Web Site Documentation Eugene School District 4J
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1 Eugene School District 4J Using this Documentation Revision Instruction step-by-step. The left column contains the simple how-to steps. Over here on the right is the color commentary offered to help you understand the process and gain more context of how the system works. 2. Reference to links in your Web browser look like this. This way, you know what to click on when following the step-by-step instructions. Links referred to in the commentary look like this. 3. Named portions of the Web page being viewed are titled like this. This lets you know what to look for on the screen to know where the instruction given applies. For example: π. Click on page in the list of links under Drupal admin in the left sidebar. References to portions of the Web page in the commentary are titled like this. 4. This step is for users with editor permissions. If there s an instruction given that only applies to users with the editor permissions, it will appear in a grey box like this. 5. References to other documentation are in the commentary on the right. Occasionally, the documentation may refer you to other parts of itself. For example, see Using this Documentation, for details. Getting Started 1. Login to the Web site: 4J employees can log in using their 4J username and password. Once you re logged in, look for a set of links to appear in the upper right corner. 2. Click on dashboard. The dashboard serves as a common starting point for creating content, checking on the status of content previously submitted, or reviewing revisions requiring your approval. The list of links in Drupal admin sidebar shows you all the possible actions you may take on the Web site. Users of different permissions will see different sets of options. Prepared by Clarity Innovations, Inc. Page 1
2 Creating a New Page 1. Login and go to your dashboard. See Getting Started for more details. 2. Click on page in the list of links under Drupal admin in the left sidebar. A page is the basic building block of the 4J Web site. A page can stand on its own, or be a part of a larger collection of pages that make up an entire project, initiative or department. 3. Select a choice from the Section drop-down list. The Section is what identifies where this page belongs on the Web site. The items in green indicate areas of the Web site where you have specific permission to create, edit or publish Web pages. 4. Select a choice from the Page Type drop-down list. The Page Type determines whether the page will serve as a main page, and show related stories, for the category chosen in the Section dropdown list. Typical pages are more common. 5. Give your new page a Title. This is what will appear at the top of a page. The page title should be a simple phrase or noun to describe what this page is about and formatted according to the 4J Web Style Guide. 6. Type the content for the page in the Body. You ll notice a formatting toolbar much like what is commonly found in a word processor. It works very much in the same manner. See Using the Editor for more details. 7. If you have previously uploaded files to reference, enter the paths to those files, one per line, in the File Paths box. If you wish to reference files mentioned in the body of the page, you may include them here and they will be displayed at the bottom of the page. Any file already uploaded elsewhere on the Web site may be included here. See Uploading Files for more details. 8. Determine in which state you wish to save the page from the Taxonomy Workflow choices. Each page may pass through several different stages on its way to being published. If you wish to leave a note for others that may review your content (or simply understand your motivation for a change, for example), put that in the Comment field below the Taxonomy Workflow choices. In general, it s a best practice to prepare pages as unpublished until which time everything is ready to switch to publish or promote to home page. See Using Workflow for more details. 9. Click on Meta tags and enter any descriptive Keywords. While all published pages are automatically included in the Web site s search engine, if there are specific terms that might help others find your page, enter them here. 10. Click on Weight if you wish to change the position of this page when viewed in a list of its peers. Pages with a negative weight "float" higher than pages with a positive weight, which "sink" in a list. This optional step will override the default sort order of pages in a list: reverse chronological by date published (i.e., from newest to oldest). Prepared by Clarity Innovations, Inc. Page 2
3 11. Skip Menu settings for now. After saving your page as unpublished, you may go back and assign a menu item. See Editing a Page for details. 12. Click on URL Page Name and give your page a unique path element. You may optionally give this page an easier to remember URL element to append to the end of the URL to the category in which your page is published. Follow the on-screen prompts for details. 13. Optionally specify Authorship display setting. By default, the system will automatically attribute the page to you. Here, you may change this if publishing on behalf of another. Remember, spelling counts! 14. If you wish to manually override the workflow setting for revisions, check New revisions in moderation. Most, if not all, of these options are controlled by the Taxonomy Workflow and should not be set separately. This option is available for unusual circumstances where it s necessary to override the revision moderation. 15. When finished, click Save. Once you ve clicked Save, the page is saved to the system, and refreshes your Web browser to now view the page you just created. At the top, you ll see a confirmation message in red about the state of your page. You might notice a light-purple or pink shading behind your content. This means it s in the unpublished state and is not visible to anyone yet. To add a menu item for the newly created page, or to edit its content, see the instructions for Editing a Page. Prepared by Clarity Innovations, Inc. Page 3
4 Editing an Existing Page 1. Login and go to your dashboard. or If already logged in, go to the page you wish to edit. See Getting Started for more details about logging in. There are several ways to find the page you wish to edit: Go to the dashboard and browse the list of your published content, drafts, and revisions until you find it. Use the built-in search engine (in the top right corner of every page) to find your page. 2. When viewing a page you wish to edit, click on edit in the tabs under the main title. Depending on what level of permissions you are assigned, a set of tabs will appear below the page title and look something like this: 3. Edit as you see fit. Certain aspects of the page won t be editable if the page is published. The biggest is the choice of category for the Section drop-down list. If you wish to change this, the Taxonomy Workflow must change to unpublish and the change saved by clicking Submit. Then, click edit again to be able to change the choice of category for the Section drop-down list. 4. Specify a menu item Weight. This lets you optionally specify the order of menu items. Items with a negative weight "float" higher than items with a positive weight, which "sink" in a list. Some kinds of menu items should be assigned specific weights. See the on-screen instructions for more details. 5. Change the URL Page Name, if necessary. If you re editing a page published some time ago, avoid changing this, as others may have linked to this page with the existing URL Page Name. If, on the other hand, you re editing a newly (or very recently) created page, feel free to edit this as you see fit. Also, notice how the system automatically appends the proper components of the URL based on the choice made in the Section dropdown list? If you change your choice of Section for an unpublished page, this URL will update automatically. 6. Create a menu item for the page by clicking on Menu settings. Menu items are the specially styled links in the left sidebar and serve as the primary navigation within a section of the Web site. As such, most pages have a menu item associated with them. 7. Specify the Title of the menu item Menu items should be very concise and descriptive, in most cases three words or less, and give a visitor to the Web site a good sense of what they will find by clicking on it. 8. Optionally specify the Description of the menu item. The description is a subtle way to let visitors know more about the page to which the menu item refers. It is only displayed when the mouse cursor hovers over the menu item (something less than 10% of visitors may regularly do) so don t count on it being read. Prepared by Clarity Innovations, Inc. Page 4
5 9. Change the Parent item of the menu item, if necessary. If this page is an addition to a mix of existing pages, there may already be several menu items listed. The Parent item refers to which menu item does this page belong. For example, if this page is a peer (instead of a child) to another page, pick that peer s parent. Child menu items are always indented below their parent, whereas peer menu items have the same level of indentation. The good news is, if you choose the wrong Parent item, you may edit the page and change the menu item as many times as you d like. 10. If all your edits are complete, go ahead and click Save. Once you ve clicked Save, the page is saved to the system, and refreshes your Web browser to now view the page you just created. At the top, you ll see a confirmation message in red about the state of your page. You might notice a purple-pink shading behind your content. This means it s in the unpublished state and is not visible to anyone yet. Prepared by Clarity Innovations, Inc. Page 5
6 Creating a New Story 1. Login and go to your dashboard. See Getting Started for more details. 2. Click on story in the list of links under Drupal admin in the left sidebar. A story is different from a page in that it exists only for a specific period of time or purpose and is meant for information that may evolve or change over time, such as news, announcements, or reminders. Stories belong to pages. For example, the first page everyone sees for the 4J Web site is a page, with a collection of stories published chronologically. Stories make pages more dynamic and fresh with recent content, encouraging visitors to reference the Web site more in the future. You will notice that many steps in creating a story are very similar to creating a page (making the system easier to learn and use). 3. Select a choice from the Section drop-down list. The items in green indicate areas of the Web site where you have specific permission to create, edit or publish stories. Whichever item you select here is where your story will appear when published. 4. Select a choice from the Position drop-down list. This determines where on the page your story will appear. In most cases, this will be either below or in the right sidebar. 5. Give your new story a Title to serve as its headline when published. This is what will appear as the headline for your story. The story headline should be a complete sentence summarizing the information in the story and formatted according to the 4J Web Style Guide. 6. Type the content for the story in the Body. You ll notice a formatting toolbar much like what is commonly found in a word processor. It works very much in the same manner. See Using the Editor for more details. Keep in mind that the nature of a story is much like news journalism. It should establish important facts first, and then leave the body of the article to fill in the details. This is accomplished by making a break between the lead-in or teaser sentence (or two) and the body of the article. See Using the Editor for more details on how to do this. 7. If you have previously uploaded files to reference, enter the paths to those files, one per line, in the File Paths box. If you wish to reference files mentioned in the body of the story, you may include them here and they will be displayed at the bottom of the story. Any file already uploaded elsewhere on the Web site may be included here. See Uploading Files for more details. Prepared by Clarity Innovations, Inc. Page 6
7 8. Determine in which state you wish to save the story from the Taxonomy Workflow choices. Each story may pass through several different stages on its way to being published. If you wish to leave a note for others that may review your content (or simply understand your motivation for a change, for example), put that in the Comment field below the Taxonomy Workflow choices. In general, it s a best practice to prepare stories as unpublished until which time everything is ready to switch to publish or promote to home page. See Using Workflow for more details. 9. Click on Meta tags and enter any descriptive Keywords. While all published stories are automatically included in the Web site s search engine, if there are specific terms that might help others find your story, enter them here. 10. Click on Weight if you wish to change the position of this story among its peers on the same page. Stories with a negative weight "float" higher than stories with a positive weight, which "sink" in a list. This optional step will override the default sort order of stories in a list: reverse chronological by date published (i.e., from newest to oldest). 11. Click on URL Page Name and give your story a unique path element. You may optionally give this story an easier to remember URL element to append to the end of the URL to the category in which your story is published. Follow the on-screen prompts for details. This is less useful for stories than it is for pages, since stories are hosted by a page in the first place (that is, most visitors see stories as part of a page, and not as separate items, unless they ve clicked the read more link). 12. Click on Scheduling options and set your story s date and time to be published and unpublished automatically. This option lets you set it and forget it, allowing you to enter announcements or other news items ahead of time, and have the system automatically publish (or unpublish) them on a specific date and time. 13. Optionally specify Authorship display setting. By default, the system will automatically attribute the story to you. Here, you may change this if publishing on behalf of another. Remember, spelling counts! 14. If you wish to manually override the workflow setting for revisions, check New revisions in moderation. Most, if not all, of these options are controlled by the Taxonomy Workflow and should not be set separately. This option is available for unusual circumstances where it s necessary to override the revision moderation. Prepared by Clarity Innovations, Inc. Page 7
8 15. When finished, click Save. Once you ve clicked Save, the story is saved to the system, and refreshes your Web browser to now view the story you just created. At the top, you ll see a confirmation message in red about the state of your story. You might notice a light-purple or pink shading behind your content. This means it s in the unpublished state and is not visible to anyone yet. Keep in mind, however, that immediately after creating or editing a story, what you see is not typically the initial way a story is viewed by a visitor. Instead, visitors will see the story in the sidebar of the page to which it belongs (i.e., the page with the same item chosen in the Section dropdown list). It s a best practice to view the page to which the story belongs to determine if the story needs editing or a read more link inserted after a brief introduction (or teaser as you may see referenced elsewhere in the system). Prepared by Clarity Innovations, Inc. Page 8
9 Editing an Existing Story 1. Login and go to your dashboard. or, If already logged in, go to the full view of story you wish to edit. See Getting Started for more details about logging in. There are several ways to find the story you wish to edit: Go to the dashboard and browse the list of your published content, drafts, and revisions until you find it. Use the built-in search engine (in the top right corner of every page) to find your story. Go to the page where the story is listed, and click on its headline. 2. When viewing a story you wish to edit, click on edit in the tabs under the main title of the story. Depending on what level of permissions you are assigned, a set of tabs will appear below the story headline and look something like this: 3. Edit as you see fit. Certain aspects of the story won t be editable if the story is published. The most important of these is the choice of category for the Section dropdown list. If you wish to change this, the Taxonomy Workflow must change to unpublish and the change saved by clicking Submit. Then, click edit again to be able to change the choice of category for the Section drop-down list. 4. Click on Meta tags and change any descriptive Keywords. While all published stories are automatically included in the Web site s search engine, if there are specific terms that might help others find your story, enter them here. 5. Click on Weight if you wish to change the position of this story among its peers on the same page. Stories with a negative weight "float" higher than stories with a positive weight, which "sink" in a list. This optional step will override the default sort order of stories in a list: reverse chronological by date published (i.e., from newest to oldest). 6. Change the URL Page Name, if necessary. If you re editing a story published some time ago, avoid changing this, as other people may have linked to this story with the existing URL Page Name. If, on the other hand, you re editing a newly (or very recently) created story, feel free to edit this as you see fit. Also, notice how the system automatically appends the proper components of the URL based on the choice made in the Section dropdown list? If you change your choice of Section for an unpublished page, this URL will update automatically. 7. Click on Scheduling options and change your story s date and time to be published and unpublished automatically, if necessary. This option lets you set it and forget it, allowing you to enter announcements or other news items ahead of time, and have the system automatically publish (or unpublish) them on a specific date and time. Prepared by Clarity Innovations, Inc. Page 9
10 8. Optionally specify Authorship display setting. By default, the system will automatically attribute the story to you. Here, you may change this if publishing on behalf of another. Remember, spelling counts! 9. If you wish to manually override the workflow setting for revisions, check New revisions in moderation. Most, if not all, of these options are controlled by the Taxonomy Workflow and should not be set separately. This option is available for unusual circumstances where it s necessary to override the revision moderation. 10. If all your edits are complete, go ahead and click Save. Once you ve clicked Save, the story is saved to the system, and refreshes your Web browser to now view the story you just created. At the top, you ll see a confirmation message in red about the state of your story. You might notice a light-purple or pink shading behind your content. This means it s in the unpublished state and is not visible to anyone yet. Just as it was the case when creating your story, what you see after saving your edits is not typically the initial way a story is viewed by a visitor. Instead, visitors will see the story in the sidebar of the page to which it belongs (i.e., the page with the same item chosen in the Section drop-down list). It s a best practice to view the page to which the story belongs to determine if the story needs editing or a read more link inserted after a brief introduction (or teaser as you may see referenced elsewhere in the system). Prepared by Clarity Innovations, Inc. Page 10
11 Using the Editor 1. Go to the story or page you wish to edit and click on edit in the tabs under the main title. See Getting Started for more details about logging in. There are several ways to find the story or page you wish to edit: Go to the dashboard and browse the list of your published content, drafts, and revisions until you find it. Use the built-in search engine (in the top right corner of every page) to find your story or page. Depending on what level of permissions you are assigned, a set of tabs will appear below the title and look something like this: 2. Select the text you wish to style, and click on the appropriate button from the built-in formatting toolbar to apply. You ll notice a formatting toolbar much like what is commonly found in a word processor. It works very much in the same manner. Here s a brief description of what each of the buttons does. Remember, for these buttons to work, you must first select (i.e., highlight) the text or object you to which you wish to apply the setting. Sets the selected text as boldface. Sets the selected text as italic. Sets the selected text as strikethrough. Aligns the selected text to the left margin. Aligns the selected text between the left and right margins. Aligns the selected text to the right margin. Decreases indentation of the paragraph, bullet list, or numbered list. Increases indentation of the paragraph, bullet list, or numbered list. Sets the selected text as a hyperlink. A popup window appears where you specify the destination for the link (by pasting a URL into the Link URL field). Unlinks (i.e., removes) the link from the selected text. Creates a new anchor point, which you may link to from elsewhere on the page. Sets the selected lines of text as a bulleted list of items (i.e., an unordered list). Sets the selected lines of text as a numbered list of items (i.e., an ordered list). After setting a numbered list, this tool can change the number format. This one only works when no text is selected and the blinking cursor (i.e., where you re typing) must be located in one of the items in the list you wish to format. Prepared by Clarity Innovations, Inc. Page 11
12 This tool changes the format of the selected paragraph. It is used to specify headlines, or section headings for a page. Heading 1 is the largest, Heading 6, the smallest. Inserts a new horizontal ruler (i.e., line) to delineate a portion of the page or story from the rest. Inserts a new image, or if an image is already selected, edits it. Cleans up the selected text and removes unwanted or unnecessary formatting. Opens an HTML source code editor. Inserts a special character such as. Pastes formatted text from Microsoft Word (and preserves some formatting). Performs a spell check on the content. Inserts a break in the content to separate the introduction teaser from the rest of the content. This is very useful for stories to avoid crowding a page. Inserts a page break in the content when the page is formatted for printing. Enables you to search and replace content. Inserts a new table at the location of the blinking cursor (i.e., where you re typing). Formats the selected table row s properties. Formats the selected table cell s properties. Adds a row above the current one. Adds a row below the current one. Removes the current row. Adds a column before the current one. Adds a column after the current one. Removes the current column. Splits merged cells. Merges selected cells. Prepared by Clarity Innovations, Inc. Page 12
13 Using Workflow 1. Go to the story or page you wish to edit and click on edit in the tabs under the main title. See Getting Started for more details about logging in. There are several ways to find the story or page you wish to edit: Go to the dashboard and browse the list of your published content, drafts, and revisions until you find it. Use the built-in search engine (in the top right corner of every page) to find your story or page. Depending on what level of permissions you are assigned, a set of tabs will appear below the title and look something like this: 2. Determine in which state you wish to save the story or page from the Taxonomy Workflow choices. Each page, story or other content type may pass through several different stages on its way to being published. Workflow can be used for several purposes: It lets editors review content before being published into public view. It can save content while it s in the middle of development, so you can come back and finish it later without worry. It facilitates communication when changes are made. It can control who may publish directly or just submit draft content. Here s a brief summary of each workflow state and what it does. Unpublished This is the default state of all new pages and stories when they are first created. It is also used for saving drafts of content before they are published or submitted for review. Submit for review This is the state that notifies editors that an author has finished drafting a page or story and is ready for it to be published. Content in this workflow state is awaiting approval. Publish This is the common state for all published pages on the Web site. Anything in this state is visible to others, may be found in the menus, in the search engine, and in links from other pages on the Web site. Promote to home page This is the same as Publish except that it s being displayed on the main home page for the Web site. Only certain editors have permission to move content into this state. Demote from home page After a story is finished on the home page, its workflow state is changed to this. It s still published, just not on the home page. This is labeled differently than Publish because it came from the home page. Save revision When a page is already published, but needs changes, those are saved as a revision. These revisions are unpublished until they are approved to replace the existing revision already published. This workflow state is used to save drafts that aren t yet ready to submit for review and publication. Prepared by Clarity Innovations, Inc. Page 13
14 Submit revision for review When a revision is ready to be reviewed for approval, this is the workflow state it is assigned. Once the submitted revision is approved, it replaces the existing revision already in production. Unpublish (all links to page will break) This is the workflow state to use when pulling an already published page from production. While essentially the same state as Unpublished, because the page was already published, it may have links to it, or results in Google that will still try to find the page unsuccessfully. For that reason, it s best to avoid unpublishing a previously longrunning published page unless absolutely necessary. Taxonomy Workflow Map This diagram shows how the Taxonomy Workflow states relate to each other. Starting at (creation), when first creating a new page or story, the map shows which transitions are possible in the system, with proper permissions. (That is, not all transitions are possible for all user roles. For instance, authors aren t able to directly transition from Unpublished to Publish.) Prepared by Clarity Innovations, Inc. Page 14
15 Uploading Files 1. Login and go to your dashboard. See Getting Started for more details. 2. Click on upload file in the list of links under Drupal admin in the left sidebar. An uploaded file is different than a story or a page. Instead, the system is adding a file you upload that may be referenced by other pages. You will notice that many steps in uploading a file are similar to creating a page (making the system easier to learn and use). Uploading files is only available to editors. 3. Give your file to be uploaded a Title to serve as its reference title when published. This is what will appear in reference to this file. The title should be a simple phrase or noun to describe what this file is about and formatted the same as a Page Title according to the 4J Web Style Guide. 4. Select a choice from the Section drop-down list. The items in green indicate areas of the Web site where you have specific permission to create, edit or publish files. Whichever item you select here is where your file will be stored when published. 5. Select a choice from the Function drop-down list. This lets the system know the nature of the file you are uploading, i.e., what type of publication. 6. Select a choice from the Audience drop-down list. This lets users know for which audience the file is intended. 7. Click the Browse button and select the file you wish to upload. You will be prompted with a file dialog box. Navigate to where you saved the file to be uploaded and click Select/Open/Okay once the file is highlighted. Only text, PDF, Word, PowerPoint, or Rich Text Format (RTF) files are permitted. Files should be named according to the 4J File Naming Conventions. 8. Once your file is listed in the field, click Upload. This will save your file to the system and show its details above the field. Does this file belong to a set of files? In other words, is this file used by itself or only with others as a set? If it s a single file, go to step 9. If it s part of a set of files, and there are more to upload, return to step 7. The checkbox under List means it will be displayed when referenced by other pages. (Unchecking this hides the file from others.) If you have uploaded the wrong file, check the box under Delete. When the uploaded file is submitted at the bottom of the page, it will delete those that are checked. Prepared by Clarity Innovations, Inc. Page 15
16 9. Give the file a brief description. This is what users will see when a list of files is displayed on a single page. 10. If appropriate, give the file a set of instructions. The instructions will be visible when a user views the details about this particular document. The details about a file are also called meta data. 16. Click on Meta tags and enter any descriptive Keywords. While all published files are automatically included in the Web site s search engine, if there are specific terms that might help others find your file, enter them here. 17. Click on Weight if you wish to change the position of this file when viewed in a list of its peers. Files with a negative weight "float" higher than files with a positive weight, which "sink" in a list. This optional step will override the default sort order of files in a list: reverse chronological by date published (i.e., from newest to oldest). 18. Determine in which state you wish to save the file from the Taxonomy Workflow choices. Each file may pass through several different stages on its way to being published. If you wish to leave a note for others that may review your content (or simply understand your motivation for a change, for example), put that in the Comment field below the Taxonomy Workflow choices. In general, it s a best practice to prepare files as unpublished until which time everything is ready to switch to publish. See Using Workflow for more details. 19. Click on URL Page Name and give your file a unique path element. You may optionally give this file an easier to remember URL element to append to the end of the URL to the category in which your file is published. Follow the on-screen prompts for details. 20. Optionally specify Authorship display setting. By default, the system will automatically attribute the file to you. Here, you may change this if publishing on behalf of another. Remember, spelling counts! 21. If you wish to manually override the workflow setting for revisions, check New revisions in moderation. Most, if not all, of these options are controlled by the Taxonomy Workflow and should not be set separately. This option is available for unusual circumstances where it s necessary to override the revision moderation. 22. When finished, click Save. Once you ve clicked Submit, the file is saved to the system, and refreshes your Web browser to now view the meta data of the file you just created. Follow the instructions on the screen for linking to your newly uploaded file in other pages and stories. At the top, you ll see a confirmation message in red about the state of your file. You might notice a light-purple or pink shading behind your content. This means it s in the unpublished state and is not visible to anyone yet. Prepared by Clarity Innovations, Inc. Page 16
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