This document is a guide for those who wish to manage meeting agendas and documents using the UCC Intranet.

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1 Contents Requesting a new meeting on the Intranet... 1 The sample CMS meeting... 1 To add an academic year e.g., To ensure an academic year appears on top of list... 3 How to go to Site Structure... 4 How to Preview your work (to follow)... 4 Agenda Layout... 5 Fixing the Layout of the Agenda and the List of Meeting Dates... 6 The single menu... 8 How to check if a single menu has been added to the section... 8 How to add a single menu... 9 Adding a new meeting date General instructions: How to add items and sub-items (content type) Choosing content type Meeting details Agenda Item Agenda Item No Document Link CMS training and support CMS training CMS basics and beyond videos CMS Support Academic Council Committee Handbook This document is a guide for those who wish to manage meeting agendas and documents using the UCC Intranet. A familiarity with CMS and previous participation in UCC s basic CMS training is a prerequisite to using this guide. Created by: Gretta McCarthy Academic Secretariat Aug 2017

Requesting a new meeting on the Intranet To set up a new meeting please send an email request to CMS support Email: cmssupport@ucc.

2 Requesting a new meeting on the Intranet To set up a new meeting please send an request to CMS support cmssupport@ucc.ie with the following information: The meeting name Suggestion(s) for password Where on the website this is to be hosted List of CMS trained moderators who will have access to upload meeting agendas and documents Tip: Use Google Chrome Browser to access CMS The sample CMS meeting A sample meeting is used throughout this document. The sample meeting name is Sample Meeting Intranet Training Site Figure 1 CMS View of Sample meeting Click + to expand the Meeting Documentation section Click + to expand the to reveal the list of academic years and meetings To add an academic year e.g., Click yellow dropdown arrow on Actions right of Meeting Documentation Figure 2 CMS view. Academic years viewable. 2. Click + Create Section from dropdown list. Page 1 of 16

3 3. In Name box type in academic year e.g., Check that Show in navigation is ticked. 5. Click Save changes Page 2 of 16

To ensure an academic year appears on top of list 1. Click dropdown on right of Meeting Documentation (Figure 4) and select Edit Section 2. Click More tab to reveal Subsections. Click Subsections.

4 To ensure an academic year appears on top of list 1. Click dropdown on right of Meeting Documentation (Figure 4) and select Edit Section 2. Click More tab to reveal Subsections. Click Subsections. Figure 3 subsections 3. Display all records (e.g., the list of academic years) Leave default (greyed out x). Do not enable automatic ordering. Figure 4 List of academic years CMS view Tip: Save Changes and add the Single menu content 4. Click and hold + and drag ( ) to top 5. Click Save changes. You will now need to add content type called single menu. Page 3 of 16

5 How to go to Site Structure 1. Click the Icon Figure 5 Site structure How to Preview your work (to follow) PREVIEW INFORMAITON TO FOLLOW Page 4 of 16

6 Agenda Layout Figure 6 shows how the final agenda should appear using Internet Explorer browser. Use the Internet Explorer browser to preview the agenda and documents. Some browsers will not display the agenda correctly, however, all documents will be inorder and downloadable. Figure 6 Final appearance of Sample Meeting agenda Page 5 of 16

Fixing the Layout of the Agenda and the List of Meeting Dates If item numbers or sub-item letters appear out of line in the Internet Explorer browser check that the Page Layout for the Academic year

7 Fixing the Layout of the Agenda and the List of Meeting Dates If item numbers or sub-item letters appear out of line in the Internet Explorer browser check that the Page Layout for the Academic year (e.g., ) section is set to Intranet Agenda. 1. Click the Academic Year section (e.g., ) Figure 7 Academic Year (e.g., ) 2. Select Page layout tab 3. Check Page layout is set to Inherited and Inheritable page is set to None Page 6 of 16

1. Click the Meeting dates section (e.g., 20 th September 2017) Figure 8 E.g. meeting ate 20th September 2017 4.

8 1. Click the Meeting dates section (e.g., 20 th September 2017) Figure 8 E.g. meeting ate 20th September Select Page layout tab 5. Set Page layout to Intranet Agenda and set Inheritable page set to Intranet Agenda. Page 7 of 16

Figure 9 Web view - single menu How to check if a single menu has been added to the section 1.

9 The single menu The single menu lists items in one column. The list of academic dates in Figure 9 below is a web view of single menu. Figure 9 Web view - single menu How to check if a single menu has been added to the section 1. Go to Meeting Documentation (Figure 2) 2. Click Content tab 3. If single menu appears under Name all should be ok 4. If not, add a single menu Figure 10 Check for single menu The Academic year (e.g., ) must have a single menu Page 8 of 16

How to add a single menu 1. Click Meeting Documentation (or Academic year e.g., 2017-2018 if needed) 2.

Scroll down and select Single menu. 5. Insert name single menu and click Save changes 6.

10 How to add a single menu 1. Click Meeting Documentation (or Academic year e.g., if needed) 2. In the Content in this section tab click + Create Content 3. Click to display all records (figure 9) 4. Scroll down and select Single menu. 5. Insert name single menu and click Save changes 6. Click single menu and click Save and approve (Figure 12) Figure 11 Create content Figure 12 Display All S Figure 13 Single Menu Page 9 of 16

11 Figure 14 Save and approve Single Menu content Adding a new meeting date 1. Go to site structure (Figure 5) 2. Click the Academic Year section (e.g., ) (Figure 7) 3. Click drop down arrow on right and click + Create section Figure 15 Create section Page 10 of 16

12 4. Insert meeting date and click Save Changes Figure 16 Name a section 5. Check that Show in navigation box is ticked Page 11 of 16

General instructions: How to add items and sub-items (content type) 1. Click on meeting date (Figure 2) 2. Click on Content tab 3. Click + Create Content 4. Choose Content type 5.

13 General instructions: How to add items and sub-items (content type) 1. Click on meeting date (Figure 2) 2. Click on Content tab 3. Click + Create Content 4. Choose Content type 5. Fill out dialogue box, remember to browse and drag and drop documents if required. Choosing content type There are many content types available but for meeting documents you only need the following: Meeting details Agenda Item (Use of an agenda item with a document attached) Agenda Item No Document Link Agenda Subitem (Use for sub items with a document attached) Agenda SubItem No Document Link Meeting details Includes title of meeting, venue, date and time. Figure 17 Web view- Meeting details final appearance Page 12 of 16

14 Agenda Item Top-level item on an agenda. Sub-item may be added later. Note the all sections as follows must be completed. Name Item Document Status Upload Document Document Type Info-Decision To upload meeting documents, drag and drop document to here. Tip: Use PDF versions of meeting documents. Page 13 of 16

15 Agenda Item No Document Link Click here if you do not want anything to appear on the right of your agenda item Page 14 of 16

16 CMS training and support CMS training CMS basics and beyond videos CMS Support Academic Council Committee Handbook Includes Guidance on committee servicing, agenda formulation, writing minutes and much more Page 15 of 16

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