Creating Web pages for the UEA Website Version 2.9 September 2011

Alison Dyer Information Services UEA, Norwich

This document offers an introduction to producing and maintaining pages for the University of East Anglia web site. This is done using the University’s content management system (CMS), known as Polopoly. A basic understanding of file handling and web browser usage is assumed.

------------- © Copyright University of East Anglia 2011 ---------This workbook has been produced by Information Services and the Centre for Staff and Educational Development at the University of East Anglia, Norwich. The material may not be used in part or whole for financial gain without prior permission.

CONTENTS

1.

Introduction ..................................................................................................................................... 3

1.1

Some practicalities ........................................................................................................................ 3

1.2

What is the content management system (CMS)? ........................................................................ 3

1.3

The style of the pages .................................................................................................................... 4

1.4

What can be achieved using the content management system ...................................................... 4

1.5

Web Content Guidelines ............................................................................................................... 4

2.

Introduction to using the editor ....................................................................................................... 5

2.1

Logging in and permissions .......................................................................................................... 5

2.2

The screen layout .......................................................................................................................... 6

2.3

The content tree ............................................................................................................................. 7

3. Creating and editing articles ............................................................................................................... 8 3.1

Creating standard articles including workflows ............................................................................ 8

3.2

Tidying options ........................................................................................................................... 11

3.3

Saving and inserting articles ....................................................................................................... 11

3.4 Approving and previewing articles .................................................................................................. 11 3.5

Moving the article to a different place in the content tree .......................................................... 12

3.6

Editing and saving an existing article ......................................................................................... 13

3.7

Redirect articles

3.8

Versions of articles ...................................................................................................................... 16

3.9

Hiding and/or removing an article .............................................................................................. 17

4.

Creating departments .................................................................................................................... 18

4.1

Creating a department ................................................................................................................. 18

4.2

Creating a start page .................................................................................................................... 19

5.

Linking functionality .................................................................................................................... 20

5.1

Linking to email addresses .......................................................................................................... 20

5.2

Linking to external websites ....................................................................................................... 21

5.3

Linking to pages within the CMS ............................................................................................... 21

5.4

Linking to anchors within a page ................................................................................................ 23

5.5

Removing links ........................................................................................................................... 24

6.

Images ........................................................................................................................................... 25

6.1

Uploading images into CMS ....................................................................................................... 25

6.2

Inserting the image in an article .................................................................................................. 27

...................................................................................................................... 14

1

6.3

Image archive (http://www.cis.uea.ac.uk/imagearchive/) ........................................................... 28

6.4

Visual Menus .............................................................................................................................. 28

7.

Attaching Files .............................................................................................................................. 29

7.1

Uploading files into CMS ........................................................................................................... 29

7.2

Linking to uploaded documents from articles ............................................................................. 31

7.3

Replacing a document with a new version .................................................................................. 32

7.4

Linking to uploaded documents in the left hand menu ............................................................... 33

8.

Tables ............................................................................................................................................ 34

9.

Right hand columns ...................................................................................................................... 36

9.1

Adding content to the right hand column .................................................................................... 36

9.2

Aggregating the right hand column with parent ......................................................................... 38

9.3

Spanning article content over right hand column ....................................................................... 38

10

Copying and pasting content from other sources.......................................................................... 39

10.1 Copying and pasting content into the Polopoly editor ................................................................ 39 10.2 Copying content from other websites – images, attached documents and links ......................... 40 11

Moving content within your pages ............................................................................................... 41

11.1 Moving content within a department .......................................................................................... 41 11.2 Moving content to a different place in the content tree .............................................................. 41 12

Options available using the style tab ............................................................................................. 43

12.1 Hiding left hand menu content .................................................................................................... 43 12.2 Use ToC as left menu .................................................................................................................. 44 12.3 Footer (e.g. contact info) ............................................................................................................. 44 Appendix A: Brief information about additional functionality not covered in this session: ................. 45 Appendix B: Tool bar options within articles ........................................................................................ 46 Appendix C: Support and documentation available to CMS Users....................................................... 47 Appendix D: Issues relating to The Portal and CMS including creating intranets and Faculty tabs..... 49

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1.

Introduction

1.1

Some practicalities

Course documentation The course documentation focuses on the content of the session. There is also other documentation available at http://www.uea.ac.uk/is/polopoly • • • •

Content guidelines. This provides information about good practice including consistency of style, search engine optimisation and accessibility. All web authors are expected to read and follow these guidelines Documentation covering functionality not included in the CSED training document. Information about new functionality which is added to this page and sent out to authors as updates to the system happen. Frequently asked questions and a News list are also available

Logins For training, we are using a training area of the content tree in the ‘stage area’, which is where sites are created before they are ready to go live. Your training course login and password are provided on your course booklet and will remain valid until the date indicated. Authors will normally use their UEA IT usernames and passwords to login to the CMS. These must be specially set up to access the area of the site for which the author is responsible. If yours is not yet set up you will need to fill in a user access request form available. Please email Alison Dyer ([email protected]) for a copy of the user access request form and details of who in your department needs to sign it. Once the form has been received your account will be set up and you will receive an email notifications with information about how to access Polopoly and also the training and support available.

1.2

What is the content management system (CMS)?

At UEA we are using a content management system to create web content acquired from a Swedish company, Polopoly, but there has been a lot of development work locally. During the last few years departments across UEA have gradually created new websites using this system and most sites are now live. Using a content management system means that web content can be created easily and quickly without the need for authors to have html skills. It also means that we have a standard look to the website across UEA which was not previously the case, and the standards provided by the system ensure (so far as is possible) that ‘accessibility issues’ are addressed such that those with sight problems should not be unfairly disadvantaged as they browse our web pages. 3

1.3

The style of the pages

The main features are: • • • •

1.4

standard page layout top level links available as drop down menus at the top of the page, navigation within departments in left hand menu and quick links to key information at the bottom of the page right hand column generally used for purposes such as linking to important information, although not always used. accessibility features available including a high contrast option, 3 different text sizes and possibility of using access keys as keyboard shortcuts. For further details see http://www.uea.ac.uk/about/accessibilitystatement

What can be achieved using the content management system

The CMS allows you to: • • • • • • •

create content within a content tree giving your site a logical structure. create pages with a standard style link between pages, to sections within a page and also to external websites and email addresses. include images and link to files such as PDFs use the right hand column to provide quick access to important information but it is possible to span content over if required create tables create content only accessible by users on campus or with a UEA IT user account.

All of the above will be covered during this session. You should also be aware of the following particular types of content that are not covered in detail in this introductory session, and which we recommend you using: • News and Events template • People pages • Web forms More information about these is available in Appendix A.

1.5

Web Content Guidelines

Marketing and Communications have produced content guidelines which it is very important that authors read and follow. They are available at http://www.uea.ac.uk/is/polopoly/contentguidelines These guidelines cover good practice including writing for the web, use of images, website navigation and layout, accessibility for search engines and users with special requirements. In all this it is vital that authors in a department work together to ensure a consistent style and clear navigation for users.

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2.

Introduction to using the editor

2.1

Logging in and permissions

The address of the editor is: https://cms.uea.ac.uk/polopoly When your start working on your real site it is recommended that you add the address of the editor to your favourites and also the address of the section of the public website you are working on. In the training session we will be using a training site in the stage area which is normally where departments create content before they are truly live. It appears like the public site but would only be accessible to members of the University to whom you have given the address. The live address of the training section is: http://www.uea.ac.uk/stage/csedtraining At the login screen, log in to the editor using the login name and password provided. That gives access to the training site you will be using for this session. Having logged in you will have a screen similar to that shown, with the left hand menu displaying the content that you have permissions to access. If there is no content in the left hand menu, click on ‘Refresh tree’ and it should appear. To start work click on the X next to My Desktop which we do not require.

Initial screen after logging in

When your work is completed you should log out from the system to prevent unauthorised persons from using it. You log out by clicking on the link named “Log out” in the upper-right hand corner of the screen. Please ensure that you have cancelled or saved any content that you are editing before logging out or it will become locked preventing editing by others. A successful logout will result in the login screen being shown again.

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2.2

The screen layout

Screen layout with no content open

There are three frames: 1. Left frame (sometimes referred to as Navigation) This includes the content tree for navigation and the search tab for searching for content. 2. Top frame The top frame includes the following features: Preview settings It is possible to preview content before publishing it. The normal setting is to preview content in a new window but there are other settings that are available here. Perspective settings The normal perspective or view is to have the left hand menu (navigation) and main screen (workspace) visible and to have preview opening in a new window. It is possible to choose a different perspective. Name of editor who is logged in The name of the person logged in is always visible My settings This allows you to view details of your account. Log out You need to log out from the system using this option in the top right hand corner of the screen. 3. Main section of screen (sometimes known as ‘workspace’) This is where content is viewed and edited.

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2.3

The content tree

The content tree in the left frame shows how the content is structured. Individual items of content – the equivalent of files but in Polopoly called articles within what Polopoly calls departments . These are the equivalent of folders.

– are displayed

You navigate through the content tree by click on the plus symbol in front of a department to open it and display the next level of departments or articles within it. Having found content you wish to view or edit either: 1. Click on the name of the article / department to open it OR 2. Click on the down arrow in front of the article / department name to display a pop-up menu with options to view, edit, preview or copy the item.

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3. Creating and editing articles

3.1

Creating standard articles including workflows

Click on the title of the department “Department of traineeX” You are now viewing this department and its contents:

Option for creating a standard article within a department

To create another standard article in this department click on create (above the content list – see above) with Articles and Standard Article selected from the type of content available. You will be presented with a blank article. Fill in the following fields as indicated: Select Workflow: Short workflow (the default) is normally required; use that now. Information about workflows: Short Workflow means that content will be in draft mode after saving and not live until the article has been approved. Public Workflow means that content is immediately live. It may be worth using this when creating a site in the stage area before your site is public but not when creating or editing content visible on the live site. Long Workflow means there is more than one level of approving, i.e. only some authors would be given permission to finally approve content (not used at UEA).

8

Below ‘workflow’ is the information that this article inherits internal access only.

On the live site you can limit access to ‘on campus’ (which includes off campus, with access via an IT username and password) by selecting Only UEA internal access in the Security Settings.

For more information about limiting content to internal access and the use of both CMS and The Portal for this, see Appendix D. Title: This is the title of the article which will appear in the menus, and blue at top of page. Give your article the title My first article Short title for url: The short title for url becomes the last element of the web address. Short title for urls should be lower case and should have hyphens rather than spaces between words. Although they need to be short so you can quote them easily they also need to be meaningful to be useful to search engines. Joining words together and use of meaningless acronyms or abbreviations should be avoided. You can enter a short title for url yourself or you can click on refresh for the system to generate a one which is useful to search engines based on the title. The latter can only be done AFTER the article has been saved the first time ie. you have to edit it again. Beware: Changing an existing short title for url will change the url of the page and in the case of departments for any content within it. For any urls which have been published or have links to then request for the web team to set up a redirection if you change the short title for url. (Contact: [email protected]) Give your article the short title for url first-article When we edit the article in a few minutes we can use the refresh button to see if the one the system generates is the same or if there is any difference. Lead: The 'Lead' text is very important for Search Engine Optimisation. It is not only prioritised by Google and other search engines, but will be used in the Description 'Meta Tag'. This means that when this page appears in search results on Google or other search engines, the Lead will appear in the 'snippet' that gets displayed in the search results. This needs to be an introductory sentence for the page including as many keywords as possible. It will appear blue at the top of the page between the title and the main body text. Give your article the lead This is my first attempt at creating a standard article using the Web Content Management System (Polopoly) Body: This is where the main text of your article is added. The toolbar at the top of the article body provides you with editing options. If you hover over a toolbar option, an explanation of it is given. 9

Many of the toolbar options will be covered during this session. There is a complete list at Appendix B. In this first article we will simply use the following options: Text can be made bold, (blue) and/or italic and there are three sizes of headings available – H2 is the largest. Information can be displayed in bulleted or numbered lists, Create text in your article body as below using the toolbar options for the headings, bold text and for the bulleted list.

Text to enter in the body

The blue text in the above example is created using the H2 heading option. To create a heading you type the text and then with the cursor somewhere in the text (i.e. not selected) you click on H2 in the toolbar. This is the largest heading option. H2, H3 and H4 must be used in order i.e. Main sections will be H2 and then sub-sections within that H3 and then sub-sections within that should be H4. You must not use H3 or H4 before H2. Headings relate not only to the look of a page but also to its structure used by search engines and screen reading software. The bold text appears black in the editor but will appear blue on the public website. We have only had the addition of different size heading options fairly recently so you may find your department is using bold text for headings. You must use heading options for section headings and bold text for emphasis within paragraphs of text. All content with bold headings should be changed. Keywords: Keywords (ie. significant words to describe the content of the page) are very important in terms of rankings with search engine results. However, it has been found that adding them here in the keyword box has no effect. What you need to do is try and include keywords in the titles of articles, in the lead and in the first few sentences of the article.

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3.2

Tidying options

After creating or editing content you should normally select to tidy the content on saving.

Tidying options at foot of article with Always Tidy selected

What the tidying does is to standardise the style of pages e.g. if you have copied content from Word or elsewhere then the font including colour and size will be changed to the one used for the website.

3.3

Saving and inserting articles

Having added the text and chosen our tidy option we need to click on Save and Fast Insert to both save the content and insert it into the content list. The article will have been inserted at the foot of the content list of the department you were in. The blue cross indicates it is in draft mode i.e. not yet live.

Article in draft mode in content list

3.4 Approving and previewing articles If you are now happy with the article you can click on approve to make it live. .

Article in draft mode ready to be approved

After the article has been approved you can click on Preview to see what the content looks like on the live site. It will open in a new window if that is the option you have selected in the preview settings in the top left hand corner of the editor. If preview does not work, then check that the option Preview in Separate Window (top left hand corner of your screen) is selected. Close the preview window by clicking on the x in the top right hand corner to close the window. 11

An alternative to using preview is to have another internet browser open with the public site displayed. If you do this you need to click on refresh to be able to see recently changed content. For the CSED training area the address is http://www.uea.ac.uk/stage/csedtraining

3.5 Moving the article to a different place in the content tree You may wish the article to appear in a different place in the content tree. To change its position select the edit button at the top or bottom of the screen when the department and its content list are displayed:

Selecting to edit the department

Note that the edit button appears at both the top and foot of the department and either can be used. It is also possible to have edited the department from the left hand content tree by clicking on the downward arrow next to Department for trainer and choosing Edit from the list of options displayed. The article can then be moved by clicking on the dotted line to the left of the number in the content list and dragging the item to the place where you wish it to be. You can also click on the button above the Content list to Sort Alphabetically. Finally, click on Save and View.

My first article moved to top of the content tree before clicking on Save and View.

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3.6

Editing and saving an existing article

We are going to edit the article we created above and add some more information. You can access the article you wish to edit by either: 1.

Navigating to the article in the left hand menu and selecting edit from the options available when you click on the black triangle / downward arrow.

Article in left menu with black arrow to open drop down list

2. Navigate to the article in the left hand menu and click on the article title so that it is displayed in view mode on the screen and then click on edit. 3. Navigate to the department that contains the article and click on the department title so that it is in view mode and then click on the edit button indicated by

next to the article in its content list.

4.

Article in content list with edit button indicated

Use any of above methods to open the article in edit mode and then add some text at the bottom of the article. Also, we can click on the refresh button next to the short title for url to see how different the short title is that is generated by the system. Warning: When editing a page it is recommended that you save regularly, perhaps every 5 minutes, to help avoid losing work. The article will still be displayed on the website in the form it was before we started editing until after it has both been resaved AND the new version approved. Having made the desired changes click on Save and View. If you accidentally insert it a second time by choosing Save and Insert one copy will need to be removed. You can Preview changes to articles before approving them. Click on Preview when the article is being viewed or click on the preview button browser for the latest changes to appear.

next to the item in the content list. Click on refresh in your

NB. Currently previewing is only working for intranet content when it has been approved so in the CSED training area any articles will have to be approved for the latest changes to be previewed. In the case of non-intranet content it must have been approved for the first time to be previewed but after that can be previewed whilst in draft mode but you do need to refresh the page. 13

3.7

Redirect articles

Redirect articles are articles without any content that result in a heading in your content list which takes users of the site to another place – either to another page within this website or an external site. It can be used where you want content to be accessible from two places in your site structure without having to maintain two pages or to link out to information elsewhere – both within UEA or outside. With the department “Department of traineeX” in view mode, select Redirect Article from the create content options:

Option to create a Redirect Article

The only fields to complete in a redirect article are Title and Keywords and then the target of the redirection in either the External or Internal tab. Redirection to an external site: Firstly, we will do a redirect article pointing to an external site, the BBC. Enter BBC as the title of the article…

Redirect article in edit mode with external tab indicated

You should leave the option “Open in new window” as unselected as it is better for accessibility if all content opens in the same window. Do, however, check on the live site after creation that it is possible to 14

navigate back having followed the redirection. In the case of the Library Catalogue we have to open it in a new window to be able to get back to the UEA website and there will be other instances of this. Click on the External tab and add the address of the BBC website (http://www.bbc.co.uk). With long addresses it is a good idea to copy these from a web browser to avoid error and ALWAYS check them.

The External tab with the field to enter the URL

Having created the link by typing in the url click on the General tab. The redirect article is then saved and approved in the same way as with standard articles by clicking on Save & Fast Insert and then clicking on the article title to view it and then approve it. The article’s position in the content tree can be changed in the same way as we did with the standard article. Redirect to an internal page We will do a second redirect article linking to the UEA homepage.

An internal redirect article in edit mode

with internal tab indicated

Create a redirect article with the title University of East Anglia and set not to open in a new window. Then click on the internal tab and select the content from the tree where you want users redirected.

15

Content tree to choose where to redirect users

In this case click on home. Click on the plus signs to the left of departments in the tree to see their contents in the same way as in the left hand menu. To get familiar with this have a go at finding your own department in the content tree. Again, having created your link the redirect article is saved and inserted and approved in the same way as a standard article.

3.8

Versions of articles

If you edit content and find that the results are not what you want after having saved, it is possible to get back to any previously saved version. With “My first article” in view click on Properties and previous versions will be displayed. You can also select the Properties button next to items in content lists.

Previous versions accessible from the Properties tab.

If you wish to just go back to the previous version, click on the ‘remove’ button next to the latest version. If you have edited the content more than once since the version you require, click on ‘edit’ next to the version you want, save it – and it will replace the latest version.

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3.9 Hiding and/or removing an article Any article can be hidden so that it does not appear on the public site but remains in the editor by clicking on the remove button in the workflow settings to change the item to having a workflow status of hidden. This can be done temporarily and then reinstated or could be permanent. Display the article “My first article” and click on Remove in the Workflow Settings at the top of the article.

shown next to it In addition, any item can easily be removed by clicking on the ‘remove’ button when displaying the department containing that item. Articles should be changed to hidden first or it will still be findable by searching. Display the department “Department for traineeX”, as illustrated, and remove the article “My first article”

Option to remove the hidden article “my first article” in content list.

It is very important to remember that content is removed and NOT deleted. If you make a mistake or change your mind you can use the search functionality to find the article and re-insert it.

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4.

Creating departments

4.1

Creating a department

A department is a folder which holds further content which can be departments and articles. We will create a department called “Practice Department” within “Department for traineeX” With the department “Department for traineeX” in view mode, choose to create a standard department…

Option to create a Standard Department

Note that departments do not have workflows so they are live as soon as you save and insert them. For a department the only fields that need to be filled in before saving for the first time are the Title and the Short title for URL. The same rules apply for short title for urls as with articles. See section 3.1 above Give your department the title Practice Department Add the short title for url practice-department Click on Save and Fast Insert in the same way as for articles, but a department does not need to be approved. Removing a department is exactly the same as an article (see 3.8 above) but there is no option to hide it as departments do not have workflows.

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4.2

Creating a start page

All departments need a start page. A start page is a standard article which instead of being within a department is set at the same level as the department usually providing introductory information. If you have no start page and a user clicks on the department title, they will get a ‘blank’ page as shown:

Department without a start page

To create a start page, with the department needing the start page (eg “Department of TraineeX”) in view mode, first click on the Start Pages tab, and then click on Create (as with any Standard Article). Start pages are always Standard Articles.

What is seen having clicked on the Start pages tab with option to create a standard article

Most of the time start pages have the same title as the department although this does not have to be the case. A short title is NOT needed as the short title is taken from the Department. Create some brief text in this standard article and then if we click on Save and Fast Insert as we had selected the Start Pages tab before creating the article the system saves the article as the start page.

Article saved as start page

You approve the start page by clicking on View and then select for it to be approved. To return to the content list of the department you click on the ToC and Settings tab. 19

5.

Linking functionality

To practice using the linking functionality display the article entitled “Linking” in edit mode. In this article we are going to do the following: • • • •

Link to the Staff IT Helpdesk email address Link to Google as an external website Link to Practice Department within our own content tree Link to the Centre for Staff Education and Development site as an internal link, but outside of our area of the content tree

For both creating and editing all types of links except those to internal CMS pages, the first step is to highlight the text you want to link from, and click on the Insert / Edit Link button in the toolbar circled below.

Inserting a link

5.1

Linking to email addresses

Having highlighted the link text and selected to Insert / Edit from the tool bar the following options will appear. Choose Link Type email and type in the Email Address and click on OK

Linking to an email address

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5.2

Linking to external websites

The first step is to highlight the text you want to make the link from (in this case AltaVista) and then click on the Insert / Edit Link in the toolbar as above. Having chosen the Link type ‘URL’, type in the URL you wish to link to (www.google.co.uk) and then select the target. To improve accessibility the target should be left as default which means the page will open in the same window as with redirect articles.

Adding link info and setting target

5.3

Linking to pages within the CMS

The above method could be used for pages within the CMS by using the URL of the page to which you wish to link. However, this is not recommended as there is another method which means that if pages move (and, therefore, their address changes) your link will still work. Linking to a page within your area of the content tree We will link to Practice Department. In the left hand menu click on the black triangle next to Practice Department and click on Copy to clipboard

Copying to clipboard the item in the content tree to which you wish to link

21

Having done this, highlight the text in the article you want to link from, in this case “practice department” and click on the Paste link resource button in the toolbar. When you hover with the mouse over the paste buttons the label appears to indicate which paste button it is. In this case you need to use Paste link resource.

Using Paste link resource to link to other content

Linking to a page outside of your area of the content tree It may seem that the easiest option would be to use the method for creating an external link. However, broken links may result if content is moved. To be able to use Paste link resource to do an internal link we will need first to search for the content we want to link to (e.g. Centre for Staff and Educational Development using the search tab at the head of the content tree. As you will not know when it has been saved it may be most helpful to choose ‘Most relevant first’ as the Sort order. Having found the content we wish to link to, we can click on the black arrow and copy to clipboard and then link to this content in the same way as we did with Practice Department above. BEWARE: It is important to be sure that you are linking to the correct content. Click on the title to display the content first to check that it is what you are expecting.

About Us > Open Day (list is alphabetical)

Finding the content to be linked to in the content tree

Click on ‘Open Day’, and then finally on Save and Fast Insert. 37

9.2

Aggregating the right hand column with parent

This needs to be done if you want a department to display the same items in the right hand column as its ‘parent’ department. If we set this up for “Practice department” it will have the same items as its parent, i.e. “Department for traineeX”, but additional right hand column items can be added at the lower level. To aggregate right column with parent, display a department in edit mode and click on the Right Column tab. Then select the Aggregate right column with parent option.

Option to aggregate right column with parent

9.3

Spanning article content over right hand column

This is done at the level of individual article. It can be done for just one article where the width of the page needs to be wider, or it can be done throughout a department or whole site if a right hand column is not required. The option is at the foot of each article and requires a box to be ticked.

Option for spanning article over right column

Edit the article entitled “Linking” and select the option for it to be spanned over the right hand column.

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10

Copying and pasting content from other sources

10.1 Copying and pasting content into the Polopoly editor It is possible to copy content from other sources eg. Word documents, emails, other websites and then paste the content into an article in CMS. There are two paste options in the toolbar: Paste and Paste and Paste as plain text With the paste option the formatting of the content e.g. word formatting is retained by if you apply tidy on save when you save the article the font size, style, etc. will be adjusted to the Polopoly style. . It is very important that that tidying is done or it will introduce different font styles and sizes and make the style of the site inconsistent. However, tidying does not work completely and this particularly applies to content copied from Word. Some word formatting is retained and this can cause uneven spacing, different styles of bullet points and also the word formatting retained with tables often makes it both difficult to edit them and also makes the page reach the maximum character limit much earlier than it otherwise would. For this reason what is recommended is that paste as plain text is used to copy and paste content into the Polopoly Editor from Word To demonstrate this we will make the content of file copypastexample.doc into a CMS article. Firstly, create a standard article in your home department and call it Copying and pasting content with a short title copypaste. Then open the word document and copy its content to the clipboard; then paste it into the CMS article using the paste as plain text button in the toolbar as indicated below.

Pasting as plain text option

Finally, before clicking on Save and Fast Insert click on Always Tidy at the foot of the article and the font size, style, etc. on saving will be adjusted to the style used in the CMS System. We also need to look out for content that has been copied and pasted in previously and may not be the correct font. If you find such content firstly check that it was tidied previously and, if not edit the page and tidy it to see if that resolves the problems. If not cut out the content and paste it back in as plain text. This should only be done if really necessary as it will result in links, images, etc. needing to be recreated.

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10.2 Copying content from other websites – images, attached documents and links If you copy and paste in content which has images, attached documents and links you will in addition need to do the following: Images and files: These will need to be uploaded into the Files / Images tab, and inserted using the methods learnt earlier in this session. Links: Nothing needs to be done to links to email or to external websites but if there are links to pages within your site it is recommended you change them to internal links.

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11

Moving content within your pages

11.1 Moving content within a department To change the order of the content in a department, display that department in edit mode and click on the dotted line before the number in the content list – and drag and drop the item to where you want it in the list. Initially the numbering is wrong but once saved this is corrected. You can also to choose to Sort alphabetically using the button above the contents list.

An article moved within a department’s content tree

11.2 Moving content to a different place in the content tree Moving the content simply involves copying and pasting the item being moved, but after content has been moved the Security Parent must be changed. This is often forgotten. The article “Images and attached documents” needs to be moved into the department “Example Department”

Click on copy to clipboard, and then display in edit mode the department where the content is to be moved. Then click on the paste button above the content list and the article will appear. Its position in the list can be changed by dragging and dropping. Finally, click on Save and View to save the change to the department. 41

Example Department in edit mode with paste button indicated.

To change the security parent of the article, view the article in Edit mode and then click on the Security tab. It will indicate that the security parent is Department for trainee X and this needs to be changed to Example Department . Then click on Save and View. The security parent is the content above in the content tree – i.e. the department that holds the current content.

< Selecting security tab and then changing parent. Parent changed to Example Department

Having moved the content and changed the security parent, it is now possible to remove the article from its original location.N.B. If you remove the article before changing the security parent, the content will disappear from both places (but is retrievable via the Search tab). Please Note: You need to be cautious about moving existing rather than new content as moving content means the web address changes and users accessing the old address via any route eg. search engines, published addresses, favourites in their browser will get a dead link. If you are moving already published content then ask for advice and for a redirection to be set up. If you want to restructure part of your site then discuss in advance with the web team so that continuity of access to information for users is ensured. (contact: [email protected]) 42

12 Options available using the style tab

12.1 Hiding left hand menu content There are two reasons why you may wish to do this: 1. You may wish to link to articles from the start page of a department instead of having them listed in the left hand menu. 2. You may wish to create a new section in your site and you may not want it to be visible yet on the public site. If you want to hide an article or a department go to the style tab and an option is available to make the content not show in the left menu. Open the article Images and attached documents in edit mode Go to the style tab and untick the option “Show this article in the left hand menu”

Hiding an article in the left hand menu

Open the department Practice Department in edit mode Go to the style tab and untick the option “Show this department in the menus”

Hiding a department in the left hand menu

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12.2 Use ToC as left menu This is another option available via the style tab for departments (see previous image). If selected it means that the department will not be displayed in the context of the departments above it but will have its own content tree. When the websites for UEA Departments go live this box is ticked for their “home” departments but it is possible to do the same at sub-department level if you wish. Edit the department Practice Department and go to the style tab. Tick the option Use ToC as left menu and also select to show this department in the menus. The result is that when you click on Practice Department in the left hand menu on the live site, only the Practice Department menu is displayed.

.

12.3 Footer (e.g. contact info) It is possible to create a footer to include contact details as one of the options in the Style tab in departments and it will be inherited by content within the department where it is set up. However, if you set up a footer for a department those users visiting it will not have the Quick Links for the site which have been set up in the footer at the UEA Home level.

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Appendix A: Brief information about additional functionality not covered in this session: You are encouraged to use the following three areas of functionality. Training was offered at the time the functionality became available but further 1 hour sessions can be provided to groups or individuals, as required. Please contact Alison Dyer (x2409; [email protected]) News and events Functionality exists to create lists of news and events with a standard layout and with options for setting dead and live dates and control over what is displayed in your list. Example: News and Current Services Status messages on the ISD Homepage (http://www.uea.ac.uk/is) Further information is available at http://www.uea.ac.uk/is/polopoly/newsevents. People pages Functionality exists to create lists of staff with a standard layout with automatic updates of data from the SPOT database and the options to add information such as responsibilities, research and publications. A feed will soon become available from the UEA Digital Repository so that publications do not need to be added in two places. Example of a People page list: http://www.uea.ac.uk/his/people Further information is available at http://www.uea.ac.uk/is/polopoly/peoplepages

Web forms Web forms can be created for purposes such as applications, bookings, feedback with information being sent to an email address. In the future it is planned to make it possible to submit information to a database as well as to email. Example: Special Collections request form http://www.uea.ac.uk/is/specialcollectionsrequest Further information is available at http://www.uea.ac.uk/is/polopoly/webforms

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Appendix B: Tool bar options within articles

The editing options in the toolbar

When you hover over items in the toolbar an explanation is given about what each is. Below are the options available: Text can be made bold, italic or both. Heading options. These must be used in order with the main headings as H2, sub-headings within that as H3 and sub-headings within that again as H4. Information can be displayed in bulleted or numbered lists It is possible to increase and reduce the amount text is indented. Links can be made and removed to other websites, email addresses and anchors current page. (see section 5)

within the

Images which have been uploaded in the cms system can be inserted and edited. This is not the method used in this training session. Cut, copy and paste options are available These buttons enable you to undo or redo your last action. This option enables you to create a table (see section 8) These give access to special characters and a universal keyboard. This option enables the insertion of a horizontal line between sections of text. There are two paste buttons: Paste link resource is used for linking to other content this could be a link to another Polopoly article or a link to an uploaded file or image Embed Object is used to embed content in a page. This is used with images and videos. Clicking on this maximises the editor size so that the body of the article takes up the full page. It needs to be clicked on again to get back the options to save, etc. These are options to view the html source for a page and edit it for those with power user permissions and the magnifying glass enables you to see where blocks of text are to understand the layout of the page. 46

Appendix C: Support and documentation available to CMS Users

Basic editor training This workbook supports the introductory training course for editors, provided by CSED (see http://www.uea.ac.uk/csed for the current training programme).

Additional training provided by the Web team Web team contact: Alison Dyer ([email protected]) •

Basic editor training

If possible, editors should attend the CSED-provided training course before starting work on the system. If more urgent access is needed, a brief introduction can be provided by the Web team and/or you can be given a training area to work through the training documentation. For either please contact Alison Dyer ([email protected]) • New site For those starting to create or migrate their site, support is available from the Web team relating to the processes involved, style of pages, etc. Again, contact initially Alison Dyer [email protected]) •

Further training on new and/or specific functionality

When new functionality is introduced, training will be provided as necessary. We also can provide training on other specific areas (e.g. ‘News and events’) if there is a need or demand. Please let us know if you think there is an area on which editors would benefit from training. Helpdesk support Enquiries about using the CMS system should be directed to the Staff IT Helpdesk (x2345; [email protected]) Helpdesk staff will help with your query or forward it on to colleagues who provide second line support and if necessary the Web team. If the problem needs to be referred to the Web team then you will be informed and the problem added to the team’s trac software (issues log) Keeping users informed We maintain an email list of all CMS users and via this list keep them informed of developments including providing details of downtimes for system updates and new functionality coming available. A news list is also available at http://www.uea.ac.uk/is/polopoly/news. This list will have more information added to what is sent to CMS Users. It is recommended that you do check it.

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Documentation (http://www.uea.ac.uk/is/polopoly) All support documentation is available on the Information Services website at the above address, including the following: i) Creating web pages for the UEA Website (http://www.uea.ac.uk/is/polopoly/csedcmsdocumentation) This is this document that provides step-by-step instructions for the basic functionality of the system and provides the basis for the CSED training. Although you may have been given a printed copy in a course it is recommended that you use new versions available on the website when they are published. ii) Content Guidelines (http://www.uea.ac.uk/is/polopoly/contentguidelines) This is documentation that provides guidelines for authors across UEA relating to good web practice including consistency of style, search engine optimisation and accessibility. All web authors are expected to read and follow these guidelines. iii) Documentation relating to specific functionality There is documentation available for specific functionality not covered in the CSED training documentation eg. web forms, news and events, people pages. iv) Frequently asked questions (http://www.uea.ac.uk/is/polopoly/faqs) Frequently asked questions are available and are being added to on an ongoing basis by staff involved in user support

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Appendix D: Issues relating to The Portal and CMS including creating intranets and Faculty tabs Intranet only information: CMS or The Portal? It is possible to select content to be only accessible via the UEA Network. Off campus users will be prompted for their IT username and password. In the stage area all content is intranet only access which is indicated by the text “Inherits internal access only from department stage”. To make an article or department internal access only you tick the select box “only UEA internal access” available at the top of the article / department at the time of creation.

Security settings with option to limit access to internal within UEA

If a department is selected as intranet only this will also be applied to content within that department. The above method can be used to limit access to particular content to members of the university but it is not possible to currently limit access more narrowly eg. to a particular department, to just staff, or a particular research group. It is recommended instead that if you wish to set up a departmental intranet or make content available to a specific group of staff and / or students that organisations via The Portal are used rather than the CMS System. A summary of the situation: For information you want to be internal to a particular group use organisations via The Portal. For information you want to be internal to UEA use the CMS System with intranet only selected. For information you wish to be accessible externally use the CMS System without the intranet only selected.

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What is an organisation? Organisations are groups of users with something in common, e.g. clubs, committees, research teams, working groups. Every organisation must have at least one leader… We automatically create organisations and their memberships for the following groups: -

school (all staff and students)

-

faculty (all staff and students)

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course* (all years, students and organiser)

* We also automatically generate modules and their enrolments, and these are displayed in the Portal as modules on the Academic tab (as previously in Blackboard). We can also create organisations manually. You can request a new organisation, specifying the organisation leader's name via the staff helpdesk. The leader then adds the members to the organisation. Organisations have the same tools available to them as modules in Blackboard: announcements (displayed on the Home tab), email, document folders, discussion boards, live chat, blogs, wikis, etc. Communications within an organisation are not available outside the membership of the organisation, and so will be particularly useful for applications where you want to control access to messages and materials. Links to organisations are displayed either on the Faculty tab 'My UEA Groups' or on the Social tab 'My Social Groups'.

Faculty tab showing links to two UEA groups

Faculty / School tabs In the Portal whenever you go to a Faculty tab those in Schools and Faculties are presented with a tab for introductory information for each of the Schools and Faculties that they are associated with. This information is mostly just an image and links to the School / Faculty website. Staff in Schools and Faculties are encouraged to develop these pages further including perhaps providing links directly to key information on your website. The information is fed into the Faculty and School tabs from CMS and can be edited there. Each School and Faculty has an article at the top of its content tree entitled portal. This can be edited and the information will automatically be updated in The Portal within c.30 minutes.

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