Enterprise Web Portal Web Author Guide An introduction to the content management system, using the web portal, and maintaining your web site. v.1.3

Information Technology Department Research and Academic Computing Team Hershey PA 17033 http://infonet/it [Pick the date]

Enterprise Web Portal

Table of Contents Introduction to a Content Management System (CMS) .............................. 3 The Author and Publishing ............................................................................................. 3 Author Responsibilities: ................................................................................................... 3 Updates Made Easy!............................................................................................................ 3 A Quick Look at Writing for the Web ......................................................................... 3 Elements of the Web Portal - Interface............................................................. 4 Logging In ................................................................................................................................ 5 Editing and Updating ............................................................................................... 5 Navigation and Tools ......................................................................................................... 5 Editing an Article ................................................................................................................. 5 Adding an Article ................................................................................................................. 6 .......................................................................................................................... 6 ............................................................................................................ 7 ........................................................................................................................ 7 Scheduling an Article ......................................................................................................... 7 Linking to a Web Site ......................................................................................................... 8 Selecting an Article ............................................................................................................. 9 Control Panel Functions .......................................................................................10 The Web Author’s Toolset ............................................................................................ 10 Documents & Media .................................................................................................. 10 Adding an Image................................................................................................................ 12 To add an image to an article… ............................................................................ 12 Working with Images................................................................................................ 12 Linking Articles to PDFs in the Documents & Media Library ...................... 13 Tabbed Article Settings ........................................................................................14 Help Resources ........................................................................................................15

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Introduction to a Content Management System (CMS) The Author and Publishing Once a department or division website has been set up within the Enterprise Web Portal (EWP) by the IT department, the system’s built-in tools make updating content easy. The system contains a number of text editing icons that are similar to those used in Microsoft Word. You’ll control the content on your website by:    

Adding and modifying content (articles, events, contact information) Adding pages (requires approval) Using content shared by other departments Inserting images, linking to other information and documents (PDFs)

The EWP is designed to simplify the authoring process, bring consistency to our departmental web sites, and make the information you want to deliver more visible to your target audiences. The EWP helps you get the right information to the right audience at the right time. Author Responsibilities:  Keep the website current  Write for your audience – i.e. patients, researchers, students, etc. Updates Made Easy!  Access the web portal to make changes. You do not need to have any software installed on your pc. The only item that you need is a web browser to launch the Internet. Firefox and Internet Explorer are recommended.  Update your content without spending time on design or code. A Quick Look at Writing for the Web Writing for the web is very different than writing for print publications. Tips to keep in mind:    

Use lists (bulleted or numbered) as your audience scans the web. Add links for more detail. Use simple sentence structure – text for general audience can be written at the 7th – 8th grade reading level. Web content should be approx.. 50% of the word count of its paper equivalent.

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Enterprise Web Portal

Elements of the Web Portal - Interface Browser Dock

Campaign Banner Sub-campaign Banner

News & Events

Side Navigation

Overview Article Tabbed Article Container

Mission Navigation

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Enterprise Web Portal Logging In To log into the EWP follow these steps: 1. 2. 3. 4. 5.

Open a web browser such as Firefox or Internet Explorer Go to www.pennstatehershey.org Navigate to your departmental page Locate the information you would like to update Click the Sign In link in the bottom right corner of the screen

6. Enter your ePass username 7. Enter your password 8. Click Login NOTE: You can log into the EWP from any page on the website.

Editing and Updating Navigation and Tools The tools available to web authors in the EWP include authoring icons for editing, adding and selecting an article. There are also other tools available that enable easy content management – such as the Control Panel that contains Documents and Media. Editing an Article Articles aren’t deleted, but are given new versions… To edit an article in the EWP follow these steps: 1. Log into the EWP 2. Click the Edit Article icon 3. Make changes in the Article Editor (Content, Categorization, Schedule) 4. Click the Publish button i. Using the Save as Draft button will preserve your work for a later approval/posting

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Enterprise Web Portal Adding an Article To replace an existing article with a new article that is not in the EWP follow these steps: 1. Log into the EWP 2. Click the Add Article icon 3. Enter a descriptive name for the article (Department name - Name of the article) 4. Provide a Title for the article

5. Enter the new article into the article editor

6. Complete all other necessary fields 7. Move on to Categorization

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8. Add related tags as needed. Use the Suggestions button for assistance. 9. If necessary make changes to the Schedule

NOTE: Never Auto Expire & Never Review will be checked by default for all new articles. 10. Click Save as Draft or Publish Scheduling an Article You will schedule articles when you add new articles or edit existing articles on your site. There are three dates you can schedule using this function: 





Display Date o This is the date the article will appear on your site o The default for this date is the day the article is created Expiration Date o This is the date your article will be removed from the site o The default for this date is one year from the date you create the article Review Date o This feature will help you keep the content on your web site new and fresh. Setting a review day insures your articles will not become outdated o You will be notified via email that an article is up for review o The default setting for this date is eleven months from the day you create the article

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Enterprise Web Portal Linking to a Web Site

Adding hyperlinks to articles is a great way to increase the visibility and value of a department site. To add a link to an internal web site follow these steps: 1. Click the Edit Article icon or the Add Article icon 2. Highlight the text you would like to link 3. Click Insert/Edit Link icon (globe w/chain)

Edit Article

Add Article OR

4. Enter the URL of the page you would like to link to. NOTE: If you are linking to a page within the EWP, you don’t need to enter the full URL. Enter only the part of the address after www.pennstatehershey.org. Example: To link to this page: http://pennstatehershey.org/web/md/home/prospective. Enter this part of the address: web/md/home/prospective To add a link to an external web site follow these steps: 1. 2. 3. 4. 5. 6. 7.

Highlight the text you would like to link Click the Insert/Edit link icon Enter the URL of the page you would like to link to Click the Target tab Select New-Window Click OK Click Save as Draft or Publish

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Enterprise Web Portal Selecting an Article Follow these steps to select an article from within your department: 1. 2. 3. 4. 5.

Log into the EWP Click the Select Article Icon Locate the article you want to select Click on the title of the article Click the Save button (lower left)

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Control Panel Functions The Web Author’s Toolset From the Control Panel you will find several options to modify the available content through images, documents, pages, and news items. To get started, make sure you are logged into the EWP, and then from the Browser Dock, select Go to then click Control Panel. Control Panel options consist of the following and will be investigated in more detail in the EWP Web Author Training Session:     

Documents & Media Recent Content Web Content Calendar My Submissions

Documents & Media In the EWP, the Documents & Media section contains the documents and images you would link to or display from your department website(s). As a Web Author, you will upload documents and images to this section, organize and maintain the documents and/or images, including updates to existing files or folders. After uploading a document or image, you can create links to it from your page articles. A few tips to consider when preparing documents: A document must be uploaded before it is linked. Adobe PDF is highly recommended. There is a 5,000 KB upload limit per file. Folders and items within the folders will display in alphabetical order. Organize your documents into folders to keep lists short. To access the content, you must be logged into the EWP, then click within the Control Panel. The Web Author Menu opens. Select, “Documents and Media.” There are several actions you can perform to manage documents (see next page)…

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Enterprise Web Portal Steps to Add a Folder to your Document and Media Library: Adding folders is not an available function at this time. Future updates may be included. Steps to Add a Sub Folder to an Existing Folder: 1. 2. 3. 4. 5.

Access the Document and Media Library Click the dropdown icon across from the folder in which you wish to add the subfolder Click Add SubFolder Enter the new folder name and/or description Click Save

Steps to Upload a New Document or Image to the Documents and Media Library: 1. Access the Documents and Media Library 2. Click the folder you would like to upload the new document to 3. Click Add and select from the options provided to upload “Document,” or “Image.” 4. Locate the document/image (use Browse Button to select) 5. Click on the document(s)/image(s) 6. Click Open 7. Enter the Title(s), Description, Categorization Tags, and Alternate Text 8. Click Save as Draft or Publish NOTE: After your files are uploaded it will be in queue for approval (typically as soon as 24-48 hours), the Marketing & Communications team will process the files and you will be notified when they are accessible through the Control Panel – Documents and Media. Try This! >> After notification that your documents/images are available in the Documents and Media Library – insert an image within an article. (See steps on the next page…)

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Enterprise Web Portal Adding an Image Images bring interest and attention to your articles. You can add images to articles using the Add Article icon or the Edit Article icon. Some article types do not have a layout to support an image. This includes an Overview Article. NOTE: Images must be in the Document and Media Library to add them to an article. To add an image to the library, review the steps outlined on page 11. To add an image to an article… 1. Click the Edit Article icon or the Add Article icon 2. Go to the Image-Url field 3. Click Select 4. Click on the folder where the image is located 5. Find the image 6. Click Choose 7. Set Orientation, Supply a caption, AltText, and Link-Title as necessary. 8. Click Save as Draft or Publish

Working with Images Each department has its own Documents and Media Library within the Enterprise Web Portal. It keeps your images organized and ensures images are the correct dimension and best quality for your articles. To access your images click Go to > Control Panel from the Browser Dock. The image folders contains files for Horizontal images, Vertical images, Banners, and People images (contains sub folders for residents, fellows, and physicians and faculty) You cannot upload images directly into the library for immediate use. The structure of the EWP requires correct sizing, correct cropping and appropriate content. Also, if patients are included in the photo the Marketing and Communications department must ensure that the photo release form has been completed. For this reason, to add an image to your Library, you will need to utilize the upload tools to submit for approval. See page 11 for details.

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Enterprise Web Portal Linking Articles to PDFs in the Documents & Media Library To link a document (PDF) to an article, first confirm that the document is in the Documents & Media Library. If the article is not in the library, you will need to follow the steps to upload a document to the Document Library (See page 11). To link articles to a document follow these steps: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Click the Edit Article icon or the Add Article icon Highlight the text where you would like the link to be Click the Insert Hyperlink icon Click the Browse Server button Click your Department folder Click the folder where the file is located Click on the document Click OK Click Save as Draft or Publish

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Enterprise Web Portal

Tabbed Article Settings Tabbed articles contain multiple tabs in any order you choose. It is important to remember limiting the length of the tab name so more tabs fit on one line. If the width is exceeded for a row of tabs, a second level of tabs will be automatically generated. To edit your tabs – use the Web Content Tab Container configuration tool… it looks like a wrench, and is clickable when rolling your mouse over. Select “Configuration.” The Tab Container Settings dialog box pops up and you will find the tabs ordered from top to bottom (represents left to right published orientation). To change the tab order… 1. Simply move your mouse over a particular tab field until you see a four-point arrow mouse cursor 2. Hold down left mouse button and drag to the position you wish the tab to be placed To create a new tab… 1. 2. 3. 4. 5.

Use the + - buttons… (+) adds a new tab, while (–) removes the tab. Press + (a new tab is inserted after the tab you clicked + from) Insert Tab Name and Select Article Toggle the Tab Visible checkbox to make the tab visible Scroll down and click Save

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Help Resources If at any time you require assistance or need reference/help you may call the Technical Support Center. When calling, ask to submit a help desk ticket to Applications Development for an Enterprise Web Portal issue. For Technical Support call: 717-531-6281 (external) 6281 (internal)

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