Table of Contents. Adding Files Select File...20 Metadata...20 A to Z...21

Transcription

1 ptools Manual

2 Table of Contents Welcome to ptools... 1 To login:...1 Adding in Active X... 2 To Install XStandard:...2 Locations... 2 New Categories or Locations...2 A to Z...5 Primary Document...5 Documents... 8 Add a document...8 Basic Details...8 Making an external link...10 Making an internal link...10 Adding an Attachment...11 Adding an image...11 Metadata...12 A to Z...13 Edit a document...13 Delete a Document...14 Move a Document...14 History of a Document...15 Viewing existing Shortcuts...17 Viewing existing Related Files...18 Adding Files Select File...20 Metadata...20 A to Z...21 Search Additional Features in Documents Related File...25 Search for related files...26 Remove Related Files...28 Moving related files...28 Organising the items in a list...29 Shortcuts...30 Deleting Shortcuts...32 Bookmarks and Anchors Archive Function To set up the Archive folder...34

3 Welcome to ptools The ptools Website allows our staff to control and maintain the HSE.ie website, and HSEnet, the HSE s National Intranet. All users of ptools must Participate in a Training Course Read HSE s Content and Writing Guidelines for HSE.ie and HSEnet. This brief guide is for use following a Training Course, as a reminder of the steps required to manage the information on the site. It does not substitute the full training course, so please contact HSE Comms (see end for contact details) to book a course if you are a new user. Within the ptools system there are three main areas with which you will work: Locations = Categories or Folders within the main left hand side navigation Documents = the content of the page - what is written on it Files = PDF or Image files that are linked to a Document or Page To login: 1. Open Internet Explorer enter: 2. The following screen appears: 3. Enter your username 4. Enter your Password 5. Click on the Submit button. 6. Open a second window of Internet Explorer by pressing CTRL and N together. 7. In this window enter 8. This means you have two explorer icons open on the taskbar beside your Start button. 9. You can move from one to the other as you work, checking what you have done. Remember to click REFRESH or F5 on the HSEnet site to see any updates to a page. 1 of 37

4 Adding in Active X To Install XStandard: 1. Login to each machine with a local admin account 2. Browse to on IE 3. Login using the username active and the password x Click on Documents 4. Expand the Home Menu and click on "Test Site" 5. You may now get a message stating that an ActiveX control wants to download - allow it to install. Ensure that pop-ups are allowed 6. Once installed, you can now logout and the control should be available for all users on that machine 7. If no message appears - check the IE security settings to ensure that ActiveX downloads are allowed To Uninstall XStandard in IE7 1. Open Internet Explorer, Click Tools and Internet Options 2. Select the Programs Tab and open Manage Add-Ons 3. In the Show Dropdown Box Select: Downloaded ActiveX Controls 4. Select XStandard and Delete To Uninstall XStandard in IE6 1. Open Internet Explorer, Click Tools and Internet Options 2. In the General Tab, under Temporary Internet Files, Select Settings 3. Select View Objects, XStandard should be displayed here 4. Select XStandard and Delete To see if XStandard installed in ie7 1. Go to Tools Internet Options, in the Programs Tab, select 2. anage Add-Ons. XStandard should be in the list. 3. To see if XStandard installed in ie6 4. Go to Tools Internet Options, in the General Tab, look for Temporary Internet Files and click Settings and then View Objects. Xstandard should be in the list. Locations New Categories or Locations 1. When you are logged in, click on Locations from the top horizontal list. 2. The following screen appears: 2 of 37

5 1. In the site map on the left, go to the section you want by clicking on the + symbols. 2. Click the 'parent' section you want by clicking on it (it will go grey) 3. In the right side of the screen, you will see two windows. 4. The top one shows you the Location you are in, and lists any existing sub- Locations. The bottom one is where you will add information about a new location, or edit existing ones. 5. Click New from the horizontal list below. 6. The bottom part of the screen opens a new blank location. 3 of 37

6 7. Add in the following content Name Alt Name Summary In Type Hidden Name of the location you are adding. Beside Alt Name, click on Get suggested and it will fill in for you add a short description of what is in here. Remember this will display on links, so make it clear and friendly! EG Information about the Human Resources Department and its services. usually untouched, unless you want to make this section an external link. Allows you to choose whether this location will be visible in the drop down menus on the live site. Usually it is! Primary Document See in more detail below on page 4 4 of 37

7 A to Z 1. Click on the tab. The following screen appears: If this tab is not active click on the button, this will make the screen active. 2. Tick the relevant initials that would associate with your Location e.g My New Document could be 'M', 'N' and 'D'. 3. Scroll down and click. Your Location has been added. Your new Location is added to the sitemap list in the left side of the screen. Don t worry too much about detail, it can all be changed and edited very easily. It takes about 3-4 minutes for a new location, or a change to a location, to appear on the HSEnet site. After this time look at the live Intranet site your new folder will be there! You are back at the main hierarchy if you have more sections to add, do them now, repeating the steps as above. Primary Document When documents are added to a location the documents will appear on the main page location as a closed document or a list of closed documents, ie only the title and summary will be shown on the document, the main body of content is not displayed. See below. 5 of 37

8 If you wish for the main content of one particular document to be displayed on the screen and show the remaining documents listed underneath you must make that document the primary document. 1. Enter the documents as you would normally into the documents section. 2. Then click onto the Locations tab and click onto the location where your documents are placed. 3. Click on the Edit button 4. Scroll down to the end of the screen you will see the option to change Primary document option 5. Click on the button a list of all of the documents in this section appears. 6 of 37

9 6. Select the document that you want to make as the primary document and then Click the button. 7. The main page will show where the primary document is displayed in full and the remaining documents will show listed below it. 7 of 37

10 Documents Add a document 1. From the top horizontal list pick. 2. Go to the Location or section you want by clicking on the + symbols on the site map and then clicking on the name of your chosen Location. The Location you are adding to will be greyed. 3. Click on. In the right side of the screen. 4. You will see two windows. The top lists any existing Documents there. The bottom one is where you will add content and information for your new document, or edit the existing documents. 4. These are the main areas that you need to complete. Basic Details Title Alt Name Summary Publish Date Enter the name of the document you are adding. Beside Alt Name, click on Get suggested and it will fill in for you Add a short description of what is in here. Remember this will display on links, so make it clear and friendly! EG Information about the Human Resources Department and its services. If you do not want the content to be published today enter in the correct publish date, otherwise the system will assume it is to be published immediately. 8 of 37

11 Expiry Date This will automatically be set to 2 years from the day you add the content, if you want this content to expire before this time, then you need to enter the specific date. Note: You will get a to prompt you when the content is going to expire giving you an opportunity to update this content or change the expiry date to a later date. If you do nothing the content will be removed from the site permanently at the end of the 2 years. Archive User last modify date User Create Date Tick on the Available in output archive after expiry, If you want this document to be archived into a particular section. Archive means that the document will be moved from its current position to an archive section when it reaches its expiry date. See this in more detail in setting up an Archive section below This will automatically be set to the date and time you submit the document but can be changed if required using the arrows. This will automatically be set to the date and time you submit the document but can be changed if required using the arrows. Note: This is where you give the detail that allows the content to be filed and searched easily by the system. It may seem tedious at first, but you get used to it, and it is hugely important. It means that the system can search for the information quickly and that other users will be able to understand where the content fits and who created it. Adding in Content Click on the Content Tab. NOTE: When the content window opens it should look like this: If you don t see the icons above, it means that you have to install a control on your computer. You should have received a copy of a document called Setup Getting Started with ptools follow the instructions to fix this and then you can proceed. Adding in Content 1. Click on the tab, add in your text using the text editor, using Notepad to transfer text from a Word Document, or another website. 2. You can format the content add bullets etc. using the buttons on the top of the screen. 3. Click at the very bottom on the page as you work to stop you being thrown out for idle time! 9 of 37

12 Making an external link 1. Type the text of the link, e.g. Visit the Department of Health Website here 2. Select the text Department of Health Website 3. Click on the yellow Hyperlink icon. The following screen appears. 4. In the URL green box, add the link web address e.g In the Opens in New Window box, click to the right and choose yes from the drop down menu that appears. 6. Click OK. Making an internal link 1. Type the text you want to make a link e.g. You can find details of all HSE Local Health Offices here. 2. Select the relevant text Local Health Offices 3. Click on the CMS link icon 4. This opens a window with the full site map displayed. Navigate to the section you wish to link to. Click on the location, e.g. Local Health Offices and then choose the section you want to link to from the list that appear on the right. 5. Click insert selected. This will insert the link. 10 of 37

13 Adding an Attachment 1. Click on the Content page where you want to place the attachment. 2. Click on the attachment link icon. 3. This opens a window with the full site map displayed. Navigate to the section you wish to link to. 4. Choose the file you want to link to from the list that appear on the right. 5. Click insert selected. Adding an image 1. Click on the image icon. The following screen appears. 2. In the lefthand side of the screen there is an folder that contains a complete selection of images for your use. 11 of 37

14 3. Select the image you require from the collection of files on the righthand side of the screen and click on button. This will insert the image into your main content screen. Metadata The metadata is very straightforward, and again very important to make the site searchable. If you have good metadata, the google search engine will find your document quicker and provide a better search result to the user. 1. Enter the following details: Subject Creator Publisher Keywords name of content your name your name if you are the final publisher) Click on the generate button to ask the system to pick out keyword for you. Delete the ones you don t need. Add in any additional keywords that may be needed to find this information. EG Document on Nursing Home Subvention. 12 of 37

15 Keywords might be: Nursing Home, Subvention, Older People, Geriatric, Means test, Income, Supplement etc. 2. Note: Before you submit this, you might want to change the action to be performed after submitting. In this case, we have a choice between Publishing the document to the output, or saving it as a draft to be edited and published at a later date. 3. When you are finished, scroll down and choose Submit. A to Z 1. Click on the tab. If this tab is not active click on the button, this will make the screen active. 2. Tick the relevant initials that would apply to your document title. 3. Scroll down and click Submit. Your File has been added. Once you click Submit, check the live HSEnet page. Your content will be there! If it is not click REFRESH or hit F5 to get a fresh version of the page. If its still not there check you hit submit earlier. Edit a document 1. From the top horizontal list pick Documents 2. Go to the Location or section you want by clicking on the + symbols on the site map and then clicking on the name of your chosen document. 3. Click on edit button. 13 of 37

16 4. You will see two windows. The top lists any existing Documents there. 5. Select the document you want to edit from this list. The bottom one is where you can edit from within any of the tabs 6. When you have completed all of the changes. Click on the Submit button. Delete a Document 1. From the top horizontal list pick Documents. 2. Go to the Location or section you want by clicking on the + symbols on the site map and then clicking on the name of your chosen document. 3. Click on Delete button. 4. The following screen appears: 5. Ensure this is the Document you want to delete and click Ok. The document will now be removed from the document list. Move a Document 1. From the top horizontal list pick Documents. 2. Go to the Location or section where the document currently exists by clicking on the + symbols on the site map and then clicking on the name of your chosen document. 14 of 37

17 3. Click on Move button. 4. The following screen appears: 5. Go to the Location or section you want by clicking on the + symbols on the site map and then clicking on the name of the new location where you want to Move the document to. 6. Click OK 7. This will remove the document from the current section. 8. Go to the location where you have moved the document to, and you should see the document listed there. Document Information Once in the documents section of the CMS, you can see the action menu, located just below the navigation menu. Amongst the actions on this menu are three display options, 'History', 'Shortcuts' and 'Related'. These options can be selected to easily display information about the documents in the current document list. History of a Document Everytime you edit and publish a document, another revision of the document is created. 1. Click on the Documents menu. 2. On the left hand side of the screen Navigate to the section you require. 3. Click on the History button of 37

18 5. When you click on the 'History' button in the action menu, the documents list will change to display a 'plus sign' next to all the documents in the list which have been edited at some stage. See the following screen. 6. If you click on the plus button to the left of the required document, you will get the following screen: 7. To view a historic version of the document click on the Revision Number you require you will get full detail of this version. 16 of 37

19 8. To switch off the History viewing screen click on the. Viewing existing Shortcuts 1. Shortcuts is used to view the shortcuts the document points to. 2. Click on the Shortcuts button in the action menu, The documents list will change to display a 'plus sign' next to all the documents in the list which have at least one shortcut. 5. Clicking on the '+' sign reveals each shortcut belonging to the document in a list. 17 of 37

20 6. You can stop viewing the shortcuts of documents left-clicking on the button again. Viewing existing Related Files Related is used to view the document's related items. 1. When you click on the related button in the action menu. 2. The documents list will change to display a 'plus sign' next to all the documents in the list which have at least one related item. 1. Click on the '+' sign to reveal each related item belonging to the document in a list. The following screen appears: 2. To stop viewing the related items of documents by clicking on the button again. 18 of 37

21 Adding Files Add a Document with a pdf or image If your page needs to have a specific pdf or an image on it, you have to ADD the pdf or image into Ptools BEFORE you can link them to or use them within the document. To add a File (a pdf or an image) to the ptools system 1. From the top horizontal list pick 2. Go to the section you want by clicking on the + symbols on the site map. 3. Pick the section you want by clicking on the name. The Location you are adding to will be greyed. 4. Click on NEW. In the right side of the screen, you will see two windows. The top one lists any existing Files there. The bottom one is where you will add content and information for your new File, or edit the existing Files. 5. When you click on NEW, the bottom part of the screen opens a new blank File. There are four main tabs for you to use here; Basic Details, Select File, Metadata and A-Z. Title Image/Document Alternate Title Summary Add the Document or Image title. If it s a pdf, what you write will display on the page To the right of Title bar, select Image or Document from the Drop Down Click on Get Suggested and it adds automatically Describe what s in the pdf or image it will display on links so make it clear and friendly 19 of 37

22 Publish Date Expiry Date Archive User last modify date User Create Date If you do not want the content to be published today enter in the correct publish date, otherwise the system will assume it is to be published immediately. This will automatically be set to 2 years from the day you add the content, if you want this content to expire before this time, then you need to enter the specific date. Note: You will get a to prompt you when the content is going to expire giving you an opportunity to update this content or change the expiry date to a later date. If you do nothing the content will be removed from the site permanently at the end of the 2 years. Tick on the Available in output archive after expiry, If you want this document to be archived into a particular section. Archive means that the document will be moved from its current position to an archive section. See this in more detail in setting up an Archive section below Default is today s date. This appears at the bottom of the story on the website (last updated on..). If you are adding a story later than it was issued, set the earlier date here. Default is today s date. Select File Now move across to the Select File Tab 1. Click on 2. select the file from your computer 3. then click 4. The name and path of the document appears on the screen. Metadata Now move across to the Metadata Tab. 20 of 37

23 Fill in keywords for a document. If you are adding an image, you must fill in the alt tag box, with a description of the image. This is for visually impaired users so it must say e.g. Front Entrance to Roscommon Hospital A to Z 1. Click on the A to Z tab. 2. Tick the relevant initials that would apply to your document title. 4. Scroll down and Click on the. Your File has been added. Note: At this point, the pdf or image is now in the ptools system, but is not displayed anywhere. To make it available to users, you have to create or edit a document, and then RELATE this File to the Document. Search At the top of the window there is a menu from which you can navigate through the different sections of the CMS. 1. Click on the button. Choose the file or document option from the dropdown list. A form with several 'text fields' has appeared on the left hand side of the screen. In order to perform a search, we must fill in these fields and left-click on the 'Search' button below. You do not need to fill in every field on the search form, but you will receive a closer result by filling in more parameters. 2. The first field, 'Title' should contain the title of the document you are searching for, i.e. 'My Searchable Document'. If you do not remember the exact title, you can search for individual keywords instead, e.g. 'Searchable' or 'Searchable Document'. Field Image Description Title Type in the title. If you do not 21 of 37

24 remember the exact title, you can search for individual keywords instead see below. Select the type of file you require image / document Choose which option you require from the dropdown list 3. The next options for searching as below: a. If you know the Fullpath enter this here this /Intranet/HSE_Central/Commercial_and_Support_Services/Commerci al_and_suport_services_directorate.html field. This will make the CMS search for the Fullpath of the document. b. If you have an idea of some of the keywords used in the summary of the Document enter into this field. The CMS searches for the keywords anywhere within the summary. c. If you know of some of the keywords contained within the document enter them in this field. The CMS searches for the keywords anywhere within the content field of the document. 4. The next options for searching as below: a. In this Location' field. This field, when filled, causes the CMS to search only the indicated location. You can either enter in the location path manually using your keyboard or you can left click on the button to the right of the field. b. If you use the button you will be greeted by a popup containing the sitemap and two buttons. c. Simply navigate through the sitemap using the '+' buttons and select the location you wish to be searched. 22 of 37

25 d. Click on the 'Ok' button and the page will reload to display the URL in the text field. e. By default, when you give the CMS a location to search, it will search that location only and exclude all it's sub-locations. f. If you want to search the chosen location and all of it's sub-locations also, left-click the box entitled a black 'tick' will appear letting you know that the subfolders will be included. 5. The next options for searching as below: 23 of 37

26 a. Enter the name of the Author is you know it. This allows you to search for documents created by a particular user. b. Publish Date Range. This is divided into two fields, 'From' and 'To' and the CMS searches between these two dates. They are both controlled the same way with the up and down arrow buttons or by editing the information manually with your keyboard. i. Simply click on the text field and enter the information as with the other text fields. ii. Alternatively, to change the day/month/year or time on the field with the up and down arrows, place your mouse cursor over the part you want to change and click. The whole bar will be highlighted at first. iii. Click again and a blinking bar will appear. Now you can use the up and down arrows to change that particular part of the date. Note that when you change one part of the date, the others will change accordingly: i.e. 24/0/2007 changes to 24/12/ The next field is the Expiry Date Range and it is controlled exactly the same way as the 'Publish date' see above. 7. The last field on the search form is the 'Meta subject' field. This will make the CMS search the keywords of documents. 8. Now this form is complete, click on the button. The CMS will now begin searching for documents using the parameters you've entered on the search form. Once complete, it will display the files in a list on the centre of the page. 9. Simply select a file from the list to begin editing 24 of 37

27 Additional Features in Documents Related File To add related File (image or PDF) to a document This refers to other documents on the site which are related in some way to the current document. E.g. If the document you were creating contained information about education, a related item could be a document or file on a particular subject. Click on the tab entitled 'Related'. The File or image must already have been added to ptools using the Adding a file instructions. Follow the instructions above for creating a document. 1. If the document is already saved, go into documents, choose the document you want, and click. 2. Move across to the tab in the lower horizontal menu. 3. Click on the button. The following screen appears: 25 of 37

28 3. Once you've selected all the files you want to relate to the new document, click on the. Search for related files 1. If you're not sure of the exact files you want to relate to the current document or their whereabouts, you can always search for them. Click on. A window opens where you can search for the file you want. 26 of 37

29 Changing the 'search directory' parameter to search the whole website 4. The form is easy to navigate and self-explanatory. Simply fill a field or two and left click on 'Search'. Just remember to set the right "Location" folder to search in. To search the whole site, remove all text from the field. 5. A list appears on the top right of the window 27 of 37

30 6. Select the files you want to shortcut to. Make sure when you are selecting that under TYPE, you see the word File. (If your file does not appear check the spelling, and check the Location field, it may be set to search in one small section of the site. Clicking on select and choosing the whole site will expand the search.) 7. When you click on the File you want, it will be added for you, just click on button. 8. Your file name now appears in the bottom part of the document screen. Repeat the steps above if you have more files or pdfs to add to this document. 9. Scroll Down and click Submit. 10. Your Document now has a pdf or image associated with it. Remove Related Files You can remove related items from the document quickly and easily by selecting them from the list. 1. Click on the button at the bottom of the form. 2. Select the appropriate file from the list. 3. The file will now be removed. Moving related files 1. Click the file that you want to move. 2. Select either the or button to reposition the file. 28 of 37

31 3. The file is now moved. Note that if you cannot move an item up or down, the buttons will be 'greyedout' and you will not be able to select them. Organising the items in a list You can organise the items in the list easily by changing the 'Output ordering in several different ways. 1. Select the appropriate Output ordering from the list 2. Choose from the Ascending / Descending dropdown list. 29 of 37

32 Shortcuts Follow the instructions for creating a document. If the document is already saved, go into documents, choose the document you want, and click. 1. Click on the tab. 2. Click on the button the following screen appears 3. The following screen appears: 30 of 37

33 4. Simply navigate through the sitemap as we did earlier in this tutorial and check the boxes next to the items you want to add. 5. Once you've selected all the locations you want to create shortcuts to, click. 6. The following screen appears to display the shortcuts in a list showing their 'Name' and 'Fullpath'. 31 of 37

34 Deleting Shortcuts You can remove Shortcut items from the document quickly and easily. 1. Select the appropriate item from the list and click on the button. 2. The shortcut will now be removed. 32 of 37

35 Bookmarks and Anchors Open a new document, and enter the content by following the steps above. To add an Anchor 1. Select the word that you want to jump to when you have clicked on the hyperlink. 2. Click on the button. 3. Click on the Advanced Tabs, the following screen appears: 4. In the ID Field enter a name for this Link. 5. Enter in a description. Though optional, Descriptions are very useful to assistive technologies such as screen readers. Descriptions are also of general value, since the text of Descriptions appears as a tooltip when the cursor is passed over a hyperlink in the browser. 6. Click OK. 7. Then highlight the word / sentence that the user will click on to bring you to the link. 8. Click on the button, the screen appears as shown above. 9. Click on the Advanced Tab 10. Type in a # symbol and then type the ID name of the Link as shown below: 11. Click Ok. 33 of 37

36 Archive Function Once content reaches its natural 2 years expiry date the content provider will be sent an as a reminder. From this point a number of things can happen to the content. 1. You may need to update the content, this will automatically update the expiry date to a new expiry date of 2 years from this date. 2. you can change the expiry date to a later date to leave the content on the site. 3. The content will be removed from the site as it is not relevant any more. 4. The document will be Archived. Archive means that when the document reaches its expiry date it will be moved from its current position to an archive section that will still be visible to the user at a lower navigation level. This will be set up by yourself. Note: The Archive Function is the most efficient way of organising the content in sections such as news and media, reports, message from the CEO and other sections where there may be a daily, weekly or monthly editions. To set up the Archive folder 1. Click on the section where you want to set up this archive folder, 2. Set up your archive structure in as much detail as you feel is required e.g. this could involve one folder for a year, a month or a quarter 3. Set up a folder called Archive, you must always have a folder called Archive as this is the destination folder that expired content will go directly to. 4. Ensure that you have Available in output archive after expiry ticked on each document you want archived. You should now be able to Add and Edit Locations 34 of 37

37 Add and Edit Documents in your Locations Add Pdf files and Relate them to your Documents Add images and use them in your Documents Select related files Add in an Archive section That is all for now if you have any questions or problems call Mary Brodie Fidelma Browne Michael Kellaghan Sandra Eaton Catherine Doyle Enjoy. if you have any problems 35 of 37