Website Training Manual Version 1.0 9/11/13
Section 1: Manage Users... 3 Adding Users... 3 Managing Users... 3 Section 2: Manage Content... 4 Section 3: Create Content... 5 Featured Slider... 5 Governance... 5 Journal... 5 Journal Content... 6 Leadership... 6 Sponsor... 7 Staff... 7 Webinar... 7 Basic Page... 8 Administrative Options... 8 Section 4: Manage menus... 10 Existing menu links... 10 New menu links... 10 Section 5: Using the Text Editor... 12 Uploading PDFs... 13 Uploading Images... 15 Section 6: Manage Files... 17 Confidential and Proprietary Page 2
This document will guide you through the workflow for entering your content into the Drupal CMS. To log into the website go to http://sra.sohstudios.com (this will change to www.srainternational.org when we launch). The STAFF menu is located at the top of each page and is the key to working within the content management system. You may see different menu items depending on your project role. Section 1: Manage Users There are currently four user roles on the system. Based on the role you give a user they will have different abilities within the system. We will likely add another role for Members. 1. Administrator is reserved for the programming team. 2. Editor is for SRA staff with the privilege to edit, delete or publish content and administer users. 3. Contributor is currently unused, but may be used in the future to limit staff privileges. 4. Authenticated User is a person with a login. Right now they have no special privileges. Adding Users You will only add users for staff. The member users will come from Avectra. On the Staff menu click MANAGE USERS. In the active links click ADD USER. Enter a USERNAME and EMAIL ADDRESS. Enter a password. You will have the new user reset the password when they first log in, so it doesn t matter what you assign here. Assign a role of Editor. Click NOTIFY USER OF NEW ACCOUNT. This will send the user an email with a temporary login. If the user doesn t get the email they can also go to the login screen and click the REQUEST NEW PASSWORD tab with their email address. Click CREATE NEW ACCOUNT. Managing Users User management allows for filtering results and bulk updating. From the Staff menu click MANAGE USERS. The display is sorted by duration of account. You can resort by Username, Status or Last Access. You can filter the list by role, permission or status. You can select multiple users and bulk block or cancel them. You can also bulk add them to a role or remove them from a role by clicking multiple users and using the UPDATE OPTIONS. To edit a single user, click EDIT under the operations column. Confidential and Proprietary Page 3
Section 2: Manage Content To locate existing content to edit, delete or unpublish, click MANAGE CONTENT on the Staff menu. Content on this screen is listed in Update Date order by default. You can change the order to Title, Type, Published, Author or Post Date by clicking the headings. The content display can be filtered as follows and then clicking APPLY: Title enter any word or phrase in the title Type select any content type Published select Yes (published) or No (unpublished) Author enter any part of the username of the original author Multiple pieces of content can be selected for bulk operations. By clicking the box in front of the content you can select it. Then go to CHOOSE AN OPERATION and select from delete, publish or unpublish. Click EXECUTE. To view the content, click on the title. Once the content is on your screen, click EDIT in the Task Bar in the upper right of your screen to edit the content. Confidential and Proprietary Page 4
Section 3: Create Content In the Staff menu, click on MANAGE CONTENT. Then click on ADD CONTENT in the Action Links. Each piece of content must be entered in a specific content type. If there is no specific type relevant to your content, then use Basic page. Featured Slider This holds the slide show images on the home page. Enter the TITLE that will display on the slide. Enter the SLIDER ORDER. This is the order in the rotation. To upload an image, click CHOOSE FILE to find the image on your computer. Images must be 540px by 260px in size and less than 2MB file size. Anything larger will crop. Click UPLOAD. Enter the TEXT that will display next to the slide. Enter the SLIDER LINK URL for where you want the slide to connect. This should be an internal link on the website. Use type ahead for suggestions. Governance Enter the NAME of the Section, Chapter, Division or Committee. Choose the type of GOVERNANCE. If you choose SECTION, you will need to select the section name in the dropdown. If you choose CHAPTER, you will select both the section name and the chapter name. If you choose DIVISION, you will select the division name. Enter the description for the entity. Enter the leadership for the entity. We recommend Title, Name, Institution and Phone with one officer per line. Best not to style as a table or it will reduce your SEO and readability. Journal A Journal record must be created before the associated articles. Enter the VOLUME AND NUMBER, same as on the printed journal. Enter the PUBLICATION DATE as mm/yyyy. The month will not display but is used for sorting. Confidential and Proprietary Page 5
Enter the SEASON (spring or fall). Click CHOOSE FILE to upload a cover. Image must be at least 150px by 225px and smaller than 500MB. Click UPLOAD. Enter the content for From the Editor s Desk. Enter the full text for the PARTNER DESCRIPTION. Click CHOOSE FILE to upload the journal pdf. Journal Content Once a journal has been created you can add content associated with the journal. This includes Introduction, Articles, Review and Voice of Experience. Enter the TITLE. Select the JOURNAL to which the content belongs. Choose the SECTION of the journal. If the section is Article, then enter the order number for the article. Enter each author and their affiliation. If there is more than one author, click ADD ANOTHER ITEM. If the section is Article, then enter the ABSTRACT. Enter the FULL TEXT of the content. If the section is Article, then enter the REFERENCES. If the section is Article, then enter the KEYWORDS. Leadership Create one leadership record for each member of the board of directors and the society. Enter the FULL NAME of the member. Click CHOOSE FILE to upload a PHOTO. Image must be at least 100px by 124px and smaller than 3MB. Click UPLOAD. Select the POSITION. Enter the member s PERSONAL POSITION. Enter the member s PERSONAL AFFILIATION (institute, university, etc.) Confidential and Proprietary Page 6
Enter the member s PERSONAL LOCATION. Use either city, state or country. Enter the date of their term expiration in the format mm/yyyy. Sponsor Create one sponsor record for each sponsor. Enter the COMPANY NAME. Click CHOOSE FILE to upload a LOGO. Image must be at least 150px by 30px and smaller than 1MB. Click UPLOAD. Select the SPONSOR LEVEL. Staff Create one staff record for each staff member. Enter the FULL NAME of the staff member. Enter the ORDER that you want the person to appear in the list. Click CHOOSE FILE to upload a PHOTO. Image must be at least 100px by 124px and smaller than 3MB. Click UPLOAD. Enter the staff member s TITLE. Enter the staff member s phone. The field will automatically format. Enter the staff member s email address. In the SRA CONTACT field, enter the responsibilities for this staff member. Do not enter the words Contact for:. Webinar Webinar is a special type of event. Add one webinar record for each upcoming webinar and each on demand webinar. When an upcoming webinar changes to an on demand webinar, just go back to that record to update the URL for accessing the archive in the store. Enter the webinar TITLE. Enter the DESCRIPTION of the webinar. Enter the start and end times. The date field will provide a pop-up calendar. All times are Eastern. Confidential and Proprietary Page 7
The MEETING TYPE is preset to Webinar. You can leave that as is. Enter information on the PRESENTER. Enter information on the KNOWLEDGE LEVEL. There are two groups of prices, Individual and Group. Enter the MEMBER PRICE and NON-MEMBER PRICE for each. Enter the REGISTRATION LINK to Avectra. Click CHOOSE FILE to upload the registration form pdf. Click UPLOAD. Change or delete the NOTE as necessary. Basic Page There are two ways to use a Basic page: 1. Creating content on a menu that does not fit into a custom content type. 2. Creating orphan content pages that are linked to but not on a menu, like the sequestration center. Enter the TITLE of the page. Enter the BODY of the page. If the content is going on a menu, see the Manage Menu section to learn how to create the menu item and point it to the content. Administrative Options All content types have options. They are located at the bottom of the content entry form Revision information By default, a new revision is created each time you edit the content. We recommend leaving this option checked. You can also add a revision message. The system allows you to roll a piece of content back to a previous revision. Confidential and Proprietary Page 8
URL Path settings The system automatically creates the URL for the content from the content title. This provides the best SEO for your website and ensures that the sidebar content appears on the correct pages. The process is called automatic alias. Should you require, you can uncheck the box and use your own path name. Authoring Information This provides the name of the content author and the date of the content. You can change the author by typing in a valid username. You can also change the date and time in the format YYYY-MM-DD hh:mm:ss. Publishing Options By default, all content is published. If you want content to start unpublished, or want to change content to unpublished, click off the Published box. We are not currently using the other options on this tab (promoted to front page and sticky). Confidential and Proprietary Page 9
Section 4: Manage menus You will need to understand how to work the menu system in order to place your content in the correct location. To do your job you need to have permissions that are very powerful. Please limit your editing to the MAIN MENU and never create or delete any menus. You can add a menu item, change the name of a menu item or change its position or level on a menu. Click MANAGE MENU on the Staff menu. You should only work on the MAIN MENU. Existing menu links MAIN MENU manages the main navigation for the website. It is designed to be up to three levels deep. Click EDIT to work on the menu. To change the name of a Menu Link, hover over the title and click EDIT TITLE beside the item you want to change. TIP >> There are reorder symbols next to each menu item. Menu items can be dragged up and down the tree, and can also be nested. The reorder function will move the entire branch of a tree, taking the parent and children as one group. Once you have moved an item you will see a yellow highlighted message that you must click SAVE at the bottom of the screen. All the links for the site have been predefined. You will see the word Placeholder next to each menu item. On the sitemap provided, we indicated which pages will require a basic page from the menu. The remaining pages will be created by the CMS. Click the dropdown next to the Configure Item button. The dropdown list has four choices: 1. Configure item this is an alternate way to change the text of the menu item. It is also used for pointing the menu item to an external URL on another website. Change the PATH field to the new URL and click SAVE. 2. Select content if you have already created the Basic page for the content this option will allow you to find it. Click SELECT next to the desired item. 3. New basic page if you haven t created the Basic page for the content you can do it from here. 4. Delete item this will completely delete the item from the menu. You cannot recover from this. New menu links You may find that you need to add links to the main menu. This should be done with caution, as the website architecture is already set. Confidential and Proprietary Page 10
To create a new menu item, scroll to the bottom of the menu and enter the label that you want to have appear in the menu. The dropdown list has four choices: 1. URL use this to point to an external link on another website 2. Placeholder use this if you haven t yet created the content that will go on the menu. You should also uncheck ENABLED so the item does not show on the menu. 3. New basic page if you haven t yet created the Basic page for this link you can create it from here. 4. Existing content if you have already created the Basic page you can attach it from here. Using the reorder symbol move the menu item where you want it to show and click SAVE. Confidential and Proprietary Page 11
Section 5: Using the Text Editor You can type text directly on the screen or cut/paste from Word. The editor does a pretty good job of retaining format with cut/paste, but you may need to review and tweak. In your Word document, avoid extra blank lines and styled titles. The system will format text uniformly on the site. Headings and Paragraphs Headings and paragraphs will format automatically. There is no need to bold or italicize your headings. Place your cursor on the content to be styled. Use the format widget (1) to choose a heading level or paragraph. The widget defaults to Normal which is a paragraph. The tool will apply the correct style and line spacing. 2 1 3 4 5 6 7 You can highlight text and click on Bold, Italics or Underline (2) as needed. You can align text (3), although we recommend all text to be left justified on the web for usability. You can also turn lists into bullets or numbered lists (4) by highlighting all the text and clicking on the one of the list buttons. You can indent and outdent (5). You can apply a left, right or center to a selected image (6 note that you won t actually see the image float in the editor, but it will when you save it.) You can create tables for structured data (7). Embedded Hyperlinks To add a hyperlink to another piece of content or to an external URL, highlight the text that you want to turn into a hyperlink. Then click the hyperlink button (8). You can remove a hyperlink by putting your cursor anywhere on the hyperlink and click on the break hyperlink button (9). 8 9 When you click on the link (8) you will see this box to complete the action: Link Info: You can select from an internal path, URL, a link to an anchor, or email. Confidential and Proprietary Page 12
Internal path just start typing in part of a content title and you will get a select list to choose from URL use this for external URLs or to upload a file as a link (see below) Anchor you first need to create the anchors; then you will see them listed here E-mail use for all email links; optionally enter a default subject and body text Target: All external links and pdfs are programmed to open in a new window. There is no need to set the target. Click on the OK button. Uploading PDFs There are times that you may want to link some text to a pdf. Instead of entering a link URL, highlight the desired text and click on the BROWSE SERVER button. The file uploader window will appear. On the left side you will see a section titled Navigation (a). For uploading documents you should be in the DOCUMENTS folder. If it is not displayed, click <Root> to find it. By putting files into specific folders you will keeps the file system clean and easy to use. b a Select an existing file or click on UPLOAD (b) to browse your computer. Confidential and Proprietary Page 13
Click CHOOSE FILE from the popup menu and find the file on your PC. Click UPLOAD. Close the pop up with the X in the upper right corner. The filename will be highlighted. Click INSERT FILE on the top menu. When you are returned to the link box, the filename will be entered in the Link URL field. Click the OK button. Confidential and Proprietary Page 14
Uploading Images For many content types you will upload images using the image field described above. However, if you want to add additional images to the content you will need this tool. Uploading images is very similar to uploading files. Place your cursor where you want the image to appear. Then click on the image icon (10). 10 6 The Insert/edit image box will open. Click on the BROWSE SERVER button next to the Image URL field. Make sure you are in the IMAGES folder (a). Select an existing image or click the Upload button (b) to go to your computer and find the image. b a Confidential and Proprietary Page 15
Click CHOOSE FILE from the popup menu and find the file on your PC. Click UPLOAD. Close the pop up with the X in the upper right corner. Click INSERT FILE on the top menu. When you are returned to the Insert/Edit image box, the filename will be displayed, along with a preview of the image. Enter a brief image description that will be displayed if a user cannot download images. The dimensions of the image can be adjusted. The lock indicates that the aspect ratio will be retained. Then click the OK button. With the image highlighted, use the drop down STYLES menu (6) to make the image appear left, right or center. They will have proper spacing. TIP >> You will not be able to see the effect of the styles in the preview window. Confidential and Proprietary Page 16
Section 6: Manage Files To view all the images and document you have on the system, click on MY ACCOUNT in the user menu. This takes you to your profile. The tasks toolbar will have a FILE BROWSER link. You can see the files in the Images and Documents folders from here. Click on images to see a subfolders. Be careful not to delete or remove unless you are certain that some content doesn t expect the files to be in place. Confidential and Proprietary Page 17