Development and Alumni Relations Systems (DARS)

BBIS (Blackbaud Internet Solutions) – Part 1

(DARS Version 3.0)

Manual Version 1.0

Part 1 of the BBIS Manual Covers:  Interface and Navigation  Website Design

 Forms

Development and Alumni Relations

Systems (DARS)

For guidance and documentation on how to use Parts

Table of Contents

1.

Introduction ... 5

1.1 Intended Audience ... 5

1.2 Using this Manual ... 5

1.3 Conventions ... 5

1.4 Data Protection ... 6

2.

BBIS

2.2 Tutorial Videos ... 8

3.

BBIS Interface and Navigation (Program Basics) ... 9

3.1 Users ... 9

3.2 Navigation ... 10

3.2.1 Menu Bar ... 11

3.2.2 Action Bar ... 12

3.2.3 Internet Browser Buttons (Back/Forward) ... 12

3.3 Common Procedures ... 12

3.4 HTML Editor ... 13

3.4.1 HTML Editor Functions ... 13

3.4.1.1. Formatting Tab ... 14

3.4.1.2. Insert Tab ... 15

3.4.1.3. View Tab ... 16

3.4.1.4. Image Tab ... 17

3.4.1.5. Table Tab ... 17

3.4.1.6. Menus on the Toolbar ... 18

3.4.2 Merge Fields ... 19

3.4.3 Style Sheet Options ... 19

3.4.4 View HTML Content with Specific CSS Applied ... 20

3.4.5 HTML Editor Table and Line Properties ... 20

3.4.5.1. Insert/Edit Table Page ... 21

3.4.5.2. Table Row Properties Page ... 22

3.4.5.3. Table Cell Properties Page ... 23

3.4.5.4. Insert Horizontal Line ... 25

3.4.6 Search Page ... 25

3.4.7 Insert Image ... 27

3.4.8 Insert Page/Document Link ... 28

3.4.9 Constituencies ... 29

4.

Website Design ... 31

4.1.1 Website Overview ... 31

4.1.2 Website Accessibility ... 32

4.1.3 HTTP Secure ... 33

4.2 Users, Roles and Logging in ... 33

4.2.1 Security Overview ... 33

4.3 Pages & Templates ... 35

4.3.1 Buttons in Pages & Templates ... 35

4.3.2 Create a Web Page ... 36

4.3.3 View/Edit Web Page Properties ... 39

4.3.4 Design a Web Page ... 39

4.3.5 Create a Template ... 42

4.3.7 Design a Template ... 46

4.4 Files ... 48

4.4.1 Upload Files ... 48

4.4.2 Search for Files ... 50

4.4.3 Edit File Properties ... 50

4.5 Layouts ... 51

4.5.1 Create Layouts ... 52

4.5.2 Edit Layout Properties ... 53

4.5.3 Preview a Layout ... 54

4.5.4 Design a layout ... 55

4.6 Style Sheets ... 57

4.6.1 Create Style Sheets ... 58

4.6.2 Edit Style Sheet Properties ... 60

4.6.3 Preview a Style Sheet ... 60

4.6.4 Design a Style Sheet ... 61

4.6.5 Apply a Style Sheet ... 62

4.7 Image Library ... 63

4.7.1 Search for Images ... 64

4.7.2 Upload Images ... 65

4.7.3 Edit Image Properties ... 67

4.7.4 Photo Albums on Your Website ... 68

4.8 Adding Video ... 69

4.9 Create Group Sign-up Pages ... 72

4.10 Friendly URLs ... 75

4.10.1 Create a friendly URL ... 75

4.10.2 Edit a Friendly URL ... 77

4.10.3 Delete a Friendly URL ... 77

4.11 Approvals ... 77

5.

Forms

5.2 Create Forms ... 78

5.2.1 Create a New Form ... 79

5.2.2 Copy a Form ... 79

5.3 Design Forms ... 80

5.3.1 Design a Form ... 81

5.3.2 Form Types ... 82

5.3.3 Form Designer Style Sheets ... 82

5.4 Form Sections and Steps ... 82

5.4.1 Add a Step ... 82

5.4.2 Reorder a Step ... 83

5.4.3 Add a Section to a Step ... 83

5.4.4 Reorder Sections ... 83

5.5 Form Elements ... 84

5.5.1 Form Elements Table ... 84

5.5.2 Attribute Elements ... 85

5.5.3 Biographical Fields ... 85

5.5.3.1. Profile Update Form ... 85

5.5.3.2. Email Signup Form ... 86

5.5.4 Communication Preferences ... 86

5.5.5 Contact Information ... 87

5.5.6 Education ... 88

5.5.7 Form Elements ... 88

5.5.8 User Login Element ... 89

5.5.10 Relationships ... 89

5.6 Properties ... 90

5.6.1 Form Tab Properties ... 91

5.6.2 Step Properties ... 91

5.6.3 Element Tab Properties ... 91

5.6.4 Communication Preferences Form: Advanced Properties ... 91

5.6.5 Profile Update Form: ... 93

5.6.5.1. Addresses Advanced Properties ... 93

5.6.5.2. Education Advanced Properties ... 94

5.6.5.3. Email Addresses and Phones Advanced Properties ... 95

5.6.5.4. Name Format Types ... 96

5.6.5.5. Primary Address and Business Primary Address Advanced Properties . 97 5.6.5.6. Relationships Advanced Properties ... 97

5.6.6 Property Descriptions ... 99

5.7 Form Permission Task Groups ... 100

5.8 Form Part ... 100

5.8.1 Create and Design a Form Part ... 100

6.

Further Help and Information ... 103

6.1 DARS Support Centre ... 103

6.2 DARS Project ... 103

6.3 Additional DARS Documentation ... 103

6.4 IT Services Programmes and Projects ... 103

6.5 IT Services Training Team ... 104

1.

Introduction

This manual has been designed primarily as a reference guide to be used in conjunction with the DARS008: Internet Solutions Essentials training course.

1.1

Intended Audience

Users who complete this course will be able to navigate Blackbayd Internet Solutions, design page layout, templates and styles, manage content parts, and create forms..

You will require the BBIS web editor or web developer role in order to access and use the functionality described in this manual. If you are unsure of your role and access rights to Blackbaud Internet Solutions, please contact the DARS helpdesk.

1.2

Using this Manual

This manual will be updated on a regular basis as and when updates to the DARS system are implemented. Check the version updates chart at the end of the document to ensure you are using the most current version.

Please think twice before printing this document. If a printed copy is necessary, ensure it is printed double-sided and always recycle old versions.

1.3

Conventions

The conventions and icons used in this manual are described below: Indicates additional useful information.

Indicates an important piece of information, take particular care to read the information in these boxes.

Bold Text Indicates menu names and window titles.

[F4] Keys on the keyboard are indicated in bold in square brackets [ ]. File > Open Moves through a navigation path are indicated with a >. In this case

1.4

Data Protection

Ensure you are familiar with the Data Protection laws before adding data to records. All information recorded should be specific to Fundraising and be aware that you should not record sensitive information such as religious or medical information without the permission of the constituent. Please ensure you are familiar with the information on the following websites:

Data Protection & DARS

The DARS Participation Agreement and Data Access Protocol can be downloaded from the DARS Website: Website: www.admin.ox.ac.uk/dars

University Policy on Data Protection

Users should familiarise themselves with the University’s policy on Data Protection by reading the information available at:

Website: www.admin.ox.ac.uk/councilsec/dp/policy.shtml

University Data Protection Officer

Further information about the Data Protection Act can be obtained from the website of the University’s Data Protection Officer:

Website: www.admin.ox.ac.uk/councilsec/dp

Regulations relating to the use of Information Technology Facilities

All university members should adhere to the following regulations when using IT facilities: Website: www.admin.ox.ac.uk/statutes/regulations/196-052.shtml

2.

BBIS

Blackbaud Internet Solutions (BBIS) is an easy-to-use system for creating and editing websites that directly integrate with the database. BBIS provides website tools for visitors, alumni and donors to register as members of BBIS, sign up to events, update their database profile and contact details, join groups of interest, manage their communication preferences, search for fellow alumni, process donations to the University of Oxford. Many college and departments manage their own BBIS alumni or giving websites as part of a larger website community.

2.1

BBIS v3.0 New Features

Self-service passwords – Alumni and BBIS users alike can now manage their own passwords through the new password reset tool, rather than relying on password reminders (and contacting the Office to request a reset).

Improved browser compatibility – Manage the content and appearance of your site in a range of browsers including IE, Chrome, Firefox, Safari and more.

Friendly URLS – All pages, images and documents can now be given friendly URLs by default, resulting in a better experience for visitors and higher rankings for your website in search engines.

New use of ‘Files’ – Documents are now stored as ‘Files’ on BBIS meaning you don’t need to add parts to your site to display these, and they can also have friendly file name URL’s.

Easier editing – A new ‘ribbon’ style editor makes it easier to create and amend Formatted Text and Image parts (and others); there are also now quick links to the editor from the Page Builder.

Bulk file management – Pages, documents and images can now be moved or deleted in bulk, with easily visible buttons, and documents and images can also be bulk-approved. You can arrange pages, documents and images into folders too, making them easier to manage, and deleted pages and parts can be recovered from a deleted files repository if necessary.

New profile update forms – Give your alumni greater choice over which postal addresses, phone numbers and email addresses they would like recorded as primary on DARS.

Copy Pages – You can now make copies of pages and edit/use them as templates saving you time when managing themed websites. It allows you to choose whether you wish to use the same parts as the original page or create copies of each part.

Personal Notes – A new Personal Notes part provides a place for website users to communicate their life changes, share narratives, and provide other personal information to you, all of which are captured into constituent documentation notes.

Query Results Display – It is now possible to display the results of queries built within DARS on web pages, subject to Data Protection considerations, enabling much more dynamic content to be presented to alumni and friends.

Flexible communication preferences – Alumni will now be able to set communication preferences for multiple email types; this means that we can remove the need for a Net Community Preferred email address type.

Responsive design – It is easier in v3.0 to toggle between desktop and mobile views when managing responsive design elements.

Advanced donation forms – A more customisable online giving capability is available for advanced website developers to utilise in 2014.

Performance improvements – There have been various performance improvements, including that designation search on giving pages will now load more quickly for donors.

Better transaction processing – Online donations are now managed through the standard Enhanced Revenue Batch in DARS, supported by much-improved criteria for matching constituents.

Survey Part fix – The essay question now allows website users to enter more than 255 characters on the ‘essay’ question. (Note: Ignore the message which states that it is limited to 255 characters.)

In-built tutorials – You will now be able to access a range of video tutorials; for example in the Pages and Templates area there are a range of hints and tips on how to create content and manage pages.

2.2

Tutorial Videos

Tutorial videos are available on a number of pages in BBIS, and can be accessed from the

button toward top right of page. For example, the Pages & Templates area has videos on creating pages, adding content to pages and adding pages to menus.

Note: These videos are produced by Blackbaud, and therefore will not include any Oxford specific customizations or business processes information.

3.

BBIS Interface and Navigation (Program Basics)

DARS BBIS (BBIS) provides your organisation with a website program for users of all levels. You can create web pages with multiple layers of layout, template, and page design. You can generate and send an email to individuals and groups; define user roles and set security for each section; and track statistics about website usage. Website users can also make donations or register for events with online forms you create. In addition, BBIS can integrate your website and your other Blackbaud products. Website users enter data into areas of your website such as profiles and donation forms, and you can download that data to another Blackbaud program. This documentation is for the administrative side of BBIS, which consists of Site explorer, Email, Users & security, and Administration. Together, these sections contain all the tools you need to create your organisation’s website.

3.1

Users

Depending on your role, you will perform different tasks to fulfill your website needs. For example, if you are the Site Administrator, your job in BBIS is most likely to create web pages from start to finish and assign roles to users. If you are the Director of Special Events, your job may be to update last year’s Golf Tournament web page with this year’s golf tournament information. If you are the Data Entry Manager, your job is to download information from the website and integrate the information with DARS (Blackbaud CRM). Lastly, your constituents use BBIS directly from your website.

Important: Your organisation should assign full Administrator rights to only a select number of users. These users should be knowledgeable in all areas of website design and BBIS. Certain areas, such as Site explorer, are crucial for your website. A small change can affect multiple web pages. This functionality saves your organisation a lot of time and effort. However, if a change is incorrect, you have to spend time and effort to correct the change. We strongly encourage you to establish security that limits general users’ access to these areas.

Constituents perform tasks such as registering for events and making donations. After a constituent submits these tasks, you can download the information to DARS. This section outlines possible main user roles and provides a roadmap for the main tasks each role performs in BBIS.

A wide range of users perform tasks in BBIS i.e. User tasks. Many tasks are captured in the user roles of an administrator, a website designer, a user from DARS who also uses BBIS (most likely someone in the Development office), and a constituent.

Some individuals (most likely in development) at your organisation may have responsibilities that are common to both BBIS and DARS i.e. Integration tasks. For example, your events data entry person may also be responsible for updating the events page on your website.

For information about online and offline tasks a user can perform, see Website Design, Managing Parts, the Email section in the Fundamentals 1 manual, and other DARS manuals as required.

3.2

Navigation

The BBIS component of DARS contains the commands necessary to complete all website functions. Learning to navigate is the first step to use BBIS to its fullest potential.

1. To access BBIS, click in the Web functional area of DARS. The BBIS main page opens.

2. To create and manage websites, click . The the Site explorer page opens.

3.2.1 Menu Bar

The menu bar opens at the top of all pages across BBIS. For users with administrative rights, the menu bar also opens on your website. Use the menu bar to access the different sections of BBIS and perform various tasks.

 To view your live website, click or against the specific line in the grid on the page. To return to BBIS, use the browser back button or select an option from the menu bar. You can toggle between BBIS and your website to view changes as you make them.

 To create a page, part, template, or style sheet, select an option under .

 To return to a recently viewed part, page, template, style sheet, or email design, click . Under History, you can access the past 10 parts, pages, templates, and style sheets, and the past 20 email designs that you edited. The items that appear are based on your user login.

 To create and edit content for your website, select an option under . You use these options to design your website. You create layouts to give your website a consistent look and feel, and then you create pages and templates based on the layouts. You create parts to place content on your website, and you use style sheets to control content appearance. You can also upload and store images, create friendly URLs for web pages, and manage the approval process for Formatted Text and Images parts. For more information about Site explorer, see Website Design.

 To manage email lists and design email messages, select an option under . You use these options to manage email communications with website users and view reports. You create templates for email messages and lists of email recipients, and then you create the messages, newsletters,

acknowledgements, and create templates for eCards. For more information, see the Blackbaud Email Guide.

 To manage security for your website, select an option under . You use these options to manage user accounts; create user groups, task groups, and security assignments to apply security throughout your website; and import data from other Blackbaud programs to create website users. For more information about Users & security, see the Blackbaud Users & Security Guide.

 To configure system properties and other administrative settings, select an option under

. You use these options to select whether to host a single website or multiple sites for your organisation and to configure global and site-specific settings. You can also configure merchant accounts to accept payments, set privacy settings for profile fields, and create code tables for event categories. For more information about BBIS Administration, see the Blackbaud BBIS Administration Guide.

 For information about BBIS, select an option under . You can access the help file, view PDF versions of the help files, watch a tutorial about how to navigate BBIS and view specific information about your version of BBIS.

 If you host multiple sites, the current site breadcrumb trail displays on the bottom left of the menu bar . To manage a different site, click and select the site from the drop-down list. Sites only appear if you have rights to them.

 Your username displays on the right of the menu bar. To log out, click .

3.2.2 Action Bar

Action buttons appear against a line item on a page according to the content/type of item. Some appear on most pages, for example, (delete). However others may not appear on all pages, for example, (view).

3.2.3 Internet Browser Buttons (Back/Forward)

To navigate back and forth between pages in BBIS, use the Back and Forward arrow buttons on your Internet browser toolbar. All other buttons in browser control Internet settings.

3.3

Common Procedures

Throughout BBIS, you can perform similar tasks from different parts. For example, you use an HTML editor to format and layout several features, such as email, newsletters, and content on web pages. You can use a search page from different parts to help find and select data to use, such as a constituent query to use to create a Directory part or an appeal for a Donation form.

3.4

HTML Editor

BBIS provides a powerful HTML editor to allow you to format and lay out content. With the HTML editor, you can update content easily and safely while you maintain control over the design and content.

Before you create content in the HTML editor, you should design custom stylesheets to create unique elements such as colours, spacing, and font types and sizes for your website. For more information about stylesheets, see Website Design.

You can use the HTML editor in different views, depending on your HTML experience and where you access the HTML editor in BBIS.

Important: When you create and design emails in BBIS, use inline styles, such as <div style=‘background-color:Blue;’>Welcome colour</div>. Do not define classes or use external references because email vendors, such as Gmail or Outlook, are not guaranteed to render the styles correctly when the recipient reads the email.

Normal view: When you open the HTML editor to create or edit content, it opens in normal view. This view is similar to a standard word processing application. By default in normal view, when you press [Enter], you create a <p> tag in the HTML content to indicate a new paragraph. When you press [Shift]+[Enter], you create a <br> tag to indicate a single carriage return in the content.

Tip: Your system administrator can adjust this configuration in Administration.

HTML view: To view or edit the HTML source code, click in the View tab. The HTML Source editor opens. To return to the normal view, close the window. You cannot use the HTML view to embed your own form via HTML in the HTML editor. We recommend you put the form on a page that is not stored in BBIS but can be referenced in an iFrame. For more information about how to include customised forms in BBIS, contact the DARS Support Centre.

Preview: To view the content as it will appear on the web page and to test hyperlinks, click in the View tab. The Preview screen opens. To return to the normal view, close the window.

3.4.1 HTML Editor Functions

These tables explain the buttons and menus on the toolbar of the HTML editor. Some features have more buttons available than others.

Note: : On your website, users can use an HTML editor with a limited set of these buttons on some parts. With the HTML editor, users can also insert images, tables, or links.

3.4.1.4. Image Tab

3.4.2 Merge Fields

To create personalised content, use merge fields to display offline information. For example, in an email, you can insert the First name merge field so it displays ‘Hello, <First name>‘ to the recipient.

1. To add merge fields, click on the Insert tab. The merge fields list opens in a separate window that you can move around.

2. To view the available fields, click the plus sign next to a group of fields to expand the list. 3. You can double-click or drag and drop merge fields from the window to the content area.

4. You can add multiple fields at a time. To do this, place your cursor to the left or right of the group name or fields (not over the group or fields) and click and drag your mouse to select them. After the fields are selected, you can drag them as a group to the content area.

3.4.3 Style Sheet Options

On your website, BBIS uses the style sheet associated with a web page’s layout to render the content you enter in the HTML editor. Because the part on which you enter the HTML content may be shared across multiple web pages with different style sheets, you may need to edit the content as necessary to improve its readability with a specific style sheet. When you use the HTML editor in the normal view, you can view the content as it opens with different style sheets applied.

Note: Other styles, such as those applied to the containers of the part, may affect how the content opens on the web page. To see how the HTML content ultimately opens on a specific web page, we recommend you use Pages & templates. For information see Pages & templates.

3.4.4 View HTML Content with Specific CSS Applied

4. On the View tab in the HTML editor toolbar for formatted text and images parts, click . The Style sheet Options dialogue box opens.

5. In the Edit using style sheet field, select the style sheet to apply to the content in the HTML editor. 6. Depending on the style sheet, the background and foreground colours of the HTML editor may affect

the readability of your text. Change the background and foreground colours of the HTML editor as necessary to edit the content.

a. Tick .

b. Click next to Editor background colour or Editor default font colour.

c. The Select a colour dialogue box opens. Select a colour on the Picker, Palette or Named tabs, or enter its hexadecimal value in the colour field.

d. Click . You return to the Style sheet Options dialogue box.

7. Click . You return to the HTML editor. The content opens with the selected style sheet and colours applied.

3.4.5 HTML Editor Table and Line Properties

In the normal view, you can use the HTML editor to design tables, table rows, table cells, and horizontal lines that divide the web page. You can also adjust the properties for these items to determine characteristics such as size, styles, and colour.

3.4.5.1. Insert/Edit Table Page

1. To create a table, click on the Insert tab in the HTML editor toolbar. The Insert/Edit Table dialogue box opens.

2. On the General tab you can edit general properties such as column number, alighment, width and border.

3. On the Advanced tab, edit properties such as language code, background image, language direction, and border and background colours. We recommend only users familiar with HTML and CSS style elements adjust the properties on the Advanced tab.

4. When finished, click . The table displays in the HTML editor screen.

5. To edit the table, select it and and click on the Table tab. To expand the editing area, hover the mouse over the in the bottom right corner. A double headed arrow appears. Click and drag to resize.

3.4.5.2. Table Row Properties Page

1. To edit the properties of a table row, select it and click on the Table tab. The Table Row Properties dialogue box opens.

2. On the General tab you can edit general properties such as row type, alignment and height.

3. On the Advanced tab, edit properties such as style, language direction and code, background image and colour. We recommend only users familiar with HTML and CSS style elements adjust the properties on the Advanced tab.

4. Use the field at the bottom of the page to select which rows to update with changes — the current row, odd rows in the table, even rows in the table, or all rows in the table.

5. Click .

3.4.5.3. Table Cell Properties Page

1. To edit the properties of a table cell, select it and click on the Table tab. The Table Cell Properties dialogue box opens

2. On the General tab you can edit general properties such as alignment, type, width and height.

3. On the Advanced tab, edit properties such as style, language direction and code, background image, and border and background colour. We recommend only users familiar with HTML and CSS style elements adjust the properties on the Advanced tab

4. Use the field at the bottom of the page to select which cells to update with changes — the current cell, all cells in the row, all cells in the column, or all cells in the table.

5. Click .

3.4.5.4. Insert Horizontal Line

1. To insert a horizontal line, click on the Insert tab. The Insert horizontal ruler dialogue box opens.

2. Enter the width and height for the line. 3. Select whether to include a shadow or not.

4. Click .

3.4.6 Search Page

You may need to select data from the database to create parts for your website. For example, you can select a constituent query to use to create a Directory part or an appeal for a Donation form on your website. To help find and select data to use, BBIS provides a search page specific to the type data you need. On the Search page, you can enter search criteria to help find the data. The criteria options available depend on the type of data needed.

Search results that appear in the grid must match all the criteria you enter. We recommend you search by one or two of the most helpful criteria types. If you enter too much criteria, you can exclude the data you want.

The search page appears during the creating a new part process. See for more detailed information on creating Parts.

1. Once the initial Properties and Targeting & security information are entered on the New Part page, click .

2. Depending on the options selected above (in this example the Directory part type was selected), the search page (similar to below) opens.

3. On the search page, enter the criteria to use to find the data. The criteria options available depend on the type of data you need. To search the database for all data of that type, leave the criteria fields empty.

4. Click Search. BBIS searches the database for data that meet the criteria entered and displays the results in the grid.

5. If the search returns multiple pages of results, use the First, Previous, Next, and Last buttons to navigate through the pages of results.

6. In the grid, find the data to use and click Select next to its listing. You return to the previous page.

3.4.7 Insert Image

From the HTML editor and several parts, such as the Navigation Buttons part, Weblog part, and User Photos Form part, you can insert an image from the Image Library.

1. Open the relevant part for editing. On the Edit Part page click on the Insert tab. The Select Image From Image Library page opens.

2. You can select images by navigating to the relevant folder in the Folders tab, or

Select the Search tab and search by name, tag, ID, image type, approval status, or site. After you click , the images that meet the criteria appear in the grid.

3. If the image/s you require are not in the library, you can upload them by clicking . Images must be *.bmp, *.gif, *.ico, *.jpeg, *.jpg, or *.png files. For more information see Image Library.

3.4.8 Insert Page/Document Link

From the HTML editor and several parts, such as the Formatted Text and Images and Menu parts, you can create a hyperlink to a personal page, web page, Communication Preferences Form, or a document on your website.

You can also link to a web page version of an email message, or create links to desktop and mobile versions of your content.

From this page, the user can add a link to another web page. If the user has a personal page on your website, the user can also link to it.

1. On the Edit Part page, click on the Insert tab. The Insert Link dialogue box opens.

Note: To access the page link page from the HTML editor, such as on the Helplets tab or in Email, click Insert link on the toolbar.

2. Select whether to create or remove a link from the part.

 To create a link to another page on your website, select and browse to the page to link. To link to a BBIS page, you must have rights to view pages.

 To create a link to a page defined in Sites & settings, a Communication Preferences Form, a web page version of an email message, or a desktop or mobile version of your content, select . In the Page field, select the option to link. The options available generate in one of four ways:

o The home page, login page, and privacy page defined in Sites & settings appear. For more information, see the Blackbaud BBIS Administration Guide.

o Pages that include a Communication Preferences Form appear. For more information, see

o When you use the HTML editor to design an email message, the View email message on web page option opens. Select this to provide a way for email recipients to view your email design on a web page. You do not manually create the page the email message opens on and you cannot open it in Pages & templates. BBIS automatically renders your HTML email design to display the message and you can only access it from the link in the message.

o When you design a layout, Menu part, or Formatted Text and Images part, the View desktop version and View mobile version options appear. You can create links to one or both options to allow users to toggle between the desktop and mobile versions of your content.

Note: To include a link to the mobile version of your content, you must first create a mobile optimised layout and style sheet. For more information, see Website Design.

 To link to a specific location on the page, click . In the Anchor field, select the predefined anchor to link to. For information about how to insert an anchor, see HTML Editor Functions.

 To create another type of link, select . In the Type field, select the type of link to create. For example, select ‘ftp:’, ‘http:’, or ‘telnet’. In the URL field, enter the exact path to the page to link.

 To create a link to a document on your website, such as a Adobe Acrobat (*.pdf) file or a MS

Word document (*.docx), select and browse to the

document to link.

 To remove an existing link from the part, select .

3. To open the linked page or document in a separate window, enter a name for the window in the field.

Tip: To display multiple linked pages or documents in the same separate window, enter the same window name in the

field for each relevant link. 4. Click . You return to the Edit Part page.

3.4.9 Constituencies

In DARS, constituencies define the affiliations that constituents have with your organisation. In BBIS, several part types include Constituency fields where you can select constituencies to associate with website users who submit data. For example, you can assign a constituency of Friend for users who donate on your website or a constituency of Event Participant for users who register for events. When you download data from these parts, the constituencies are added to the constituent records of website users on the Constituencies tab in DARS.

Note: The constituencies in the Constituency fields are determined by the Constituencies code table in DARS. You can edit the entries in this code table from the Code Tables page in Administration. For more information see the Blackbaud BBIS Administration Guide.

Review the following information for details about the Constituency fields on various part types.

 User Login — The code applies to new and existing constituent records and is specific to each User Login part. For example, you can create separate login parts for subsites you create, such as multiple chapters. The constituency for a login part may be Atlanta Member.

 Donation Form — The constituency applies to new and existing constituents. This is the same for the donation steps in a Personal Page Manager part.

4.

Website Design

This section describes how to create and edit the parts for your web pages in Site explorer. From Site explorer, you can design page layout, create and use templates, and add and remove part type information and images. To create web pages you will need the site administrator role with Supervisor rights.

See Navigation for details on how to access Site explorer.

4.1.1 Website Overview

The diagram below shows how to construct a web page from start to finish using BBIS functionality. Stylesheets, Layouts, and templates sections are for Administrator use only. Most likely, you will not need to create layouts and templates for a new web page, but will use existing web pages and templates. If you have edit rights, you can create and update web pages and part types. The Administrator must assign these security rights to user roles.

Site explorer contains multiple sections. Each plays a major part when you design and construct a web page:

 In the Pages & templates section you store each web page and template individually for quick access, and you can create, edit, and delete pages for your website and view the URL path for each page. To create a web page, you add content parts from the Parts section to your page in Pages & templates.

Note: Templates are the framework for your website and establish consistency throughout your site.

Administrators can create, edit, and delete templates in Pages & templates. When you create web pages, you can start with an existing template.

 In the Image libraryyou store, add, delete, and approve images for your website. In addition, you can view a preview of an image to make sure it opens on the page correctly. Images must be saved as a *.bmp, *.gif, *.jpg or *.jpeg file. An image does not appear on your website until you add it to a web page.

 In the Parts section you create, edit, and delete reusable content information, such as a user login and user profile form. A content part does not appear on your website until you add it to a web page. To create a web page, you add parts to your page in Pages & templates. You can also assign security rights to roles for each content part in Parts.

Note: With some parts and layouts, you use an HTML editor to format and lay out several features, such as email, newsletters, and content on web pages. With the HTML editor, you can update content easily and safely while you maintain control over the website design and content.

 Administrators use the Layouts section to design and place panes on your web page. In Pages & templates, these panes contain parts and images. In the Layouts section, an administrator can customise layouts, insert rows, add bullets, and adjust font size and style.

 Administrators use the Style sheets section to create style sheets containing unique elements such as colours, font types and size, and spacing for your website. Style sheets, written in Cascading Style Sheet (CSS) format, are easier to use than other methods such as HTML. Unless you specify a custom style sheet, your website uses the default style sheets. In the Style sheets section, you can create custom style sheets that override a default style.

 In the Files section you add, delete, and approve files for your website. Files also provides you with access to all documents part files in one location.

4.1.2 Website Accessibility

Websites should be designed so that they conform to guidelines defined by the World Wide Web Consortium (W3C) and its Web Accessibility Initiative (WAI). The W3C created the WAI to explain how to provide web content to people with disabilities.

The WAI guidelines are intended for use by all web content developers such as page authors and website designers, and for developers of authoring tools. A select number of parts meet strict WAI level AA

compliance guidelines by way of automated validation, while others meet WAI level A compliance. For more information about the creation or design of a WAI compliant website, contact Blackbaud Support or visit the

Web Accessibility Initiative (WAI) website.

4.1.3 HTTP Secure

In its popular deployment on the internet, HTTPS provides authentication of the web site and associated web server that one is communicating with, which protects against “man-in-the-middle attacks”. Additionally, it provides bidirectional encryptionof communications between a client and server, which protects against eavesdropping and tampering with and/or forging the contents of the communication. In practice, this provides a reasonable guarantee that one is communicating with precisely the web site that one intended to communicate with (as opposed to an imposter), as well as ensuring that the contents of communications between the user and site cannot be read or forged by any third party.

Historically, HTTPS connections were primarily used for payment transactions on the World Wide Web, e-mail and for sensitive transactions in corporate information systems. In the late 2000s and early 2010s, HTTPS began to see widespread use for protecting page authenticity on all types of websites, securing accounts and keeping user communications, identity and web browsing private.

A site must be completely hosted over HTTPS, without having some of its contents loaded over HTTP, or the user will be vulnerable to some attacks and surveillance. For example, having scripts etc. loaded insecurely on an HTTPS page makes the user vulnerable to attacks. Also having only a certain page that contains sensitive information (such as a log-in page) of a website loaded over HTTPS, while having the rest of the website loaded over plain HTTP, will expose the user to attacks. On a site that has sensitive information somewhere on it, every time that site is accessed with HTTP instead of HTTPS the user and the session will get exposed. Similarly, cookies on a site served through HTTPS have to have the secure attribute enabled.

All DARS BBIS websites are HTTP Secured.

4.2

Users, Roles and Logging in

4.2.1 Security Overview

The security model for BBIS allows you to manage a structure that include components like users, roles, tasks and security assignments. These components answer the security questions of who, what and where

The user record authenticates a website user’s identify. User records are created manually by a supervisor or automatically when a user signs up for a website through the user login, or personal page manager parts. Roles

Roles are use records grouped together manually or by query. Roles can also include other roles. Task Groups

Task groups assign feature permissions for administrative tasks. These permissions include the features accessible from the menu bar, such as Site Explorer and Administration. For example, a Supervisor creates a task group called Content Authors and Selects full rights for pages, images and templates.

Note: Task groups do not determine who has task rights. Task groups simply organise rights to assiociate with a role in Security assignments. Task groups are not directly connected to user records or roles.

In addition to the administrative security in Task groups, you can assign view, edit, delete and change security rights for users and roles for your website. You can assign rights for individual parts, pages, templates and images on the Targeting and Security tab. For example, on a Documents part, you can assign view rights to the Board Members role so they can review the minutes from the previous Board meeting.

Security Assignments

Create security assignments to associate roles and task groups to apply security to a site. If you host one website, all security assignments apply to the default site. If you host multiple websites, security assignments apply to specific sites.

For more information on Security please watch the overview of Security in BBIS

Logging In

You will be able to log into your website and manage it by logging in via your alumni login part or via a direct link to a hidden BBIS Page. If you try to login via a BBIS hidden page you will be shown the below page:

4.3

Pages & Templates

In Pages & templates, you create, edit, and delete web pages and templates that contain reusable parts. To fit the needs of your website, you can customise pages and templates. When you create or edit a page on the page design page, you can add or create parts in editable panes inherited from the template. You can edit and remove parts on the web page.

Think of Pages & templates as the shell for your website. BBIS stores pages and templates here for you to access each piece. Although you can manage parts in Parts, we recommend that you create and update parts in Pages & templates. This allows you to preview the page and see how parts fit together.

You can assign security rights to user roles for web pages and templates. You use security rights to protect web pages and templates that are secure, complicated in design, or appear repeatedly on your website. When you host multiple sites, you can create pages and templates for individual sites. To do this, log in to the site and create the page or template.

4.3.1 Buttons in Pages & Templates

The design page in Pages & templates allows you to design pages and templates. You use buttons to edit or create parts and perform other tasks.

For information about the buttons on the design page in Pages & templates, review the following table. For information about how to design pages or templates, see Design a Web Page and Design a template.

Template part or Page part

When you design a page and a part is on the template, the Template part button appears. Click the button to access options such as Insert part, New part, and Edit Page Template.

If a part is on the page, the Page part button opens. In addition to the Template part options, this button includes Edit, Cut, and Paste options.

Pane The design page contains pane buttons to add or create parts. Panes are content placeholders that default from the layout. Click the button to access options such as Insert part, New part, and Show/Hide Part Markers.

After you insert a part, the Template pane or Page part button replaces the pane button.

Template part or Page part for a part in the approval

process

If this button appears, the part is in the content approval workflow.

When you click the button, the part status and a menu appear. The part status, such as ‘Draft’, opens at the top of the menu. The menu includes options such as Set Approval Status, Publish Now, Reject Changes, Insert part, and New part.

The menu items vary according to security rights and roles. If you cannot view a menu item, check with your system supervisor.

Edit part The Edit part button appears for parts within a Targeted Content part.

To edit a part, click the button. To edit the Targeted Content part, click the Template part or Page part button. In the menu, select Edit. For information about the Targeted Content part, see the Parts Guide.

Enable navigation

For menu parts, if you want to open the corresponding page from the page design page, click Enable navigation.

4.3.2 Create a Web Page

To create a web page, you select a template and add parts to the page. The page design page contains editable panes based on the template where you can add or create parts. You can also edit or remove parts. Although you can manage parts in Parts, we recommend that you create and update parts from the page in Pages & templates. This allows you to preview the page and see how parts fit together.

You can assign security rights to user roles for each web page. You use security rights to protect web pages that are secure, complicated in design, or appear repeatedly on your website. For more information about security, see the Blackbaud Users & Security Guide.

When you create a page and include one of these parts, the second part is not available for the page. If an existing page includes both parts, a warning message informs you that the parts are incompatible.

1. From Site explorer click . The Pages & templates page opens.

2. Click New page. The New Page dialogue box opens.

Note: You can also create a web page based on an existing web page. In Pages & templates, select a page in the grid and click . The Copy page appears. The original page values default in the Page name, Browser title, and Page URL fields with ‘(Copy)’ appended. You can keep or edit the information, and then click .

3. In the Page name field, enter a name to identify the web page in Pages & templates. The page name does not appear on your website.

4. The page name defaults in the Browser title field. You can leave the page name or enter a different name to appear on the web page title bar. When you edit page settings in Sites & settings, you select whether to display this browser title and whether to include your organisation name and site name. 5. In the Folder field, select a folder for the page. You can use folders to group related web pages. By

default, BBIS stores pages in the root Website folder. You cannot edit this folder.

6. In the Site to select template from field, select a site to narrow the list of templates you can use for the page. You can select a template from another site even though the page is for the site you are currently on. If you do not host multiple websites, your single site defaults in the field.

7. In the Template field, select a template. To create a new template, see Create a Template.

8. In the Page URL field, BBIS suggests a URL for the new page based on the page name or browser title you enter and the folder you select to store the page in. For example, if you enter ‘2014 Annual Fund’ for the page name and select to store the page in the Donation folder, BBIS suggests to use the URL ‘Donation/2014-Annual-Fund’. You can leave the suggested URL or enter your own unique URL for the page. If the URL exists for another page, the field displays a warning to indicate you cannot use it.

Tip: These page URLs enhance search engine optimisation (SEO) for your website by including keywords in the URLs and links that search engines use to index content.

BBIS does not include the root Website folder in the URL. The full URL opens just below the Page URL field. You can select the full URL to copy it, but you cannot change it.

9. In the Metadata description field, enter a description to embed in the page’s HTML coding. When search engines include the page in search results, the description opens with a link to the page.

10. In the Metadata keywords field, enter keywords for search engines to include in online searches. For example, you can use keywords to describe pages that have little text or to include terms that are not on the page but are likely search criteria. Separate keywords with commas.

The metadata fields are each limited to 255 characters. In general, search engines do not examine more than 255 characters of metadata.

Note: The page’s HTML coding also includes metadata for the last date the page was modified. This date reflects the most recent change to the page or to a part on the page. However, it does not include changes to parts stored within parts on the page. For example, a Targeted Content part can contain multiple parts to display content according to user roles. If a system supervisor modifies these parts but not the Targeted Content part itself, the change is not reflected in the metadata.

11. To apply metadata keywords from the template, tick .

Tip: Each keyword opens only once in a web page’s META tag. If you enter duplicate keywords or inherit duplicate keywords from the template, they only appear once in the HTML coding.

12. To assign security rights for the page, select the Targeting & security tab. For each user role, you can manage rights to view, edit, delete, and change security for the page.

13. Click . The page design screen opens. For information see Design a Web Page.

4.3.3 View/Edit Web Page Properties

1. Navigate to the Pages & templates page, as per instructions in previous section.

2. To view the properties for a web page, select it in the grid. The page content displays below the grid. Select the Properties tab to view information such as whether the page uses Secure Sockets Layer authentication and the number of page hits.

3. To edit a page properties, click in the Action bar beside the page line in the grid. The Page properties dialogue box opens.

a Make changes as necessary. The options on the Properties tab and Targeting & Security tab are the same as on the New Page page. For more information, see Create a Web Page.

b Click .

4.3.4 Design a Web Page

To design a web page, you add parts to the page. The page design page contains editable panes where you can add, edit, or remove parts. Although you can manage parts in Parts, we recommend that you create and update parts in Pages & templates. This allows you to preview the page and see how the parts fit together.

1. Navigate to the Pages & templates page.

3. To add a part to an empty pane, click . If a part exists in the pane, click . The relevant menu opens.

If the Page part button displays an hourglass , the part is in the content approval workflow. For information about the menu items, see Buttons in Pages & Templates.

Tip: Depending on the template, the Page Designer screen may contain multiple panes for parts. A button opens with parts from the template.

 To add the page to a menu, select on a menu part. The Menu part opens and defaults to the Design tab.

In the box on the left, select where you want the page to appear in the menu, then click and enter menu item properties for the page. For more information about menu item properties, see Parts.

Tip: The Add page to menu option opens for menu parts on a page and from a template. When you add a page to a menu part for a template, it is important to remember the menu changes for all pages that use that template.

 To edit a part, select . The Edit Part dialogue box opens.

When you copy a page and then edit a part that is shared across multiple pages or websites, a message opens to ask if you want to update the part for all pages and websites, or insert a new copy of the part on that page.

When you edit a shared part from the page design page, you can click create a new copy of the part at the top of the existing part to copy the part for that page. The copied part replaces the previous part on the page so your changes do not affect other pages or websites that share the original part. For more information see Managing Parts.

 To remove a part, select . BBIS saves the part to the clipboard. To place it in another pane, select .

Important: You can cut and paste parts from one pane to another, but if your session times out, BBIS clears the clipboard. When you reopen BBIS, you can no longer paste the part.

 To add a part, select . The Select a Part dialogue box opens. You can search for parts by folder, part type, name, or site.

 To create a part, select . The New Part dialogue box opens.

 To create a new Formatted Text and Images part, select . For more information about this part, see Parts.

 To move a part with a pane, select Move up or Move down.  Administrator Step: To edit the template, select .  Administrator Step: To edit the style sheet, select Edit style sheet.

 To hide Page part buttons on the page design page, select .

 To enable links in a Menu part, click . This allows you to click links in the menu and access the page design page to those pages.

4. To view how the appears to different website users: select to View as a specific role; to preview the page as visitors see it on desktop browsers or mobile devices; or to display the page as it appeared on a particular date; and click .

5. Administrator Steps:

 To edit the page’s properties, click .  To edit the template, click .

Important: When you edit a template, you change it for all the web pages that use it. To create a unique template for a web page, you can copy an existing template.

 To edit the page's layout or style sheets, click . You can access the layouts and style sheets for desktop browsers and for mobile devices. Style sheets are listed in the cascading hierarchy that you define in Style sheets. To see and manage your style sheets, select Manage style sheets.

Important: When you edit a style sheet, you change it for all layouts, templates, and web pages that use it. For more information see Style Sheets.

6. To delete the page, click . You can restore it from the Deleted folder on the Folders tab. 7. BBIS automatically saves your changes. To return to Pages & templates, click .

4.3.5 Create a Template

Templates are the framework for your website. You create and design templates to provide consistent website components from one web page to another. To create a web page that is different from the rest of your website, you most likely will create a special template. For example, your organisation may want to add an online donor recognition page with a virtual wall similar to your newsletters. To create a page that is different from existing pages, you must start from the beginning with a new template. In Pages & templates, the design of the template becomes the main component for the donor recognition page. To save time and effort during the template design, you can add pieces from other areas of BBIS such as Layouts, Parts, and Image library.

When you create a template and include one of these parts, the second part is not available for the template. If an existing template includes both parts, a warning message informs you that the parts are incompatible.

Important: We strongly recommend that you assign supervisor rights for this section to only a select group of users. General users should not access templates. Any change can affect multiple web pages. We recommend that only users knowledgeable in all areas of website design and BBIS should perform tasks in this section.

After you create a template, you can use it for multiple pages.

1. Navigate to the Pages & templates page and click . The New Template dialogue box opens.

Note: You can also create a template based on an existing template. In Pages & templates, locate the page in the grid and click . The Copy template dialogue box opens. In the New Template name field, enter a name and click .

2. Enter a Template Name to identify the template. This name is for internal use and does not appear on the website.

3. Select the Folder where the template will be stored. You can use folders to group templates. By default, BBIS stores templates in the root Website folder. You cannot edit this folder.

4. Select layouts for the template. You can select different layouts for desktop browsers and mobile devices.

a. In the Site to select layout from fields, select a site to narrow the list of layouts you can use for the template. You can select a layout from another site even though the template is for the site you are currently on. If you do not host multiple websites, your single site defaults in the field.

b. In the Layout fields, select a layout for the template.

Note: The layout is crucial to your website's appearance. It determines the design and placement of elements on templates. The layout includes where to place content, graphics, and navigation buttons. For more information see Layouts.

5. Enter a Metadata Description to embed in the template’s HTML coding. When a search engine includes a page with the template in search results, the description opens with the link to the page. 6. Enter Metadata Keywords for search engines to include in online searches. For example, you can

use keywords to describe pages that have little text or to include terms that are not on the page but are likely search criteria. Separate the keywords with commas. Each keyword opens only once in a web page’s META tag, so if a web page inherits a duplicate keyword from the template, it only opens once in the HTML coding.

Note: The metadata fields only allow 255 characters. In general, search engines do not examine more than 255 characters of metadata.

Note: The template’s HTML coding also includes metadata for the last date the template was modified. This date reflects the most recent change to the template or to a part on the template. However, it does not include changes to parts that are stored within parts on the template. For example, a Targeted Content part can contain multiple parts to display content based on user roles. If a supervisor modifies these parts but not the Targeted Content part itself, the changes are not reflected in the metadata.

7. To assign security rights for the template, select the Targeting & Security tab. For each user role, you can manage rights to view, edit, delete, and change security for the template.

8. Click to add additional users and roles. The Create new security permissions dialogue box opens.

a Select the required users and/or roles and assign permissions as required. b Click .

9. Click . The Template designer page opens. For more information see Design a Template.

4.3.6 Edit Template Properties

Important: We strongly recommend that you limit supervisor rights for this section to a select group of users. General users should not access templates. Any change can affect multiple web pages. We recommend that only users knowledgeable in all areas of website design and BBIS perform tasks in this section..

1. On the Pages & templates page, locate the relevant template.

2. To view the properties for a template, select it and click the Properties tab below the grid. This tab includes information such as whether the template uses Secure Sockets Layer authentication and the number of page hits.

3. To edit a template’s properties, click . The Template properties dialogue box opens.

4. Make changes as necessary. The options on the Properties tab and Targeting & Security tab are the same as on the New Template page. See previous section.

5. On the Usage tab, you can view the web pages that use the template. 6. Click .

4.3.7 Design a Template

Templates provide the framework for the pages on your website. Because of the time, research, and detail involved to design templates, we recommend that you base new pages on existing templates rather than creating new templates. However, you can edit a template to fit the needs of a web page, or you can copy a template to make adjustments as necessary.

Important: We strongly recommend that you limit supervisor rights for this section to a select group of users. General users should not access templates. Any change can affect multiple web pages. We recommend that only users knowledgeable in all areas of website design and BBIS perform tasks in this section.

1. On the Pages & templates page, locate the relevant template and click . The Template designer dialogue box opens. You can add parts to the editable panes that the template inherits from the layout.

2. To add a part to an empty pane, click . If a part exists in the pane, click . A menu opens. If the Page part button displays an hourglass , the part is in the content approval workflow.

 To edit a part, click . The Edit Part dialogue box opens.

 To remove a part, click . BBIS saves the part to the clipboard. To place it in another pane,

select .

Important: You can cut and paste a part from one pane to another, but if your session times out, BBIS clears the clipboard. When you reopen BBIS, you can no longer paste the part.

 To add a part, select . The Select a Part dialogue box opens. You can search for parts by folder, part type, name, or site.

 To create a part, select . The New Part dialogue box opens.

 To create a new Formatted Text and Images part, select . For more information about this part, see Parts.

 To move a part with a pane, select Move up or Move down.  Administrator Step: To edit the style sheet, select Edit style sheet.  To hide Page part buttons, select .

 To enable links in a Menu part, click . This allows you to click links in the menu and access the page design page to those pages.

3. To view how the page appears to different website users: select to View as a specific role; to preview the page as visitors see it on desktop browsers or mobile devices; or to display the page as it appeared on a particular date; and click .

4. To edit the template's layout or style sheets, click . You can access the layouts and style sheets for desktop browsers and mobile devices. Style sheets are listed in the cascading hierarchy that you define in style sheets. To see and manage your style sheets, select

Important: When you edit a layout, you change it for all the web pages that use it. To create a unique layout for a template, you can copy an existing layout. For more information, see Layouts.

Important: When you edit a style sheet, you change it for all layouts, templates, and web pages that use it. For more information, see Style Sheets.

5. To edit the template's properties click . 6. To copy the template into a new one, click .

7. To delete the template, click . You can restore it from the Deleted folder on the Folders tab. 8. BBIS automatically saves your changes. To return to Pages & templates, click .

4.4

Files

In Files, you can upload, store, and manage all files for your website. Files lets you upload and approve multiple files at one time and gives you access to all Documents part files in one location.

4.4.1 Upload Files

In Files, you can upload files for your website and store them in folders. The Folders tab includes a root Files folder. You cannot edit or delete this folder, but you can add subfolders. You can also create subfolders within subfolders to organise your files, and you can move, rename, and delete folders as necessary.

After you upload files, you can post them on web pages and create links to documents from Files. You can also specify which users and roles can view, upload, and manage files.

When you host multiple sites, you can add files for individual sites. To do this, log in to the site and add the file.

1. From Site explorer, click . The Files page opens. Navigate to the folder you wish to add the file/s to.