ACADEMIC WEBSITE PROFILES: KEEPING YOUR WEB INFORMATION UP TO DATE The Contensis User Guidelines for Individuals

Transcription

1 ACADEMIC WEBSITE PROFILES: KEEPING YOUR WEB INFORMATION UP TO DATE The Contensis User Guidelines for Individuals ResearchwebprofileformFINALMarch04/2013newcms1kma 1

2 Editing your DMU website academic profile Overview With the implementation of the Contensis Content Management System (CMS), you will now have the facility to edit and update your own academic staff profile. This document is designed to provide you with the necessary guidance in order to achieve this. Should you wish to see a video version of the training please click here. Websites and Content Management Systems explained A Content Management System (CMS) is a computer program that allows publishing, editing and the modification of content on a website as well as maintenance. Such systems of content management provide procedures to manage workflow in a collaborative environment. The DMU CMS is called Contensis. ResearchwebprofileformFINALMarch04/2013newcms1kma 2

3 Disclaimer Your current web profile has been fully updated and quality checked. Once you log onto the Contensis System and access your files to change or amend any details you are responsible for the quality and accuracy of the content of the respective web profile. This disclaimer will include any other web profiles that you might amend for your colleagues all this data can be tracked in contensis. Initiation of your profile In the first instance your full profile page will be set up by your Faculty Web Officer in partnership with Research and Business Innovation Directorate (RBI). Once your profile has been set up, your Contensis account on will be created, you can access Contensis via this web link: please log your usual PC/Laptop user name and password into Contensis to access your profile. More instructions are illustrated below. Making changes to your profile Making changes to your profile should be minimal as most of your content has been created in the first instance. If you need to change images or add in hyperlinks/social media then please contact one of the immediate team below who will look to support you. Once you make any changes to your profile, an alert will be sent to your web officer and some members of the team below, they will check the changes and put the information onto the live DMU website. This will take no more than 5 working days. Training/general support If at all you need help or support please call your web support team: Faculty Faculty Web Officer: TBC, extension Faculty Research and Innovation Ketna Mistry Adam: extension 6126 Marketing and Communications Gavin Mangan: extension 6872 Wasim Kadri: extension 7632 In emergencies only Lucy Coleby: extension: extension 8517 Lucy Gregson-Green: extension 8575 Lydia Harris: extension 7478 ResearchwebprofileformFINALMarch04/2013newcms1kma 3

4 Accessing your web profile CONTENSIS CMS login and interface Using a compatible web browser go to and login (see Fig 1). You must sign in using a computer from within the university network or, if you are outside the university, you must sign in to the university network using a virtual private network connection (VPN). Figure 1: Contensis login screen, once signed in you will see an interface similar to Figure 2 ResearchwebprofileformFINALMarch04/2013newcms1kma 4

5 Figure 2: Contensis interface screen The panel to the left displays a tree view of all the DMU website folders. To find your profile click on the plus + icon next to the About-DMU folder (see Fig 3) Figure 3: About DMU folder Continue navigating though the folders thus, about-dmu > Academic-Staff > Your Faculty > Your Profile Name as illustrated in figure 4 ResearchwebprofileformFINALMarch04/2013newcms1kma 5

6 Figure 4: Directory of staff names in Contensis Upon finding your profile folder (which will be defined either by faculty> group >your name or by faculty>your name) Right-click on the file and a sub menu will appear and you should click on Edit (See figure 5) ResearchwebprofileformFINALMarch04/2013newcms1kma 6

7 Figure 5: CMS editing menu Your profile will then open in the right side of the interface (See Figure 6). The Edit toolbar, which opens at the top of your workspace when you have a page open to edit, allows you to format text. You only need to make any changes in the content tab Figure 6: Your profile as it appears in Contensis You will now be able to start editing your profile. Select the Content Tab as demonstrated in figure 7. ResearchwebprofileformFINALMarch04/2013newcms1kma 7

8 Editing the content on your web profile page Your live web profile will be replicated word for word on the contensis system and you will have gone through the process to populate all the relevant fields. Therefore any changes you need to make at this stage should be minimal and focused on text based changes only. A feed from DORA will be on your profile under Publications and Outputs please do not edit this section. This automatically updates as you upload to DORA. If you need to add any images or change your profile photo please contact your faculty Web Officer who will do this for you. Once you make any changes to your profile, they will be submitted to a work flow, meaning, that a number of people will check your amends and then publish your web page to the live site. Figure7: The content tab The Content tab is where you will administer all of your text based changes to your profile, there are a number of tools available to you to help you edit your web profile, see figure 8. Figure 8 & 9: Editing your profile page TOOLBAR The toolbar runs along the top of Contensis and displays information such as the username under which you are logged in, the project you are viewing and reports by filter about pages you have edited or are in the process of editing. ResearchwebprofileformFINALMarch04/2013newcms1kma 8

9 The basic tools used to edit your profile can be found on the top of your screen look and work in similar fashion to Microsoft word. See below. Figure 10: Profile content text areas If you want to edit the sections who select the following tab and search for areas with the following headings (please note that these are all the headings which are fixed in a template and cannot be changed or moved). If you do not want to use a specific heading this can be deleted from your profile as required: Personal profile: Research group affiliations: Research interests (list): Publications and outputs, this is an automated feed from DORA please do not edit this Key research outputs: Areas of teaching (list): Qualifications: Courses taught: Honours and awards: Membership of external committees: Membership of professional associations and societies: Professional licences and certificates: ResearchwebprofileformFINALMarch04/2013newcms1kma 9

10 Forthcoming events: Conference attendance: Consultancy/external income generation information: Current research student supervisions: Externally funded research grants information: Internally funded research project information: Patents: Professional esteem indicators: Impact case studies Figure 11: Changing your mandatory and contact information META DATA If you need to change your contact details, job title, title (see above for the web page and below for the Contensis page) etc you must open the META DATA tab as detailed in figure 12. DO not amend or edit the description details field. Figure 12: META DATA TAB ResearchwebprofileformFINALMarch04/2013newcms1kma 10

11 Saving your work and submitting to the workflow You must save your work before you log off or your changes will be lost. However, if you attempt to sign out before saving your work, the system will prompt you to save your work first. To save your changes simply click the Save button (See Figure 13) Figure 13: Save button Once saved, for any changes to be implemented, you will need to submit your changes by selecting the workflow option, as indicated in Figure 15. When you have selected the workflow option, please select the submit option. Figure 14: Previewing your work. To preview your work (the changes that you have made) before you submit to the workflow you can preview your work. Click on the magnifying glass icon and a pop up window with your web profile will appear with your changes. Once you have checked the changes close this window. ResearchwebprofileformFINALMarch04/2013newcms1kma 11

12 Figure 15: Workflow and submit Once you have clicked on submit the pop up window indicated in figure 15 will appear, please select the close button. Figure 16: Submit for approval window ResearchwebprofileformFINALMarch04/2013newcms1kma 12

13 Once this window pops up, select close. Approval process Your changes will then go through an approval process. A number of super contensis administrators (listed on page 3 of this document) will be notified via that you have administered an amendment to your profile. To get your changes made live on the dmu website, the process will take no longer than FIVE working days to approve your newly amended profile. Whilst this may seem like some time we need to ensure that your amends are correct, whilst managing other responsibilities, this may change in the foreseeable future. When you have finished please see the Log Out button. you have finished your session.. Use this to sign out of Contensis when This is the Go home button. If you click on this button, it will bring you back to your home page, wherever you are in the CMS. GUIDANCE ENDS Important Notes Course page links to your profile If you need to update or edit any links to course/taught programmes please contact your Faculty Web Officer. Individuals cannot access these areas on Contensis due to access rights. Favourites If you regularly need to update your profile then it might be an idea to add the contensis url to your list of favourites. Images It has been agreed that images and vide will need to be loaded by Web officers, unless you have had the full training on the Contensis System, please send your files to your faculty Web officer. DORA RSS Feed DORA (De Montfort Open Research Archive) is De Montfort University s research repository. It forms the primary public and institutional record of DMU research outputs. As you submit articles, publications papers etc to DORA, your web profile will automatically update with your latest submissions. You do not need to do anything to this particular field. Any key or significant research can be listed under Key Research Outputs. ResearchwebprofileformFINALMarch04/2013newcms1kma 13