergency Home Page Content type displays above the Everyday Home Page content type within the Canvas. 2. Within the content block edit window, enter the desired text in the Heading field. 3. Enter the desired text in the Content field. 30

31 4. Click ok. 5. To view the Emergency Home Page content type on the page, click done to return to Page View. Everyday Home Page* Compatible masters: Home Page *The Everyday Home Page content type displays the contents of the BCM home page and is reserved SOLELY for use by the Office of Communications. Featured Media Compatible masters: Content Page Minimum image size: 970 x 444 pixels The Featured Media content type displays a single, large media object that spans the width of the region, along with a short caption beneath the object. The media object is intended to be the featured focus of the page. 1. Within the Add Media section of the content block edit window, click the Media Chooser button to select the desired media. 2. The Media Chooser displays. Within the Media Chooser, select the desired media type from the left menu. Then, locate and select the desired media. If you select an image that is larger than the defined parameters, use the Cropper tool to crop the image. Note that if you would like to upload new media or embed video or audio, select the Upload new menu item. 31

32 3. Within the Add/Edit Caption section, enter a brief caption to describe the selected media. 4. After entering the desired content, click ok. 5. To view the Featured Media content block on the page, click done to return to Page View. Full Page Table Compatible masters: Wide Content Page The Full Page Table content type allows you to enter tabular data onto a ONEWeb page, just as the Data Table content type does, with some important exceptions: The Full Page Table is only available as a choice when selecting the Wide Content Page master. 32

33 The Full Page Table allows for 12 columns, four more than the Data Table content type. (The same 50-row maximum applies to both content types.) NOTE: Because the Full Page Table behaves like the Data Table content type, please refer to the Data Table content type s usage instructions on page 27. Navigation Compatible masters: Landing, News, Directory, Content Page, Home page The Navigation content type lets you edit the navigation region on a desired page by rearranging automatically-generated navigation items or creating custom navigation. Note that the most common use of this content type will be to rearrange automaticallygenerated navigation items. If you would like to create custom navigation on a page, please first contact the Office of Communications. Editing Automatically-Generated Navigation 1. After selecting the Navigation region on the desired page (within the Canvas view), double-click on the Navigation content block. 2. Within the Auto-generated tab, click anywhere within the desired Navigation element and drag the element up or down to the desired location. 3. Click ok. 4. To view the Navigation elements on the page, click done to return to Page View. Creating Custom Navigation 1. Within the content block edit window, select the Custom tab. 2. Within the Navigation element field, enter the desired text, which will display as a navigation item on the page. 3. Click the Add Link button. The Link Chooser displays. Select the desired page from the page tree, enter the desired external URL, or select the desired document, and click ok. Note that each Navigation element must be linked to a page, external URL, or document. 33

34 4. Repeat steps 2 3 as needed in order to create each custom Navigation element. Rearrange a Custom Navigation Element Click anywhere within the desired element and drag the element up or down to the desired location. Edit a Custom Navigation Element Click within the desired element s text field. Edit the text as necessary. To change/update the link, click the Edit Link button to access the Link Chooser and select a new link. Delete a Custom Navigation Element Within the desired Navigation element, click the Delete button. Then, click. 5. After adding/editing all desired Navigation elements, click ok. 6. To view the custom Navigation elements on the page, click done to return to Page View. 34

35 News Listing Compatible masters: Content Page The News Listing content type displays a paginated list of linked headlines for existing BCM news stories where each headline, when clicked, takes the visitor to the page displaying the complete news story. 1. Within the content block edit window, enter the desired heading in the Heading field. Within the Filters section, use any of the following fields and drop down menus to narrow the news listing to meet specified criteria: 35

36 2. Enter any relevant tags as desired in the Has Tags field. Available tags correspond to the tag categories at 3. Select an author from the Written By drop down menu. 4. Within the Date Range section, use the calendar selector buttons to set a desired date range in the From and To fields. 5. Select the desired display order from the Order By drop down menu. 6. Select the desired amount of links to display per page from the Links per Page drop down menu. 7. Select the maximum number of news links to display in total from the Max Number of News Links drop down menu. 8. After applying all of the desired filters to the news listing, click ok. 9. To view the News Listing content block on the page, click done to return to Page View. 36

37 People List Compatible masters: Content Page, News The People List content type lets you insert a heading, followed by a brief description and a list of up to 20 BCM faculty, staff, and/or students, containing information they approve for display from their Signature profiles. 1. Within the content block edit window, select the appropriate Heading level from the dropdown menu. If this is the first content block that will display on the page, the Page title option should be selected. 2. Enter the desired heading for the content block in the Heading field. 3. Enter a descriptive paragraph that describes the list of people within the Description field. Note that you can copy content from a document or web page and paste the content in the Description field. 37

38 4. Within the People section, click the button. 5. The People Chooser displays. Search for a person by name, department, position, or facility by selecting the desired tab on the left. Then, enter part of the person s first or last name. Click the Search button. 6. A list of people meeting the search criteria displays. Click on the desired person you wish to add to the list. The person s name is added to the My list section on the right side of the screen. 38

39 7. Repeat steps 5-6 as many times as needed in order to search for and select all of the people you wish to include in your list, up to a maximum of 20 people. If you need to list more than 20 people, consider breaking your list up into categories. 8. To reorder items in your list, simply drag the person(s) you wish to move up or down in the list. 9. To delete a person from the list, click the located in the upper, right corner of the corresponding box containing the person s name/information. Then, click the button to confirm deletion. 10. Once you have created your list, click ok. 11. From the Profile Type dropdown menu, select whether the list is a staff/faculty list or a doctor list. 12. To save your list, click ok. 13. To view the People List on the page, click done to return to Page View. NOTE: Though you have added people to the People List, their information (photos, biographical and contact information) will not display on the published web page until those people (or their delegates) log into Signature and explicitly approve the display of their information on your page. 39

40 Section with Definition List Compatible masters: Content Page, News Minimum image size: 110 x 110 pixels The Section with Definition List content type lets you insert a heading, followed by a brief description and a list of terms and corresponding definitions. A thumbnail image may also be included with each term/definition pair, and each pair may be linked to a page, URL or document. 1. Within the content block edit window, select the appropriate Heading level from the dropdown menu. If this is the first content block that will display on the page, the Page title option should be selected. 2. Enter the desired heading for the content block in the Heading field. 3. Enter a descriptive paragraph that describes the list of terms and definitions within the Description field. Note that you can copy content from a document or web page and paste the content in the Description field. 40

41 4. Within the Definition List element block, enter a desired term within the Term field. 5. Enter the desired text in the corresponding Definition field. Link a Term/Definition to a ONEWeb Page, External URL or Document Click the Insert Link button. The Link Chooser displays. Select the desired page from the page tree, enter the desired external URL, or select the desired document, and click ok. Insert a Thumbnail Image Click the Media Chooser button. The Media Chooser displays. Within the Media Chooser, select the desired media. If you select an image that is larger than the defined parameters, use the Cropper tool to crop the image. Note that if you would like to upload new media, select the Upload new menu item. 41

42 6. Once a Definition List element is edited, a blank Definition List element displays. Repeat steps 4 5, along with the optional steps for adding a corresponding link or thumbnail image, as needed within the next Definition List element. Continue adding term/definition pairs as needed. Rearrange a Definition List Item Click anywhere within the desired Definition List element and drag the element up or down to the desired location. Delete a Definition List Item Within the desired Definition List element, click the click the Delete button in the upper, right corner. Then, click. 7. After adding all desired Definition List elements, click ok. 8. To view the Definition List elements on the page, click done to return to Page View. 42

43 Section with List Compatible masters: Content Page The Section with List content type lets you insert a heading, followed by a descriptive paragraph and a bulleted or numbered list. 1. Within the content block edit window, select the appropriate Heading level from the dropdown menu. If this is the first content block that will display on the page, the Page title option should be selected. 2. Enter the desired heading for the content block in the Heading field. 3. Enter a descriptive paragraph that describes the list within the Description field. Note that you can copy content from a document or web page and paste the content in the Description field. 4. From the List Type dropdown menu, select Normal to create a bulleted list, or select Numbered to create a numbered list. 5. Within the Item Text field, enter the desired text, which will be formatted into a list item. To make the text a hyperlink, click the Insert Link item, click the Delete them as desired. 6. When you are finished adding content, click ok. button. To delete the list button. Note that you can drag and drop list items to reorder 43

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45 Section with Pull Media Compatible masters: Content Page Minimum image size: 320 x 240 pixels The Section with Pull Media content type allows you to insert a heading, followed by one or more paragraphs of text. The text flows to the left of a right-aligned image, linked document (represented by a large icon with metadata), or embedded video/audio. 1. Within the content block edit window, select the appropriate Heading level from the dropdown menu. If this is the first content block that will display on the page, the Page title option should be selected. 2. Enter the desired heading for the content block in the Heading field. 3. Enter the desired content for the content block in the Content field. Note that you can copy content from a document or web page and paste the content in the Content field. 45

46 4. Within the Add Media section, click the Media Selection button. (See Using the Media Chooser section below.) 5. To save and close the Section with Pull Media content block, click ok. 46

47 Section with Pull Quote Compatible masters: Content Page The Section with Pull Quote content type allows you insert a heading, one or more paragraphs of text, and a short selected quotation pulled from that text (known as a pull quote). The paragraph(s) of text flow to the left of the pull quote, which is displayed in a larger, stylized font. 1. Within the content block edit window, select the appropriate Heading level from the dropdown menu. If this is the first content block that will display on the page, the Page title option should be selected. 2. Enter the desired heading for the content block in the Heading field. 3. Enter the desired content for the content block in the Content field. Note that you can copy content from a document or web page and paste the content in the Content field. 4. Select and copy the desired text from the Content field, and paste it in the Quoted text field. 5. When you are finished adding content, click ok. 47

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49 Section with Text Compatible masters: Content Page The Section with Text content type allows you to insert a heading, followed by one or more paragraphs of text. 1. Within the content block edit window, select the appropriate Heading level from the dropdown menu. If this is the first content block that will display on the page, the Page title option should be selected. 2. Enter the desired heading for the content block in the Heading field. 3. Enter the desired content for the content block in the Content field. Note that you can copy content from a document or web page and paste the content in the Content field. 4. When you are finished adding content, click ok. 49

50 Hyperlinking Text To hyperlink text, click and drag your cursor to highlight the text you wish to hyperlink. The link controls will now be available. Once you click the Insert Link button, use the Link Chooser (see page 64) to select the link destination. 50

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52 Spiffs Special interest features, or Spiffs, are dimensionally small areas of content on a web page meant to give a visitor quick reference information, or to link them to more information elsewhere. Spiffs generally live on the boundaries of the main content area of a page. Address Spiff Compatible masters: Landing Page, News, Content Page The Address Spiff allows for the display of a physical address, providing a heading and up to five lines of text, in addition to city, state and zip code information. 1. Within the Address Heading section of the content block edit window, enter the desired heading in the Heading field. Note that the Heading field is required. 2. Within the Address section, enter the desired address information in the available fields. Note that the Address Line 1 field is required, in addition to the City and Zip fields. If a state abbreviation is not entered, TX will be automatically populated. 3. After entering the desired content, click ok. 52

53 4. To view the Address Spiff on the page, click done to return to Page View. Calendar Spiff Compatible masters: Landing Page, News, Content Page The Calendar Spiff displays up to three events from a selected Active Data calendar. Each event, when clicked, takes the user to that event s details page on the BCM Active Data calendar website. 1. Select the desired Active Data calendar from the Choose a Calendar drop down menu. 2. Within the Date Range section, use the calendar selector buttons to set a desired date range in the Start date and End date fields. 53

54 3. Select the desired number of events to display on the page from the Number of events shown drop down menu. 4. After making the desired selections, click ok. 5. To view the Calendar Spiff on the page, click done to return to Page View. 54

55 Clinical Appointments Spiff Compatible masters: Landing Page, News, Content Page The Clinical Appointments Spiff allows for the display of a clinic s primary contact information, along with up to two additional phone labels, numbers and hours. 1. Within the Clinical Appointments section of the content block edit window, enter the desired heading in the Heading field. 2. Enter the desired content in the Phone label field. 3. Enter the desired information in the Phone number field. 4. Enter the desired information in the Phone hours field. 5. Within the Additional section(s), enter any additional clinical contact information in the Phone label, Phone number and Phone hours fields as desired. 55

56 6. After entering the desired information, click ok. 7. To view the Clinical Appointments Spiff on the page, click done to return to Page View. 56

57 Contact Spiff Compatible masters: Landing Page, News, Content Page The Contact Spiff allows for the display of non-clinical contact information, including a contact heading and up to four addresses and/or phone numbers. 1. Within the Contact Heading section of the content block edit window, enter the desired heading in the Heading field. Note that the Heading field is required. 2. Within the or Phone section, enter the desired information within the Contact Label and corresponding Phone or field(s). Note that the first Contact Label and corresponding Phone or fields are required. 3. After entering the desired information, click ok. 4. To view the Contact Spiff on the page, click done to return to Page View. 57

58 List Spiff Compatible masters: Landing Page, News, Content Page The List Spiff displays a heading with up to three short list items below it. Each list item can be linked to a desired page. The heading cannot be linked. 1. Within the content block edit window, enter the desired heading in the Heading field. Note that the Heading field is required. 2. From the List Type dropdown menu, select Numbered to create a numbered list. (If the default Normal list type is selected, the list will be non-bulleted and non-numeric.) 3. Within the List Items section, enter the desired text in the first field. To make the text a hyperlink, click the button. The Link Chooser displays. Select the desired page from the page tree and click ok. 4. Once text is entered within a list item field, a blank list item field displays. Repeat step 3 in order to add an additional list item to the page. Note that up to three list items can be displayed within the List Spiff. To remove or edit the hyperlink associated with a list item, click in the desired list item field and select the or option as desired. 58

59 To delete a list item, click the Delete Then, click. button to the right of the corresponding item. 5. After entering the desired content, click ok. 6. To view the List Spiff on the page, click done to return to Page View. Media Spiff Compatible masters: Landing Page, News, Content Page Minimum image size: 320 x 240 pixels The Media Spiff allows for the display of a media object, along with a heading and a small amount of text, which can be linked to a desired page or URL. 1. Within the Media section of the content block edit window, click the Media Chooser button to the right of the Media File field to select the desired media. 59

60 2. The Media Chooser displays. Within the Media Chooser, select the desired media type from the left menu. Then, locate and select the desired media. If you select an image that is larger than the defined parameters, use the Cropper tool to crop the image. Note that if you would like to upload new media or embed video or audio, select the Upload new menu item. 3. Within the Spiff Heading and Text section, enter the desired heading in the Heading field. 4. Enter the desired content in the Text field. 5. To make the heading and text an active hyperlink, click the Link Chooser button within the Link section. 60

61 6. The Link Chooser displays. Select the desired page from the page tree and click ok. 7. After entering the desired information, click ok. 8. To view the Media Spiff on the page, click done to return to Page View. MyChart Spiff Compatible masters: Landing Page, News, Content Page The MyChart Spiff displays a BCM MyChart logo button, which links to the BCM MyChart patient portal. After dragging the MyChart Spiff from the Block Palette to the Canvas, click ok. The BCM MyChart logo button displays on the page. Note that there are no configuration options for this content block. 61

62 News Spiff Compatible masters: Landing Page, News, Content Page The News Spiff displays a single headline for a corporate BCM news story that, when clicked, takes the visitor to the page displaying the complete news story. 2. Enter any relevant tags as desired in the Has Tags field. Available tags correspond to the tag categories at 3. Select an author from the Written By drop down menu. 4. Within the Date Range section, use the calendar selector buttons to set a desired date range (or type the desired dates) in the From and To fields. 5. After entering the desired information, click ok. 62

63 6. To view the News Spiff on the page, click done to return to Page View. Text Spiff Compatible masters: Landing Page, News, Content Page The Text Spiff displays a heading with a small amount of text below it. The heading and text can be linked to a desired page. If a link target is selected, both the heading and text are linked to the desired location. 1. Within the content block edit window, enter the desired heading in the Heading field. Note that the Heading field is required. 2. Enter the desired text in the Content field. 3. To make the text within the Heading and Content fields an active hyperlink, click the button. The Link Chooser displays. Select the desired page from the page tree and click ok. 63

64 4. After entering the desired content, click ok. 5. To view the Text Spiff on the page, click done to return to Page View. Thumbnail Spiff Compatible masters: Landing Page, News, Content Page Minimum image size: 93 x 77 pixels The Thumbnail Spiff allows for the display a small image, known as a thumbnail, with a heading above it and descriptive text to the right. 1. Within the Thumbnail section of the content block edit window, click the Media Chooser button to select the desired media. 2. The Media Chooser displays. Within the Media Chooser, select the desired media type from the left menu. Then, locate and select the desired media. If you select an image that is larger than the defined parameters, use the Cropper tool to crop the image. Note that if you would like to upload new media, select the Upload new menu item. 3. Within the Spiff Heading and Text section, enter the desired heading in the Heading field. Note that the Heading field is required. 64

65 4. Enter the desired content in the Text field. Note that the Text field is required. 5. Click the Link Chooser button within the Link section. Note that a target ONEWeb page or URL must be selected. 6. The Link Chooser displays. Select the desired page from the page tree and click ok. 7. After entering the desired information, click ok. 8. To view the Thumbnail Spiff on the page, click done to return to Page View. 65

66 Using the Link Chooser When clicking on the Insert Link button, either within a content area or within a list item, the Link Chooser displays. Within the Link Chooser, hyperlinks to ONEWeb pages, external URLs, and uploaded documents can be created. 1. When the Link Chooser displays, the Page option is selected by default. To link to a ONEWeb page, navigate to the desired page through the page tree. Select the desired page and click ok. 2. To link to an external URL or an address, select the URL option, located in the farleft column of the Link Chooser. Type or paste a complete URL or address in the available field. Click ok. Note that some examples of acceptable URL types include and www. When entering an address, no mailto: or other text prepending the address is necessary. 3. To link to an uploaded document, select the Document option, located in the far-left column of the Link Chooser. Select the desired document and click ok. In addition to 66

67 searching for a document by clicking the Prev and Next buttons, a document can also be located by entering a tag in the Tag or Category field and clicking the Filter button to narrow the selection. Using the Media Chooser When clicking the Media Selection button, the Media Chooser displays. Within the Media Chooser, images, documents, and audio/video can be selected, and new media can be uploaded. Images When the Media Chooser displays, the Image Chooser is selected by default. Select the desired image. In addition to searching for an image by clicking the Prev and Next buttons, an image can also be located by entering a tag in the Tag field and clicking the Filter button to narrow the selection. To edit the image caption or change the image size, select the edit media button and make the desired changes. Click ok. Then, click Use this image. If the image you wish to use has a crop symbol over it, proceed to Using the Cropper below. Using the Cropper The Cropper tool becomes available when you need to insert an image too large for your intended content block. You will know that an image is too large if the crop symbol appears over the image's thumbnail in the Media Chooser. The Cropper will not only help you resize your photo to the correct dimensions, but will ensure the image properly fills your content block without being stretched, distorted, blurry, or pixelated. Documents To select documents, as well as audio/video, select the desired option, located in the far-left column of the Media Chooser. Locate the desired file and click ok. 67

68 Upload a new file 1. To upload a new file, click the Upload new option, located in the far-left column of the Media Chooser. 2. Within the Upload tab of the Add New Media area, drag and drop the desired file, or click within the Add New Media area to browse for and select the desired file. After the file is uploaded, select the corresponding media option located in the far-left column of the Media Chooser to navigate to and select the uploaded file. 68

69 Audio/Video BCM has official YouTube, Vimeo, and SoundCloud channels, and any video or audio files intended for the BCM website must first be uploaded to these channels. Using the BigFile service at send any video or audio files to Once your media is approved and added to the official BCM YouTube/Vimeo/SoundCloud channel, the Office of Communications will send you a URL to embed using the instructions below. YouTube, Vimeo, and SoundCloud media can be embedded within a content area. To embed media: 1. Open any media content block (listed at right). 2. Click the purple folder icon to access the Media Chooser. 3. Click the Upload new option, located in the far-left column of the Media Chooser. 4. Click the Embed tab in the resulting Add New Media screen. 5. Paste the video or audio URL in the Embed New Video or Audio field and click embed. A thumbnail of the video will display. 6. Edit the Title, Description, and Credit fields as desired and click ok. The AV Chooser displays. 7. Click Use this AV. Media Content Blocks Content Region Section with Pull Media Carousel Featured Media Section with Definition List Origami Region Thumbnail Spiff Media Spiff 69

70 Page Versioning Any time you create or edit a page, a new version is created. All versions are saved in ONEWeb. Keep in mind the following points regarding page versioning: When you create a page, you create an initial version of it. Any time you edit a page, you create another version of it. When you change a page s master, a new version is created. When you edit a page s other properties, such as page name, a new version is NOT created. All previous versions are retained in the system. A page s previous versions can be viewed by clicking the versions button on the Editor toolbar. From the versions screen, a previous version can be viewed by selecting the View hyperlink to the right of the corresponding version. It is also possible to revert to a previous version of the page by clicking the Revert hyperlink. The reverted page must be submitted to the Office of Communications using the Share with reviewers button in order for this page to become the approved, live version. 70

71 Page Approval and Publishing Process There are three steps to the page approval and publishing process: 1. Review your finished edits within your department. 2. Share your page with the Office of Communications, who will ultimately approve your page for publication. 3. If the page is not published, you must publish the approved page to make it visible to the public (or approved groups, if the site is meant for a limited audience). Step One: Internal Departmental Review Once you are done editing your page, you can copy and paste the URL of your page into an for anyone in your department to internally review. NOTE: Anyone who will review your unapproved work in ONEWeb will need to have the appropriate ONEWeb permissions to view your pages, and be logged into ONEWeb. Please send an to the Office of Communications at pa-webteam@bcm.edu, notifying them of the names of any internal reviewers who need to view your pages before they are approved. The Office of Communications will then add these reviewers to the appropriate group so they can view your unapproved pages. Step Two: Share Your Page with the Office of Communications To submit a page for review, you must first navigate to the desired page. You can either explicitly choose when changes to your page are submitted to the Office of Communications, or have your edits automatically submitted at regular intervals on your behalf. Option One: Manually Release for Review By manually releasing pages to the Office of Communications for review, you control when your updates and changes are submitted, but this also means that you must remember to do so. When you are ready for the Office of Communications to review and approve your page, click the Share with reviewers button from the Editor toolbar. 71

72 Option Two: Automatic Release for Review Using the automatic release feature, you can simply make changes to your page, and not have to remember to manually submit changes to the Office of Communications. To use the automatic release feature, click the Edit page settings button from the Editor toolbar. The Page Settings screen displays, and you can choose a time interval in which changes to this page are automatically submitted to the Office of Communications. By default, the time interval is set to never. Step Three: Feedback or Approval Notification from the Office of Communications The Office of Communications will receive notification of your request, and they will either: Send feedback with any recommended changes, or Approve the page In either case, you will receive an notification containing a link to your page. If you receive an notification with feedback, you will need to make the recommended changes, then click the Share with reviewers button again. If you receive an notification that your page is approved, and the page is not published, proceed to Step Three: Publish Your Page below. If your page is already published, the approved version becomes the version seen online by the public (or approved groups, if your site is restricted to a limited audience), and you do not need to do anything else. NOTE: Your notification will tell you whether the page is published, and you can also check for yourself in the upper right corner of the Page Settings screen (see screenshot below). 72

73 Step Three: Publish Your Page To publish your approved page, click the Publish button in the upper right corner of the Page Settings screen. If your page is already published, you do not need to do anything else. 73

74 Web Content Reminders from the Office of Communications When creating or editing a page Initial capitalize headings and titles, with the exception of articles, prepositions, and conjunctions Hyphenate page names (which become URLs) for human readability Check with the OoC first before creating redirects Check with the OoC first before modifying navigation menus Media Let the OoC know if you need tags not in ONEWeb Use the BigFile service at to send video or audio files you wish to appear on official Baylor video and audio channels Content Accuracy Responsibility Prior to submitting content for posting, and again when reviewing the site before go live, it is the web maintainer s responsibility to review content with department, center or program leadership to ensure all content accurately reflects the College s practices and policies. Web maintainers are expected to review for accuracy all content they have posted on at least once per academic year. 74

75 My Console Within the ONEWeb content editor, the My Console feature provides an at-a-glance view of the web pages you have access to and your site permissions. To access My Console, you must first be logged in to ONEWeb. Next, click on the Hello, Your Name hyperlink in the upper right corner of the page. Then, select My Console. Recent changes displays a listing of changes you have made to pages, including the page title, modified date/time, a brief description of the modification, along with the option to view the page. My content displays a listing of pages you have access to edit, including each page s status (published/not published), page title, URL, modified date/time, as well as the options to view all page versions or delete a page. My groups displays a listing of ONEWeb groups to which you belong. These groups determine a user s specific page permissions. 75