PORTAL AUTHOR/PUBLISHER TRAINING WORKBOOK Overview This workbook will assist you in creating the hands-on exercises that are part of portal authoring and publishing training. This is not a detailed manual. For detailed instructions, please see the authoring and publishing user manuals under the Help link in your myufl menu. Objectives By the end of this session, you will be able to: Personalize your myufl Top Page. As an author, create a Text/HTML news article. As an author, create a URL article. As an author, upload a PDF file to the portal as an article. As a publisher, publish an article to your section. As a publisher, send an article back to the author to rework. As a publisher, reject an article submitted for publication. U NIVERSITY OF F LORIDA 2003 PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 1
Sign on to the Training Portal 1. Start Internet Explorer if it is not already started. 2. You should see the training portal sign-on page. (This is not the production portal.) Fig. 1-1 3. Enter your training username and password. (See Fig. 1-1) a. Your username is AUTHORn. (Replace n with your own number, for example, AUTHOR1. Type it in UPPERCASE.) b. Use the password provided by the instructor. 2 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Personalize your Top Page If you do not see a pagelet titled Sample Training Pagelet on your Top Page, perform the following steps to personalize your Content to get the pagelet. Step 1 Click on the Personalize Content link. (See Fig. 1-2) Fig. 1-2 Step 2 Scroll down until you see the News category. Step 3 Click to check the box next to Sample Training Pagelet. Fig. 1-3 U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 3
Step 4 Click on the Save button. (See Fig. 1-3) Now, you should see the Sample Training Pagelet on your Top Page. Change the Layout of your Top Page Let s rearrange the pagelets so that our Sample Training Pagelet is easier to see. We will move it to the top of the right column. Step 1 Click on the Personalize Layout link. (See Fig. 1-2) Fig. 1-4 Step 2 Rearrange the pagelets. Move the pagelets in the Right Column to the Center Column or Left Column by selecting them (click on a pagelet title once), then clicking on the left arrow. (See Fig. 1-4) 4 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Fig. 1-5 Click on Sample Training Pagelet in the Center Column and move it to the Right Column by clicking on the right arrow. (See Fig. 1-4 and Fig. 1-5) Step 3 Click on the "Save" button. Create Your First Article We are going to create the following article, and this is what it will look like after it is published on the Sample Training Pagelet. (See Fig. 1-6) Fig. 1-6 1. Return to your Home page if you are not already there (click on the Home link). 2. To view the article, go to the Sample Training Pagelet and simply click on the title of the article called AUTHORn First Article in the Top Section. 3. After you have looked at it, return Home. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 5
Use Manage Content in the myufl Menu We are going to create a new article by using the Manage Content function in your myufl menu. 1. Click on the Manage Content link. (See Fig. 1-7) 2. Click on the News Publications link. 3. Click on the Edit My Articles link. You will see a list of publications for which you are an author. Fig. 1-7 4. Click on the "Add Article" button. 6 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Create a Simple Text/HTML News Article Our first article will be a text article with some very basic HTML commands. 1. Choose your Publication from the dropdown. (See Fig. 1-8) 2. Choose "Text or HTML" and click the "OK" button. Fig. 1-8 You will see six tabs. Fig. 1-9 3. Fill out the information in the tab panels from left to right. Fields marked with an *asterisk are required fields and cannot be left blank. 4. To create your sample article, fill in the tabs as shown in the following illustrations. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 7
Article Tab spell check icons Fig. 1-10 Fill in the fields as shown in the example above. Instead of AUTHORn, use your actual AUTHOR number (for example, AUTHOR17). Do not click either of the Save buttons yet. Notice the little blue book icons on the right side (See Fig. 1-10). These are spell checks for the field next to which they appear. 8 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Text or HTML Tab Click on the "Text or HTML" tab. Enter the following text and HTML tags as shown in the example below, or copy and paste the HTML into the HTML text box from "firstarticle.html," which is on your desktop. <B>Headline Attention Getter Goes Here</B> <P>First paragraph: who, what, why, when, where, and how. <P>Next paragraph: now you can get into the details. You can include <A HREF="http://www.bridges.ufl.edu/" target= _blank > URL links, </A> too! <P> Use a <i> mailto: </i> tag to include <A HREF="MAILTO:it-training@lists.ufl.edu">contact</a> information. Fig. 1-11 Don t forget to include the Comment. (See Fig. 1-11) U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 9
Publish Date Tab Click on the "Publish Date" tab at the top. To fill in the dates, click on the small icon to the right of the date field to get the pop-up calendar. Fig. 1-12 Select today s date as the Publish Date. Select a future date as the Expiration Date. Next, click on the "Locations" tab. 10 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Locations Tab You will see a list of all publications and sections for which you have authoring privileges. For this article, choose just your section. Fig. 1-13 Make sure that Sample Training Pagelet, Section n (where n is your number), is checked. If it isn t, click in the box next to it. Do not choose any other sections. Note: You can submit an article to more than one section at a time, but this is not recommended. The portal keeps only one copy of each article, which means that two different publishers could potentially edit the same article. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 11
Viewers Tab Click on the "Viewers" tab. There is only one option on this tab for now, and it is checked by default. This allows everyone who is an authenticated user to the portal (which means being signed on) to view your article. Fig. 1-14 Image Tab The sixth panel is where the author adds an optional image to an article. Fig 1-15 12 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Select Imported JPG Image File and click Add Image Fig 1-16 Select Browse. Fig 1-17 U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 13
Select the file from your computer. Click Open. Fig 1-18 Click Upload. Fig 1-19 14 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Image selected will appear. When finished, review the information on the article panels for accuracy. Fig 1-20 Save Your Work! Now you are ready to send your article to your publisher! Fig. 1-21 Click on the "Save and Submit" button. Your article has been sent to your publisher! U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 15
Upload a Document PDF File Your second article will be a PDF file (which has already been created for you) that you will upload to the portal. 1. Return Home by clicking on the "Home" link on the upper right of the page. 2. In the myufl menu, click Manage Content > News Publications > Edit My Articles. 3. Click on the "Add Article" button. 4. Choose your Publication from the dropdown. (See Fig. 1-16) 5. Choose "File Attachment," and then click the "OK" button. Fig. 1-16 Now, you must fill in the tabs. Use the information that follows to fill out the tabs from left to right. Article Tab Title: AUTHORn Second Article Description: A PDF file Summary: This PDF file contains important information about the Computer Challenge. Author: AUTHORn Publish Date Use today s date as the Publish Date. Use a future date as the Expiration Date. Locations Viewers Be sure to check Sample Training Pagelet, Section n (where n is your number). Don t select any other sections. There should already be a check by UF_PA_AuthUsers. 16 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
File Attachment This is where you specify which document to upload. 1. Fill in the Comment field as shown. (See Fig. 1-17) Fig. 1-17 2. Click on the Add Attachment button. 3. Click on the "Browse" button. (See Fig. 1-18) Fig. 1-18 Note: If you know the full path name of the file, you can type it in the box, but browsing is usually easier and it is accurate! The name of the file is Shameless.pdf, and it is on your desktop. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 17
4. Click on the "Upload" button. (See Fig. 1-18) It takes a few seconds for the file to upload. After it gets uploaded, you will see the following screen. From here, you can view the attachment or delete it. Fig. 1-19 Save and Submit For Publishing Click the "Save and Submit" button to send your article to the publisher. Fig. 1-20 18 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Create a URL Link Your third article will be a Web page reference outside of the portal. 1. Return Home by clicking on the Home link. 2. Using Manage Content, navigate to your "Add Article" button and click it. 3. Choose the Publication. (See Fig. 1-21) 4. Choose "Web Site URL," and then click the" OK" button. Fig. 1-21 Now, you must fill in the tabs. You know what to do! Use the information that follows to fill out the tab panels from left to right. (See Fig. 1-22) Article Tab Title: AUTHORn Third Article Description: A URL link Summary: This links to the UF Bridges page. Author: AUTHORn. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 19
Web Site URL This is where you specify the URL. It needs the entire address. You can only include one per article Fig. 1-22 Publish Date Use today s date as the Publish Date. Use a future date as the Expiration Date. Locations Viewers Be sure to check Sample Training Pagelet, Section n (where n is your number). Don t select any other sections. UF_PA_AuthUsers is checked by default. Save and Submit Send it to your publisher! Click the Save and Submit" button. Fig. 1-23 Sign Off At the top right corner of your screen, click the Sign Out link to log out as the author. Now, you will sign on as the publisher. 20 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
Publish Your First Article If you have not already signed off as an author, do so now. Do not close your browser. Make sure you are at the training portal sign-on screen. (Fig. 1-24) 1. Sign on as PUBLISHn, where n is your number. Use the password provided by your instructor. Fig. 1-24 2. Click on Manage Content > News Publications > Publish Articles. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 21
List of Articles You should see our three articles under Sample Training Pagelet, as in the screen below. Fig. 1-25 These articles have not been published, reworked or rejected yet. First Article Preview AUTHORn First Article by clicking on the title link. (See Fig. 1-25) Fig. 1-26 1. Click on the Return to Article List link to return to Publish Articles. 22 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
2. Now that you know what it will look like after it is published, you should review all of the tabs just to make sure the information in all the fields is correct. Now, click on the "Edit" button next to "AUTHORn First Article." (See Fig. 1-25) 3. As you did as an author, go through the tabs from left to right. Click on the "Return to List" link when done to go back to Publish Articles. 4. Check the box next to AUTHORn First Article. (See Fig. 1-27) 5. Click on the "Publish" button, then look for "Processing" on the top right side. 6. When this is done, click on the "Refresh" button and it will take this article off of the Publish Articles list. Fig. 1-27 7. Click the "Home" link to return to your Top Page. Verify that the article appears in the Sample Training Pagelet under your section. 8. Read the article by clicking on its title. Congratulations! You published your first article! Second Article- PDF For this example, you as the publisher will decide that you should not publish this article in your section. 1. Return to Manage Content > News Publications > Publish Articles. 2. Preview the PDF document article. To see the actual PDF file itself, you must click on the title link of the PDF document in the preview. (See Fig. 1-28) Click on "Shameless.pdf." This will open a new browser window and open Acrobat Reader. U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 23
Fig. 1-28 To close Acrobat Reader, click on the X in the upper right corner of your screen. (If you have another screen that shows the article without the link, close that screen, too, by clicking on the X in the upper right corner.) Now, you should be back at the Preview screen. 3. Click on the "Return to Article List" link to return to Publish Articles. 4. Click on the "Edit" button to review the tabs. 5. This article is not appropriate for your section, so include a comment under the File Attachment tab that you are rejecting it. Type in the comment as shown below. Fig. 1-29 24 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA
6. Click the Save and Submit button, then on the "Return to List" link. 7. You should be back in Publish Articles. Check the box next to AUTHORn Second Article, then click the "Reject" button. 8. Wait for the "Processing," then click on the "Refresh" button. Third Article- URL You should still be in your Publish Articles screen. 1. Preview AUTHORn Third Article. 2. Click on the Web Site title link. You should see the UF Bridges home page in a new browser window. Review the tabs by clicking on the "Edit" button on the right of the article. 3. You want to send this article back to the author to rework, so under the "Web Site URL" tab, add a comment as shown in the example. (See Fig. 1-30) Fig. 1-30 4. Click the "Save and Submit" button, then the "Return to List" link. 5. In the "Publish Articles" screen, check the box next to AUTHORn Third Article, then click the "Rework" button. (See Fig. 1-27) 6. After the "Processing" is done, click on the "Refresh" button. Voila! You have now completed the entire authoring and publishing exercises! U NIVERSITY OF F LORIDA PORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK 25
myufl Content Provider Registration Form To become a myufl author and/or publisher, you must register with the UF Bridges team. Please complete this form and return to your trainer at the end of today s session. UF Bridges will contact you soon to assist in getting your information on myufl. You may also mail this form to: UF Bridges, Attn: Alexandra Lozano PO Box 113359, Univ. of Florida Gainesville, Florida 32611-3359 FAX: 352-846-2508 Requesting: Author Role AND/OR Publisher Role Name: Title: Department: College/Unit: Phone: Email: *GatorLink Username: UFID: What information do you currently provide to UF faculty, staff and/or students? ` For more information, please contact myufl-admin@ufl.edu *You must have a GatorLink account to access the portal and obtain an author/publisher role. Please visit www.gatorlink.ufl.edu or call 392-Help if you have forgotten your password or do not have an account. 26 P ORTAL A UTHOR/PUBLISHER T RAINING W ORKBOOK UNIVERSITY OF F LORIDA