NHS Education for Scotland Community Websites. Guide for establishing and maintaining a community website

Transcription

1 NHS Education for Scotland Community Websites Guide for establishing and maintaining a community website 1

2 Contents 1. Introduction Page 3 2. Homepage Page 4 3. Set page properties Page 4 4. Adding information/widgets Page 5 5. Moving widgets/information Page Editing widgets Page Main navigation and subpages Page Resource Library Page Search Page Collaborating and networking (Wikis, Blogs, Discussions) Page Guide for Specific Topic Pages managed by other administrators Page 27 2

3 1. Introduction Welcome to the Community Website Admin guide. The purpose of this guide is to provide guidance on how to setup and manage information on a community website. The specific sections of this document introduce you to functionality within the community website and demonstrate a step-bystep process to help you create and make changes to the content. Links can be made through NHS Shared Learning ( to enable suitable education packages to be offered and available to staff across NHS Scotland. For more information, please contact the KSG team mkn@nes.scot.nhs.uk Support is available from NES KSG to set up and develop a community website and also to enable searches relevant to specialities to be undertaken through The Knowledge Network (previously NHS Scotland e-library) These searches are called topic links. A Memorandum of Understanding will set out the responsibilities and expectations of all parties involved to ensure the continuing maintenance of the website. If you have any questions please contact the KSG team mkn@nes.scot.nhs.uk Other related documents Developing your Community Website Demo of admin functions Community Rules 3

4 2. Homepage Administrators can select the layout of the homepage and select and configure widgets to be included. Consider what is important to the community e.g. to include a welcome message explaining the aim of the community, you will need to add a Rich Text Area widget. When you log in as an Administrator the Edit bar should be visible at the top of the homepage. Select Edit page and the appearance of the bar changes to Edit mode From here you can: Set page properties e.g. layout, title, description & SEO* description. Add widgets from the Create Widget and Find Widget options Create subpages Publish the homepage content. *SEO = Search Engine Optimisation 3. Set page properties e.g. select the size of the columns Enter the name of your page Enter the page title and SEO description (this information is used to optimise the page for search engines). Select the appearance you require. Click Save. 4

5 4. Adding information/widgets Content is created on a community website using widgets. From the admin panel of any page, on a CBT, you can choose widgets from the Create widget drop down and the Find widget search. Create Widget drop down list Lets you choose and add widgets to help build your content. As administrator you have full control of any widgets chosen from this list. From the Edit option on the right hand corner you can add content to a widget or manipulate what information is displayed. Find widget Search & Browse Lets you add widgets that already hold content. As administrator you have no control over the content. Only the original administrator who created the widget can edit the content. Note: WYSIWYG functionality allows the user to edit a document as it would look to the end user. Below is a list of all the widgets available from the Create widget drop down menu. Next to the title is a description of each widget and how it could be used. Create Widgets Accordion Links The Accordion links widget allows the community administrator to create topics/sections of quicklinks. Clicking on a topic/section will open a list of quicklinks. This widget is available on the homepage and all sub pages Audio & Video (Widget Library Podcast) Community administrators can upload a selection of audio and video files and also link to external audio and video files available on the web. Images can be added to uploaded audio and video files. Comments Allows members to leave comments, upload documents or link to webpages wherever the comments widget is added. Community members Displays a list of community members and administrators with links to their profiles on The Knowledge Network. An can be sent from the members profile. Logged-in users will have access to full details; nonlogged-in users to minimal details. This widget is only available from the homepage. Contact us Allows you to enter an address and some basic text. FAQ Displays a list of questions and answer that can be grouped into topics. 5

6 Clicking on a topic will open the list of questions and clicking on a question will open the answer! Google Calendar (Widget Library Google News & Events) Do you use Google calendar to display your community s key dates, meetings or events? Use the Google calendar widget to display and link to your Google calendar. The widget has a Rich Text Area with WYSIWYG functionality, including uploading an image. Images Add images or logos to your page. You can upload multiple images to this widget. The widget will automatically rotate through all the uploaded images. List (Widget Library Module) Create a list of information. Each item listed can have a title, a description, link, and an image. Member edit permissions Allocate edit rights for community members to a subpage, wiki, blog, and/or discussion page. Member view permissions Allocate viewing rights for community members to a subpage, wiki, blog, and/or discussion page. NHS board Map Link to information for a particular board area Quick Links /related links (Basic) Displays links to selected key resources for the community. Community Administrators are able to insert this widget on any pages and populate with key links (including pages within the website) relevant to that section of the website. The widget has a Rich Text Area with WYSIWYG functionality. This widget is available on the homepage and all sub pages Quick Links /related links (Advanced) The quicklinks widget allows the community administrator to create and display lists of key links or showcase a particular link to a website, document or page within the site, etc. The widget has a Rich Text Area 6

7 with WYSIWYG functionality, including uploading an image. Recent community activity Provides links to: Pages, resources, discussion and comments, and new community members added within a defined time period. This widget is only available from the homepage. RSS Feeds (Basic) The basic RSS Feed widget is only available on the homepage of a community website. RSS feeds can be selected by community administrators from the Feeds library or added directly to the community website. RSS feeds allow you to easily see when websites have added new content, without having to visit the site. It is a standardised format that lets you subscribe to a website using a specific piece of software. A library of feeds is available on The Knowledge Network. Note: For users with an IE6 browser, access to RSS feeds is limited as they need to click on stories not the title. It is advisable to include a message to this effect. RSS Feeds (Advanced) The advanced RSS Feeds widget is available from homepage and from any subpage. Each instance of this widget can be tailored for the page it sits on. RSS feeds can be selected by community administrators from the Feeds library or added directly to the community website. RSS feeds allow you to easily see when websites have added new content, without having to visit the site. It is a standardised format that lets you subscribe to a website using a specific piece of software. A library of feeds is available on The Knowledge Network. Note: For users with an IE6 browser, access to RSS feeds is limited as they need to click on stories not the title. It is advisable to include a message to this effect. Tab (Rich Text Area) (Widget Library Tab) Each tab has a rich text area with WYSIWYG functionality to create the content within each tab. Seven tabs can be created within each widget. Text, images, topic searches and a search option can be added to each tab. Please contact the KSG team to learn more about topic searches and search options mkn@nes.scot.nhs.uk. Tag cloud Resources This widget displays any tags that have been allocated to resources from the community resource library. The more resources allocated to a tag the larger the tag will be. This widget is only available on the homepage. 7

8 Tag cloud Members subject interests This widget displays any subject interests that a community member has allocated to their Knowledge Network profile. The subject interests are displayed like a tag cloud. The more people allocated to a subject interest/tag the larger the tag will be. Subject interests and profiles of community members will only be visible to logged-in users. This widget is only available on the homepage. Rich Text Area (Basic) The basic rich text area widget allows users to build text based content on a community website. Community administrators are able to add, edit, preview and publish authored text, with WYSIWYG functionality. WYSIWYG functionality allows the user to edit a document as it would look to the end user. Rich Text Area (Advanced) Topic Links (directories) Wiki/Blog/Discussion Overview The advanced rich text area widget allows users to build text based content on a community website with WYSIWYG functionality. WYSIWYG functionality allows the user to edit a document as it would look to the end user. The advanced widget has extra WYSIWYG functionality that allows administrators to imbed an image within the text and 3 extra headings. Add links to predefined searches of The Knowledge Network content. The content for this type of widget has to be managed by NES KSG team. If an administrator wishes to include topic searches the need to contact the KSG team mkn@nes.scot.nhs.uk The community administrator can decide which overview to showcase on the community website and the widget will display the latest blog or wiki post or the latest discussion reply. Below is a list of some of the widgets available from the Find widget drop down menu. Next to the title is a description of each widget and how it could be used. The following widgets can be added to the homepage and all subpages on a community website. Find Widgets Announcements Education & Learning Search This widget highlights the announcements from The Knowledge Network. Search and browse for education and learning resources such as courses, online modules, guidelines and toolkits. The sources of the education and learning resources include NHS organisations, higher education providers, Royal Colleges, Government organisations and accredited organisations. 8

9 elibrary Featured Services Information Literacy Quality Strategy image & Links Test for the Best Welcome Search the elibrary! You can search for journals, articles, books and information about libraries from the elibrary search widget. This feature highlights some of the services associated with The Knowledge Network. Add the Information Literacy widget to your community to provide quick access to information and training options for improving your information literacy skills. This widget displays the Institute of Medicine's 6 Dimensions of Quality diagram, which is being used within the Scottish Government's Healthcare Quality Strategy. Testing for the Best in Education Development is a resource to help planners, learning and development specialists and others in NHS Scotland think creatively about education and training. The welcome widget from The Knowledge Network offers a link to a tour for new users. It also highlights important developments, such as new services. To insert a widget on your page click on the Create Widget link from the Edit panel. This will allow you to select what type of widget to add. Recent Activity widget Add Widget Select type of widget to add Rich Text Area widget RSS Feeds widget Once selected, the widget will appear on your page. You will need to publish the page for the widget to be visible on the live site. 9

10 5. Moving widgets/information Widgets can be moved around the page to enable information to be positioned where you would like it. Select the widget to be repositioned and click and hold the left hand button on your mouse on the title of the widget. Move the widget to where you would like it to be positioned by dragging it into position. A grey box should initially appear where the widget is moved from and then a grey box will appear to where the widget can be moved to - see screenshot below. Once the position of the widget is satisfactory release the widget and it will be moved to that position. Note: Remember to publish the page to make changes visible on the live site. Grey box to move widget into Widget to be moved 10

11 6. Editing Widgets The title will initially be the type of widget inserted. To edit the title of the widget and add or change information, press the Edit button on the right hand corner of the widget. Press Save after updating the title and/or adding content and the title and/or content will be changed on the front of the widget. Note: Remember to publish the page to make changes visible on the live site. 5. Publish Page 1. Click on Edit 2. Type in title of widget 3. Enter content Remove Widget option 4. Save The options available from the edit section will be dependent on the type of widget inserted. Each widget, from the Create widget drop down can be edited at any time and removed from the page by selecting Remove widget. Rich Text Area adding text Press the Edit button on the widget. Type in the text that you would like to have displayed in the widget. If you are copying and pasting from a document make sure you paste it into notepad first to removing any formatting. If you are copying and pasting text it is best to use ctrl v to paste. You may find it useful to look at other community websites already established to get an idea of the different ways to use a Rich Text Area widget.. Once text has been typed in, check the content and spelling and then press Save. The front of the widget will then display the information that you have added to the Edit section. If you are satisfied with the content on the widget press the Publish Page button and this will make the widget visible on the live site. The widget can be edited at any time. 11

12 Rich Text Area adding a URL/website link to a text box 1. Click Edit 3. Click on the link button for creating a URL/website link 4. Type in URL/website address. You can also select whether to open the link in the same window or a new window. 5. Click on the Insert button 6. To remove the URL/website link click on the unlink button. 2. Select text to link to a URL/website and press the link button Related Resources/Quicklinks Press the Edit button on the widget Enter the title of the widget e.g. Quicklinks, Key documents, etc Type in the text to describe the types of links in the widget e.g. guidelines, policies etc. Then select the type of resource you are adding. This will add the link to the resource into the widget AND into the resource library, if it is not already added. You have the option to: - add a Community Website Resource from the Library - add a resource from The Knowledge Network - add a URL - Or, upload a resource from your PC 12

13 Once the type of resource has been selected, fill in the fields on the next screen. For example a URL (website link) could be added by inserting the title of the resource followed by the URL. Boxes with an * are mandatory fields and it is good practice to fill in the other text as requested. 2. Insert the title of the URL 1. Add a URL 3. Insert the URL and fill in the other fields 4. Click on Add If uploading a document from your pc remember to consider copyright. See the community rules for more information. To remove a resource/link from a widget press the Edit button. A Remove button will then appear next to each resource added to the widget. Click the Remove button and the resource will be removed from the widget but not removed from the community website resource library. Press the Publish Page button to update the live website with the recent changes. The widget can be edited at any time. If the widget needs to be removed press the edit button and then the Remove widget option in the bottom left hand corner. Contact us Contact us enables users of the website to send an to one or more designated community administrators. When users suggest a resource or ask for something to be changed on the website, administrators need to alert the person who requested the change to let them know that the change has been made or is being dealt with. An is not generated automatically to inform members of changes made to the website. For alerts, there is a recently added resources widget can be added to your website. This will give users the options of subscribing to alerts or adding an RSS feed to their reader. To add your contact address to the Contact Us widget follow the steps below. Add the Contact Us widget to a page Press the Edit button on the widget. In the Text Content box add text for the users so they know who they are ing and why you want to hear from them e.g. to contact the community administrator to add or update resources, please enter details below with your query and press the submit button. 13

14 Type in your address in the recipient box. You can also add a Thank you message that will be sent back to the sender. Click Save. Insert text in Text Content box Insert an address in the recipients field Comments This allows users of the website, who are logged in to leave a comment, upload a doc and/or add a URL. Any items uploaded or added will be automatically added to the community website resource library. The administrator selects the number of comments to be displayed on one page within the widget. Topic links The topic links need to be created by NES KSG. Please contact the KSG team to find out more mkn@nes.scot.nhs.uk. This widget allows you to display an expert search of the entire content of The Knowledge Network, or selected targets e.g. Medline, Embase. Topic links can focus the search to particular resource types. E.g. articles, journal titles and books for your area of interest. You need to specify: Subject/topic Search criteria For more information, please contact mkn@nes.scot.nhs.uk Limited access to pages to view member view permissions It is possible to limit view and edit rights for pages of the website. Default - edit and view rights: websites can be viewed and contributed by all to contribute users need to be logged in with an NHS Scotland Athens username Limit options: Only members can view or edit, i.e. users who are logged in and opted to join the community (no moderation) 14

15 Selected members can view or edit administrators can search or browse for names in the list of members and add them to the permissions. This enables the administrator to devolve responsibility for pages to individuals or for example for a small sub group to collaborate on a document. N.B. It is not possible to limit who views resources added to the library. See permissions table for more details. To limit who can view a page, wiki, blog, discussion Use the Member View Permissions widget You can opt to only let members of the community, i.e. those who have clicked to join the community as opposed to all people who are logged in with their Athens and who can leave a comment. Alternatively, you can pick specific individuals who can edit - by searching or browsing for names 15

16 Limited access to pages to edit member edit permissions To limit who can edit a page, wiki, blog, discussion As above, but this time select the Member Edit Permissions widget. RSS feeds Simply, a feed allows websites to distribute their content and helps users to stay up to date with the latest content added to a site. Go to the Feeds Library Help page to learn more. More and more sites are offering feeds and it is fast becoming the most popular way to keep up to date with new information. Feeds are also widely known as 'RSS'. There is a Feeds library of feeds for you to search & browse, which contains feeds from websites, journal publishers (contents pages of journals), topic searches of The Knowledge Network content, blogs, etc. Feeds can be added straight from a site or pulled from the Feeds Library. Note: There are two RSS Feed widgets! The basic widget can only be added to the homepage, but the advanced widget can be added to the homepage and subpages. To select feeds click on the Feeds Library link in the widget When the page opens 1. Check you are logged in you may have to log in again 2. Search or browse topics and/or types to identify feeds 3. Go to My Feeds to add new feeds to your community, if they are not in the library. 16

17 From the My Feeds Community Page: 4. Manage feed across multiple CBTs 5. Add Feeds straight to your community that are not available from the library 6. Remove Feeds Each Feed record provides the option to Add to My Community. You will need to be an administrator of the community to add feeds. To add the feed click the Add to Community option and choose which community to add the feed to. Click on the second tab to add the feed to a community. You can add as many feeds as you need to a CBT 17

18 Tag clouds You can include a tag cloud for all resources and/or a tag cloud of member s subject interests. Resources Tag Cloud This is displayed as default on the Resource Library page, but you can also add it to the home page. Clicking on a tag from the cloud will display a list of resources associated with that tag. Members subject interests tag cloud This displays the subject interests associated with the Knowledge Network profiles of only members of the community. Recent activity Recent activity widget lists the most recently added resources, created discussions, pages, wikis, and blogs. Administrators select the type of resources to be displayed and users can choose to subscribe to alerts or add an RSS Feed to their feed reader. 18

19 7. Main navigation and sub pages Administrators can configure the main navigation and the sub pages and any subsequent pages under each heading. It is a good idea to consider developing a site map before creating the pages. The Developing your Community Website document will provide more information about sitemaps. Creating a new page Log in to the website by clicking on the Log in link and entering your Athens username and password. Log in Select the section to add a new page e.g. Guidelines and Policy Click on Edit Page link. To create a new page, click on the Sub Pages link. Sub Pages link This will bring up a screen which enables you to enter the name in the Create a New Sub Page boxes. 19

20 1. Enter the details of the new page 4. Sort the order of the Subpages 2. Select Page Layout 3. Create Enter the page name, Page title and SEO description in the boxes. For example: Page Name: Page Title: SEO Description: Paediatric Renal Paediatric Renal Paediatric Renal Specialist Community SEO = Search Engine Optimisation these fields help optimise the site for search engines. You might want to add extra keywords, not in the page name, but a user might use when searching Decide on the page layout by choosing from the options available. You can now create the content using the available widgets. 20

21 8. Resource library All resources added to the community via widgets are stored in the community resource library and are available to everyone who comes to the website. Resources can be added straight to the resource library. Adding resources Community administrators and community members can add resources by: uploading documents from pc or network (max size 4mb) add URLs of websites associate The Knowledge Network resources to the website Note: Only administrators can withdraw resources and edit associated metadata. From The Knowledge Network search results page, within the community website, you can allocate resources to be added to the community resource library. Resources are managed by adding tags. Tags can be associated with the resource uploaded or added by the person adding or at a later date by any member of the community. Tags are displayed as a cloud or list and clicking on a term will display all the associated resources. Go to the Resource Library From the Add resources widget select the type of resource to be added 1. Add a resource from The Knowledge Network 2. Add a url of a website 3. Upload a document from your pc Once the type of resource has been selected, Fill in the fields displayed. Boxes with an * are mandatory fields and it is good practice to fill in the other text as requested. 1. To add from The Knowledge Network you have to search and select the resource you want. Add keywords to the search field and click Search 21

22 Select the resource form the list and click Add Resource button 2. Add a url of a website Insert title of resource Add a description and author Add Add a resource URL Add tags to help users find the resource Click the Add button. 3. Upload a resource from your pc To upload from your pc, click on the browse option next to the resource field. This process is similar to attaching a document to an . If uploading a document from your pc remember to consider copyright. See the community rules for more information. 22

23 9. Search Search is available on all Community websites. During set up administrators can choose to search: OR Only the resources added to the community resource library Resources added to the community resource library PLUS all the resources available via The Knowledge Network 23

24 10. Collaborating and networking Comments box Comments box can be added to any page to encourage members to provide input into the website. Wiki Wiki: A piece of software which enables users to create, edit and link webpages. A wiki website is usually created collaboratively and allows members of the creating community to edit its content. Community administrators select to include this functionality at the set up of the website, or to add or remove it at a later date. Community administrators are able to: Create wikis Give designated (or all) community members rights to add and edit content and to upload resources to each wiki. Give designated community members rights to create new wikis. Give designated community members rights to view wikis. Include some other widgets on wiki pages e.g. permissions Suggested text to help users will be available on your website wiki pages and you can amend, delete etc as you wish. Blog Blog: An online journal created by a particular person. The owner posts messages to a dedicated website and allows others to add their own comments. Topics often include the owner's daily life or views on politics or a particular subject important to them. Community administrators select to include this functionality at the set up of the website, or to add or remove it at a later date. Blogs can only be edited by the person who created it. Other users can comment via the comments widget if provided by the owner of the blog. Community administrators should be able to: Create blogs Give designated community members rights to create new blogs. Give designated community members rights to view blogs. Include some other widgets on blog pages e.g. permissions Suggested text to help users will be available on your website blog pages and you can amend, delete etc as you wish. Discussions Community administrators select to include this functionality at the set up of the website, or to add or remove it at a later date. Community administrators should be able to configure discussion forums to: Enable all community members to publish and respond to topics and comments. Enable only designated community members to publish and respond to topics and comments. Enable only designated community members to view topics and comments. Suggested text to help users will be available on your website discussion pages and you can amend, delete etc as you wish. 24

25 11. Guide for Specific Topic Pages managed by other administrators If you have specific pages or areas of your website you can devolve responsibility to individuals or groups to manage. Below are the instructions to provide help for these page administrators including the option to link to specific areas of wikis, blogs and /or discussions. Creating sub sections or special interest areas within your website that will be managed by other administrators. Encourage these additional administrators to consider content! Types of resources to consider: The list below provides a checklist for collecting together information for a topic area / page on the website. Organisations: Identify organisations with website addresses. Guidelines: Identify guidelines and provide PDF, word document or website link for each one. Documents: Identify documents of interest relevant to speciality and provide PDF, word document or website link for each one. Patient Information: Identify patient information documents/tools and provide PDF, word document or website link for each one. Searches can also be undertaken by NES staff via the e Library Charities and Support Groups: Identify charities/support groups and provide website addresses Journals: Identify journals relevant to speciality that would be useful as quick links. Information Searches (through e Library): Identify key subjects/topics which would be useful for quick link searches and provide search criteria to be used. How to become an Administrator of pages within the community website In order to develop a special interest page within a community website a Community Administrator is required. Within your speciality group please decide on an individual who will be responsible for maintaining and updating resources and information on your community of practice page. The allocated Community Administrator needs to make sure they are registered on the e-library with an Athens username/password. This can be achieved by pressing the Log in button on the Community homepage. This link will allow you to either Log in by entering your username and password or to register by selecting the Register link. 25

26 Log In Username Password Register for an Athens Username & Password Once logged in to the community please select to Join the Community. This link will appear once you have logged in to the community website. By becoming a Community Administrator you will be able to develop and edit a topic area / page. Please see previous sections for instructions about adding, moving and editing widgets. In addition here are some tips for highlighting the collaboration tools on your web pages. Adding a link to the discussion topic, wiki or blog from another page using a Rich Text Area widget Here are the instructions for a discussion topic but the same applies for a wiki or blog. Create a Rich Text Area widget using the guidance above and title it xxx Discussions. Click on the grey Discussions at the top of the community website. Link to Discussion page Make sure you are in edit mode by clicking on the Edit Page link in the admin bar. Once in edit mode you are able to create a discussion area specific to your community by entering details in the New Topic widget. 26

27 New Topic widget Title of Discussion Discussion Topic widget Links to other discussions Description of Discussion Create button In the Title field add the name of your topic. For example, Paediatric Renal. Add a description of your discussion area. For example, Paediatric Renal Community Discussions. Your community of practice details will now be displayed in the widget called Discussion Topics. The page administrator can decide to link to the full discussion landing page, a particular topic area or an individual discussion. Click on your community of practice in the Discussion Topic widget. This will open up a new discussion page for your community of practice. Discussion page : Web address: select and copy The link to this page has a URL which is displayed in the web address toolbar. Select and copy the link in the toolbar. Return to your special interest page and press the Edit button on the Discussion widget. 27

28 Paste link website URL from Discussion page Link button for creating a URL Select text and press the link button In the text box, type in the name of your special interest area followed by Discussions. For example, Paediatric Renal Community Discussions. Select the whole of the text and press the link button (looks like a chain link). This will open up a new box. In the Link URL field paste in the web address from the created community discussion page. Press the Insert button. The text will now be underlined. Press the Save button and the Publish Page button. A link directly to the discussion page has now been made for your special interest. Wiki, Blog, and Discussion Overview widget The community administrator can decide which overview to showcase on the community website and the widget will display the latest blog or wiki post or the latest discussion reply. Click on Create Widget to pick and add the Wiki, Blog, and Discussion Overview widget to your community website. Example - Discussion Overview widget 28

29 Example Blog Overview Widget Example Wiki Overview widget 29