WPM for Departments Using WPM to Edit Your Department s Website

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1 Overview Web Profile Manager allows Ithaca College community members to easily edit department sites. All of the specialty language and code has been omitted to provide a consistent format and to make sites easy to use. This online program allows departments to manage existing pages, create new pages and utilize dynamic tools such as photo galleries, news, blogs, internship databases, and much more. Logging On You can access department sites for which you have been designated access from any web browser simply by going to Use your username and password to log on. Selecting My Profiles under Profile Navigation will allow you to view all of your WPM profiles. Clicking on any of these links will bring you to the editing navigation for that specific site. In This Guide Overview... Page 1 Logging On... Page 1 Left-Hand Navigation... Page 1 Preferences... Page 1 Intro Page & Custom Sections... Page 2 Publishing Content.... Page 3 Draft vs. Live Profile... Page 3 Other Page Options... Page 3 Photo Galleries... Page 4 Documents... Page 4 Sidebars... Page 5 Manage Faculty Listing... Page 6 News... Page 6 Blogs Page 7 Left-Hand Navigation In the left-hand navigation panes you will find links that enable you to manage all the aspects of your site. There are five separate panes to manage the various features of your profile. The first one pertains to the main menu where you will find all of your profiles and profiles for which you have been delegated responsibility. The second concerns your preferences; the third allows you to edit your site s content; the fourth informs you of how much of your 20 megabytes of space are being used and allows you to request a quota increase if necessary; and lastly, the fifth pane permits you to provide Information Technology Services with your Web Profile Manager feedback. See Figure 1. Forms... Page 8 Internship Database... Page 9 FAQs Page 9 Content Collections... Page 10 Disk Quota Page 11 Talkback... Page 11 WPM Help... Page 11 For More Information... Page 11 Preferences Preferences allow you to designate choices as they pertain to Display options, Comment Settings, and Internship Database. After you change any setting, you must select Save Your Settings at the bottom of the page. Figure 1: Navigation Display Options Display options pertain to whether or not faculty and staff listings appear on your department site. Select the radio buttons that align with your preference. Comment Settings

2 Comment Settings regard whether or not people can submit their own content for your news stories and blog posts. To expand Comment Settings for News and Blogs select the blue arrow next to it. Check off the boxes that match your preferences and select a radio button for whether or not comments must be approved before they go live. Information Technology Services recommends that you require that all comments be approved before going live. Internship Database Select a radio button to determine whether or not the internship database will be live on your site. You may want to create content for the internship database before you make it live. Next specify whether or not an Ithaca College username and password will be necessary to access your department s internship database. Intro Page & Custom Sections Your Intro Page is the first page visitors will see when they go to your department s site. To begin developing content, select Intro Page in the Manage Content pane. From there select the Edit the body icon. The content developer works in a similar way as most word-processing programs. You can use the toolbar to copy, cut and paste text, as well as change the formatting by bolding or italicizing text. To create content simply enter your text in the window, and don t forget to click Save Your Work. Creating content for custom sections works exactly the same way. If you would like to create a hyperlink, highlight the text you wish to make a hyperlink and select the hyperlink icon (figure 2). Then enter the link type from the drop down menu, select the protocol from the drop down menu, and enter the URL or web address. Figure 2: Hyperlink icon Users who are not the Primary Content Manager and have designate rights to a profile are either Publishers or Contributors. Publishers can edit content on the Intro Page without having to have it reviewed by the PCM first; changes will go live after publishing. The PCM can choose whether or not Publishers are notified when changes are made by another Publisher or Contributor under Settings and Access Rights. Contributors can edit content on the Intro Page, but it is submitted to the PCM or a Publisher for approval before being published. This also applies to editing Custom Sections. Setting an Image You may select a picture to appear in the top right-hand section of your page. Most file formats are compatible including JPEG, PNG, GIF and BMP. However, your file will not be accepted if it is larger than 10MBs. To set an image: 1. Select the Set Image icon from the Intro Page or Custom Sections menu. 2. Select Choose File and browser your files for your desired picture. 3. Double-click on the file you would like to set as your image. 4. You must then give your picture an ALT Tag. This brief caption is meant to assist the visually impaired. If you so choose, your ALT Tags can be used as caption by selecting the appropriate radio buttons. 5. Select Upload and save your image

3 Reordering Custom Sections Your department custom sections may be ordered however you would like in the left-hand navigation of your site. After you have created more than one custom section, to change the order of the sections: 1. Select Custom Sections under Manage Content 2. Use the up and down arrows on the left of each custom section to change the order. Publishing Content After editing content or setting an image on the Intro Page and Custom Sections pages and saving your work, your content is still unpublished and is only viewable to site maintainers via the View Draft Profile button (explained further down on this page). To publish your content when it is ready for public viewing, you must click Publish Changes (Figure 3) on the Intro Page or Custom Section page. Leave Final selected from the drop down menu, unless you would like WPM to display what you added and deleted. Add any comments about the changes you made and click Publish (Figure 4). Your content is now live and publicly viewable. Figure 3: View Previous Versions and Publish Changes Figure 4: Add Comments and Publish With WPM Version 1.8, users can now View Previous Versions (Figure 3) when in the editing window of the Intro Page or Custom Sections. Users can view any previously published content for that page and the associated comments. If desired, a previous version can be restored to replace current content by clicking Restore This Version. View Draft Profile vs. View Live Profile There are two ways to preview your site. View Draft Profile (Figure 5) displays what unpublished content will look like formatted into the design of the web page in a new tab. Note that under the View Draft Profile button, you can click Link to open up the default application on your computer to send a link of the draft profile (to a Primary Content Manager, for example) before publishing the content to go live. Reset Access will void the old link, which you can do after making further changes. The other option for previewing your site is View Live Profile (Figure 6). This option displays published content formatted into the design of the web page in a new tab and is what visitors to your site currently see. Figure 5: View Draft Profile Other Page Options Other page options, under manage content, allows you to set an image and create sidebars for the faculty-listing page within your site. Set an image the same way you would for the intro or customs section pages. To create a sidebar follow directions found in the Sidebars section of this quick guide. Figure 6: View Live Profile

4 Photo Galleries Photo Galleries are used to combine uploaded images into one, compact location. To create a Photo Gallery: 1. Select the Photo Galleries link under Manage Content 2. Select Add a New Gallery and give the gallery a title and description (optional) 3. Choose whether you want the Modern Layout or the Classic Layout. Modern Layout is the default, but Classic may be better for you if your photos have elaborate captions. 4. Select Save New Gallery and Start Adding Images 5. Choose to Show (Figure 7) the gallery 6. Add photos by selecting Add New Image to this Gallery and then upload the images. You must select each photo from your desktop separately, give it a title, and an ALT tag. A description and photo caption are optional. 7. From the drop down menu, select if you would like the image positioned at the beginning or the end of the photo gallery. The default option is to place the image at the end of the gallery. 8. Do not forget to click Save New Image 9. Choose to Show the image Choosing a Poster Designating a poster for your album makes the photo of your choice the representative for the entire album on your galleries listing page. This will only work if you have more than one album. To make an image a poster, simply select the Make Poster icon (Figure 8) next to that image in the gallery view. Figure 7: Show or Hide Figure 8: Make Poster Documents Documents is a section of your department site that allows you to make downloads available to visitors. Files will not be imbedded in your department site; they will have to be downloaded by the user. It is important to keep in mind that only certain types of files may be uploaded: Images: JPEG, PNG, TIFF PDF Documents Microsoft Office: Word. Excel, PowerPoint Zip Archives] Media: MP3, QuickTime, Windows Media, AVI, Flash To Upload a Document 1. Select the Documents link under Manage Content 2. Select the Add Document icon (Figure 9) 3. Browse your computer for your document and double-click your selection 4. Select a folder for your document from the dropdown menu 5. Give your document a filename, title and description (optional) 6. Click Save New Document Figure 9: Add Document

5 Taxonomy You can design your folder and subfolder taxonomy however you like. You can add subfolders to the documents folder and then put as many subfolders within those folders as you like. To create a subfolder: 1. Select the Add Subfolder icon next to the documents folder you would like your subfolder to be located within. 2. The give your folder a title. This is the title visitors will see. 3. Specify the folder name, which will be part of the URL address. 4. Confirm your folder is in the correct location by selecting a location from the drop down menu. 5. Give your folder a description if you would like. 6. Do not forget to click Create Folder. Sidebars Sidebars allow you to add additional, formatted content to your department site. To begin creating a sidebar, you must select the page where you would like the sidebar to appear. You can use sidebars on the intro page, on any custom section, and on the faculty-listing page by selecting Other Page Options. All sidebars will appear vertically on the right-hand side of your site, below the image you designate for that page. Once you have created more than one sidebar, they can be reordered in the same way that custom sections can be reordered. There are three types of sidebars: the first is used to feature a new profile element, the second is called a callout box, and the third is a dates list, which is created via the Dates List option of Manage Content. Feature a New Profile Element Featuring a new element draws attention to a section of your site that you have already created. Elements that may be featured include galleries, custom sections, documents, news stories, blog posts, and upcoming dates. To feature a profile element: 1. Select the Sidebar icon (see Figure 10) next to the page where you would like your sidebar to appear. 2. Select Feature a New Profile Element 3. Elements that are available to be featured are sorted via type of element. Under the type of element you would like to feature, select the specific element from the dropdown menu. 4. Then click the Feature button to the right of your selection. Figure 10: Sidebar Icon Create a Callout Box Callout boxes are more dynamic than featured profile element sidebars because they allow you to include written content, links, and images. To create a callout box: 1. Select the Sidebar icon next to the page where you would like your sidebar to appear. 2. Select Create a New Callout Box. 3. Enter a title for your callout box and select the radio button for whether or not you would like that title displayed above the callout box. 4. Then enter as much content as you would like. You can hyperlink content written here the same you would on an intro or custom page. 5. Click Save Your Work. You may now set an image for you callout box by selecting the Set Image icon that appears to the right of the callout box. Set an image the same way you would on the intro or custom section pages.

6 Dates List Dates lists can be used to remind visitors to your site of important upcoming dates. To add a dates list to your site: 1. Go to Dates Lists under Manage Content 2. Select Add a date 3. Select the calendar icon (Figure 11) and specify a date 4. Select how many weeks prior to your event you would like the Figure 11: Calendar Icon date to show from the dropdown menu 5. Give your event a title and specify the URL (optional) with the http protocol 6. Select a radio button for whether or not the link should open in a new window 7. Click Save Featuring Your Dates List: Even though you have created a dates list, it will not show up on your website until you specify where you would like it featured. To feature your sidebar dates list on a particular page follow the directions found in this quick guide under Feature a New Profile Element. Manage Faculty Listing This feature allows you to control the faculty and staff listing on your site. Names will appear alphabetically and changes will go live immediately. Adding and Removing Names The list will be pre-populated according to Human Resources records. To add additional individuals, enter their name into the Directory Search, which is located on the right-hand side of the screen. To remove individuals from the department listing select the remove icon (see Figure 12) beside their name. If you would like your department site to highlight an administrative member, select the yellow star beside their name. That individual will now appear in the Administration box toward the top of the screen. To reorder members, simply drag their names to the position you would like for them to appear. News This profile feature allows you to add news to your department site. You can take news that was created by others, or you can create your own news. Manage News Manage News is used to edit, feature, tag, hide and delete news stories already on your site. To edit, feature, tag, hide or delete news select the appropriate icon to the right of the news story. Tags: Tags provide a freeform way to categorize the stories on your site. When selecting tags for your story, keep in mind how users might search for that content. Type your tags into the field. Common tags will be suggested as you type. Search for News Search for News lets you search existing stories in ICView, Intercom, news releases from the Office of Media Relations, school newsletters, and other Web Profile Manager sites. You may then add any of those stories to your department site. To add the story to your site, select the check box next to the story and then click Add the selected story to your site at the bottom of the page. Figure 12: Remove Icon

7 Select Recommended News The editor of an ICView story, an Intercom story, or media relations may recommend a relevant story for your department site. You can find these stories under Select Recommended News. There are two ways to add recommended news to your site. The first is to turn on autopilot mode. Autopilot mode automatically adds recommended stories to your site so that you do not have to approve them first. This is not the default mode, so to turn autopilot on: 1. Select News under Manage Content 2. On the right-hand of the screen, click Swich to autopilot mode 3. If you would like to turn autopilot off, click Switch to manual mode When you are in manual mode, clicking on Select Recommended News will take you to a list of stories that have been recommended for your department site. To add the story to your site click the check box beside the story and click Select stories to add at the bottom of the page. You may add as many stores at once as you wish. Create News This feature allows you to write news for your own site. After selecting Create News: 1. Give your news story a full title 2. Give the story a short title, which will be used when it is linked from other Ithaca College pages. 3. Select a release date for your story 4. Enter your text into the editor 5. Do not forget to click Save story You can now edit your story from the Manage News menu. AddThis Sharing Tool AddThis makes it easy for site visitors to share your news and blog entries via social media. With the click of a button, readers can automatically share a link to Facebook, Twitter, Tumblr, via , or through any number of additional social media channels such as Reddit or Pinterest. (See Figure 13.) Figure 13: AddThis Sharing Tool The AddThis tool appears just above the body copy of a news article or blog posting. Simply click the corresponding icon for the social media outlet you want to share the story through, and the tool will generate a post to share with a network. This feature has been turned on in WPM by default for all profiles, but Primary Content Managers (PCMs) and their delegates have the ability to turn this feature off entirely for their profile, or for individual News stories or Blog posts. Blogs Blogs can be used to post text, media and files to a site within a department site. To create a blog and post: 1. Select the Blogs link under Manage Content 2. Click Create a New Blog 3. Give the new blog a name and tagline then click Create the blog 4. Choose to hide or show your blog by selecting the appropriate radio button. You may want to keep your blog hidden until you have prepared initial content. Then select Continue.

8 5. Once created, new posts can be added to the blog by selecting New Post. 6. Blog posts can also contain HTML snippets (YouTube videos, Google Video, etc.) To add these, select Add an HTML snippet at the bottom of the New Blog Entry page. Copy the HTML snippet from the source and paste it into the embed box. 7. Select Save post. You can change the title and tagline of the blog at anytime by selecting the Title & tagline icon. You may give your blog a detailed description and image by selecting the Image & about page icon. If you would like to invite guests to blog on your site, select the Bloggers icon. Please note that only members of the Ithaca College community can be added as guest bloggers. Enter your guest s name or user name into the directory search box on the left-hand side and click Search. Once you have added all of your guest bloggers, click Save changes. Guest bloggers will have delegated responsibility to the blog, but not to the rest of the profile and can be added or removed at anytime. To show or hide your blog simply click on the light bulb icon. If your blog is live the icon will be white, if your blog is hidden the icon will be yellow. To delete your blog select the delete icon. Forms To utilize the Forms section of your site, you must have this feature turned on by the Information Technology Services Help Desk, which can be reached at (607) Using the WPM Forms feature will create a form that can be embedded into any custom section page of your department s website. Visitors can access and fill out a form simply by visiting the page it is on. When you are ready to collect the submission data, there are a variety of options within the Form Builder to retrieve the data output. To create a form using the Forms feature in WPM: 1. Click Forms under Manage Content 2. Click Launch the form builder 3. Click New in the top left corner of the Form Builder window 4. Select the form type that best suites your needs, or select a blank form 5. Click Next 6. Select a theme for your form from the drop-down menu 7. Click Finish 8. Use the Toolbox on the right of the form to add various types of fields 9. Be sure to Save your form before exiting the Form Builder To feature a form on a custom section page within your website, simply choose to edit the custom section and then select the form from the drop down menu under Include Form. There are various options for what type of data output you would like. To retrieve your data output: 1. Click Forms under Manage Content 2. Click Launch the form builder 3. Select the form from which you would like data output 4. Click Reports 5. Select the time frame of the desired results 6. Select the fields for which you would like data

9 7. Select Excel to create an Excel spreadsheet of your data. Excel is an ideal option for transferring your data to a database, but you can select whichever output option best suits your needs. 8. Click Next 9. The out put will now open with Microsoft Excel 10. Save to your computer For additional help, please visit the Technology Learning Center in Friends 101. Internship Database This profile feature allows you to add a searchable database of internships to your site. Edit Introduction Copy This tool enables you to edit the copy that displays on your database's login and search screens. First, enter search introduction text into the editor. This text will appear directly above the search form of the database. Next, enter login Introduction text, which will appear directly above the login form of the database. This will only appear if you have required login information for your database. To edit this setting refer to the Preferences section of the quick guide. And Do not forget to click Save. Create New Internship To create a new internship select Create New Internship and fill out as many of the fields as possible. Do not forget to click Save at the bottom of the page. Manage Internships Manage Internships allow you to edit internship descriptions and delete internships on your department site. Manage Categories Manage Categories allows you to specify categories that your internships may be divided into. FAQs The FAQ (Frequently Asked Questions) feature allows WPM site owners to include a searchable database of frequently-asked questions in their sites. FAQs may be grouped into categories and tagged with keywords. The FAQ Reports tool provides data on popular searches, failed searches, and popular questions. FAQs may be featured in Sidebars in a variety of ways. For instance, site owners may choose to include a search box, highlight a specific question, or show a list of FAQ categories. To utilize FAQs in your website: 1. Click FAQs under Manage Content 2. Click Edit Introduction Copy 3. Enter an introduction text that you would wish to have appear on the FAQs home page. 4. Click Save 5. Click Manage Categories 6. Enter a category name next to Create new category and click Add 7. Click Create New Question 8. Enter the question 9. Enter the answer

10 10. Select the existing category the question falls under, or add a new category 11. Enter tags separated by commas words more specific than the category 12. Enter search term keywords separated by commas what you think visitors might type in 13. Enter an internal note reasons for updating a FAQ, alternative answers 14. Click Save 15. Click Manage Questions to edit, show/hide, delete questions and their answers 16. Click Reporting to review the most popular questions, popular searches, and failed searches Content Collections The Content Collections feature allows WPM site owners to present information in special layouts that cannot be achieved in standard WPM pages. Content collections are built for situations where you are showing information on multiple things that each has an associated image. The items may be displayed in List View or Grid View layout, and can optionally be organized in categories, which allows for an additional presentation option of showing the groupings as tabs. When you create a new content collection, you can choose whether you want all of the information on your items to be part of the content collection, or if each item should act as a link to some pre-existing content, which in the system is described as "self-contained pages" verses "off-site links." Some example uses for Content Collections might include "Featured Student-Faculty Research Projects," "Our specialized classrooms," "Notable Alums," "Meet our office's administrative staff," or "List of Visiting Authors." Collections may be featured in Sidebars in several different ways. For instance, site owners may choose to highlight a specific content collection or point to a random content collection item from a category. When you are ready to launch a collection on your site, you do so by choosing its menu location in the "Custom Sections" module. As this feature makes a lot more sense when you actually use it, we encourage you to play around with it in your Test/Experimentation profile; knowing its capabilities will help you find the places it can enhance your site the most. To utilize Content Collections on your website: 1. Click Content Collections under Manage Content 2. Click Create a New Content Collection 3. Enter the name of your collection 4. Write an optional description of your collection 5. Enter Collection Item (singular and plural) 6. Enter a short name to act as the end of the URL for the link to the content collection 7. Choose either Self-Contained Pages or Off-Site Links. You can create content for each item using Self-Contained Pages, or you can redirect to websites within your department s website or to other external websites for each item. NOTE: Once you select this and save, you will NOT be able to change this in the future. 8. Choose whether or not you need to organize your items into categories (if you have many items). If yes, check the box to display categories as tabs, if desired. 9. Select either List View or Grid View 10. Click Create My New Collection

11 11. Click on the content collection you created from the Content Collections page under Manage Content 12. If you chose to have categories, click New Category, enter the name and click Create Category 13. Click Add Item next to your category, or next to your content collection, depending on whether or not you have categories 14. Enter the item name 15. Enter a short description no more than 150 characters 16. Enter a longer description 17. Select a category from the drop down menu, if applicable 18. Click Create My New Item 19. If desired, click Browse and select an image from your hard drive to represent the item. If you don t want to include an image, click Do nothing and go back. 20. Enter an ALT Tag and choose whether or not you want it to display as a caption. 21. Click Upload and save your image. 22. Click the light bulb to Show the item. 23. Click Return to [content collection title] to add more items to your collection. Disk Quota By default, departments are allocated 20 Megabytes (MB). If this is not a sufficient amount of space, you may request a quota increase by clicking on Request a quota increase in the Disk Quota pane. Enter a brief description of why you require additional space and click Send Your Request. Talkback If you feedback on WPM, select the Comments, Feedback, and Bug Reports link in the Talkback pane. Provide as detailed a description as you can and click Send. WPM Help Web Profile Manager has a built-in help index, which you will find under in the Profiles Navigation pane. Using this tool, topics and questions can be searched to answer basic, frequently asked questions. This is your first troubleshooting resource guide. For More Information For more information on Web Profile Manager for Departments, contact the ITS Helpdesk at helpdesk@ithaca.edu or x or drop in to the Technology Learning Center anytime between 9:00am and 5:00pm Monday through Friday when a workshop is not in session. Copyright 2011 Ithaca College - All rights reserved. This publication may be duplicated in its entirety for use in not-for-profit educational settings. All copies must include this copyright statement. Any other use requires permission from Information Technology Services at Ithaca College, , helpdesk@ithaca.edu.