Content Management System. Training Manual

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Content Management

System

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Content Management System Training Notes

September 2009 V4

Brian McMullan, Web / Multimedia Lead for NHSGGC Communications Lucy Hartley, Web Officer, NHSGGC Communications

INTRODUCTION

After working through these notes, you will be able to carry out basic CMS (Content Management System) routines including:

• Setting up a microsite

• Creating pages displaying text and images

• Adding hyperlinks, anchors and email addresses to text

• Adding documents to your document library and linking from your pages to these documents

The appendix ‘Writing for the Web’ gives you more information on how your content should be presented and what style requirements have been set by NHSGGC to safeguard consistency and quality on the website. Please take the time to read it.

SUPPORT

If you experience any problems, or have any questions, contact:

Brian McMullan

Web Developer for NHS Greater Glasgow and Clyde Tel: 0141 201 4757

Email: [email protected]

Or

Lucy Hartley (Web officer) 0141 201 4916

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LOGGING IN

Open Internet Explorer, and in the address bar type http://training.nhsggc.org.uk/content/admin

and then press either Enter/Return or click on Go to the right of the address bar. You will see the following screen

At the logon screen type in your USERNAME (User#) and PASSWORD (password) then click on

ENTER. If you forget your password, please email the contact in SUPPORT.

ADMINISTRATION MENU

Once you log in to the Content Management System (CMS), you will be presented with the Administration Menu; depending on what level of access you have, depends on what options are available to you. Most editors will have access to SITE ADMIN and DOCUMENT LIBRARY.

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ACCESSING SITE CONTENT

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Clicking on the + sign next to a Level (page) will expand the ‘branch’ to let you access the

paragraphs, or if available, Level 2 items (red boxes), also known as sub-menu items; in this case it will display the following – the level 2 items are visible under the Publications heading.

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Have a look at the live site page to see how these levels are reflected in the left-side Navigation. Open a new session of Internet Explorer (go to File>New Window) and type in

http://www.nhsggc.org.uk/content/default.asp?page=home_transport

Level 1s are down the Left Hand side – eg Publications

Level 2s are seen when you click on a Level 1 heading - eg click on Publications to see Minutes Level 3s are seen when you click on a Level 2 heading – eg click on Publications, then Minutes, to see Transport Access Forum

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PAGE LAYOUTS & PARAS

Page (Level) information is structured using pre-defined templates. Some of the template elements are generic, whilst others will be unique to your site. See the following image:

Click on the Level number icon (the coloured, numbered boxes in the left hand column), to display the properties of the page layout. The properties will be displayed on the right hand side of the page as above.

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TIP - When editing a live site, this information will now be added automatically. If you need to adjust or change the page layout – click on Apply Preset, and choose the name of the site from the list. This will fill in most of the required information for you.

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Before we move on, please note - in addition to the page layout, there are 3 name fields which must

be filled in- Window Title, Heading and Subheading – this is done automatically in the newer live site version of CMS, but do check that the auto fill has been done correctly. The format should be as in the example which follows:

Homepage

Window Title - NHSGGC / Transport – Homepage (Homepage name)

Heading - Homepage (the CMS will display the microsite name in full in the header area) Sub-Heading not required

Level 1 Page

Window Title - NHSGGC / Transport / Publications (where Publications is Level 1) Heading - Level 1

Sub-heading - not required

Level 2 Page

Window Title - NHSGGC / Transport / Publications / Minutes (where Minutes is Level 2) Heading - Level 1 (eg Publications)

Sub-heading - Level 2 (eg Minutes)

Level 3 Page

Window Title - NHSGGC / Transport / Publications / Minutes / Transport and Access Forum (where

Transport and Access Forum is Level 3)

Heading - Level 1 (eg Publications)

Sub-heading - Level 2 / Level 3 (eg Minutes / Transport and Access Forum)

To prevent titles and headings from becoming too long you can use shortened versions - not abbreviations - as long as it's clear what the page is about. There are three reasons for this:

When searching on the website, pages are displayed using Window Title - so if all your window titles are the same there's nothing to distinguish them.

Secondly, when Google indexes the pages it uses the Window Title, so for the same reason, we need to ensure pages are catalogued appropriately.

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LAYING OUT YOUR PAGE

'Paras' can consist of just about anything that can be displayed on a webpage. With a standard layout as above, any text, image or links can be added.

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LOGGING IN

Before we continue here is a reminder of how to log in before we begin our practice. Open Internet Explorer, and in the address bar type http://training.nhsggc.org.uk/content/admin and then press either Enter/Return or click on Go to the right of the address bar. You will see the following screen

At the logon screen type in your USERNAME (User#) and PASSWORD (password) then click on

ENTER. If you forget your password, please email the contact in SUPPORT (page 4).

ADMINISTRATION MENU

Once you log in to the Content Management System (CMS), you will be presented with the Administration Menu; depending on what level of access you have, depends on what options are available to you. Most editors will have access to SITE ADMIN and DOCUMENT LIBRARY.

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APPLYING A PRESET (TEMPLATE)

The Home page of your site is the first page that your readers will see. In the CMS system it is shown at the top left of the navigation pane. It will also show the name of the site you are working on. To ensure that your home page is using the correct template you need to update the Page Layout. You will be using a Preset (Template) for your pages. To do this:

1. Select the micro site you will be working on from the drop-down list e.g. User1 2. Select the home page icon. User#

3. Click on the Apply Preset heading

4. Click Generic Microsite to choose your site’s Page Preset (Template). Click OK

5. Add the Window title. This will appear on the title bar of the window and for this level should

be the name of your site, in this case – NHSGGC Social Club. 6. Add the Heading – Social Club

7. Add the Subheading – For your enjoyment.

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ADDING TEXT PARAGRAPH

To add a text paragraph to your home page: - 1. Select the home page icon

2. Click on the add a new text paragraph icon. 3. Add the Title - Introduction to NHSGGC Social Club

4. The window can be enlarged by clicking on the Full screen Mode icon. 5. Add the following copy: -

6. Save the Copy. (Clicking on ‘Update’ will save too.)

PREVIEWING THE PAGE

To view the page as it will look when displayed in Internet Explorer: - 1. Click on the Microsite icon ( from column on left hand side) 2. Select View this Page (left hand tab at top of right hand column)

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SITE PLAN

Before continuing with your site you need to have a clear plan as to what the site will look like and the levels that you are going to apply. This can be done on paper or by using an organisation chart such as can be created in PowerPoint – for example:

NHSGG&C Social Club Home Page

Sports Dining Music Films

Football Swimming Golf Tenpin Bowling Eating Out Recipes Cinema Rental NHSGG&C

Social Club Home Page

Sports Dining Music Films

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LEVEL 1 PAGES

After planning your site you can add the additional pages. Remember to apply the preset template then complete the information required to name the pages. In this site you will create the level one pages first.

1. Ensure that the site icon is selected.

2. Click on the - Add a new top level item icon. 3. Add the name of the page: -

4. Click on Add.

5. Select the name of the new Level 1 (Sports) page to display the Add / Update Page Layout options.

6. Apply the site preset template.

7. Add the Window Title – Site Name / Page Name. In this case NHSGGC Social Club / Sports. 8. Add the Heading – Page Name. In this case Sports.

9. Add the Subheading – For Your Enjoyment.

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Additional Exercise

Using the plan on page 15 as a guide, create two level pages (Dining & Music) For Films click on the next to User# and rename the heading Films, click edit. Remember to Apply the site preset template then add the Window Title, Heading and

Subheadings as appropriate.

LEVEL 2 PAGES

Level 2 pages are added into the structure below the level 1 pages. Menus will appear on the level 1 pages which will link readers to these pages. In the current NHSGGC site these will be displayed in the navigation column to the left hand side of each web page.

1. Expand the level that will be the parent to your level 2 pages. To do this click on the + symbol to the left of the level 1 name - in this case the Sports page.

2. Click on the Add a New Sub Level Item Icon (at the top of the left hand column)

3. Add the page Title then click on Add. In this case – Football. 4. Apply the site preset template.

5. Add the Window Title – Site Name / Page Name / Sub Page Name. 6. Add the Heading – Page Name (Section).

7. Add the Subheading – Sub Page Name

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Add sub pages for Golf, Swimming and Ten Pin Bowling. Apply the site preset (template), Add the appropriate Window title / Heading / Subheading (instructions on page 10).

Add sub pages for the other pages using the plan as a guide.

Apply the site preset (template), and add the appropriate headings.

……… Add the following text paragraph to the Sports Page: -

Title - Sports Introduction

Copy – The Sports page will show you all the events which will be taking place over the next few months. Should you require further information please contact the following: -

• Football – Fred Ball

• Swimming – Mary Butterfly • Golf – Hamish Bunker • Ten Pin Bowling – Jane Pinn

Remember to Save the Changes.

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INSERTING TEXT FROM ANOTHER APPLICATION

You may have colleagues who will provide you with copy for your website. This will probably be created in Word. Word itself creates a lot of unnecessary code that needs to be cleaned out before it can be used in CMS. CMS has a tool which can be used to clean up the code. When you try and paste a substantial block of text from Word into the Copy box you will get a dialogue box

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If you experience problems pasting text from Word save your document as a plain text file using Notepad or Wordpad. Then copy and paste the text into the Copy section of a text paragraph and save as normal.

Exercise

Create new text paragraphs into the level 1 pages for Dining, Music and Films. You will find a desktop folder containing files with the text you need. Open the appropriate text files in notepad then copy the text into the text paragraphs. Name the paragraphs: -

• Dining Introduction • Music Introduction • Films Introduction

Create a new text paragraph in the Football level 2 page. Add the Title ‘World Cup’ then copy the text from the football text file.

Save and Preview your page.

PICTURES

To enhance your site you may wish to add pictures. If you wish to use a new image, please contact the NHSGG’s Web Team to arrange this for now. In time this facility will be provided to all users. Type a brief but clear and detailed description of the image into the Picture Alt Text, this will help visually impaired visitors.

Pictures can be added in two positions; to the right of a text paragraph or beneath a text paragraph. Pictures should be used conservatively, for level 1 pages a side picture would be suitable and for level 2 a full picture.

LEVEL 1 SIDE PICTURES

To add a picture to the right of your text: -

1. Click on the level 1 title for the Sports Page.

2. This will display the Add / Update a Page Layout screen.

3. Change the Template file from “Generic Microsite - With back Menu” to “Standard Page - 2 Column”’ (On page 2 of the template list).

4. Save Changes.

5. Add a new Text Paragraph.

6. Title the paragraph Sports Picture 150.

7. For the Picture Choose >> Training: Sports 150.

8. Alternative Text – This can be changed if required, simply delete the text and replace with the new text.

9. Set the type of paragraph to Secondary.

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Using the previous process as a guide, add the following pictures to the appropriate page: - • Dining – Training Dining

• Music – Training Music • Films – Training Film

LEVEL 2 MAIN PICTURE

We will now add a main picture and insert a hyperlink from the picture. To add a picture below a text paragraph: -

1. Click on the Level 2 Football page 2. Add a new Text paragraph

3. This will display the Add / Update a Text Block / Paragraph screen. 4. Title the paragraph Football Picture

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HYPERLINKS

It’s best to add hyperlinks within the copy box, but you can add links in the URL field. If you wish to link to a website, simply type the address and it will automatically be formatted as a link. If the link is to a specific location or document on a website, then this may be unreadable due to the length of the URL, in such a case a manual link should be inserted. Simply click on the Full Screen Mode button on the Copy Box toolbar, then highlight the text you wish to make a link

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EXTERNAL SITES

You have already created a link to an external site from an image in the football example, in this exercise you will see how to create links to sites from a text link.

1. Open the Film section then select the Cinema page. 2. Add a new text paragraph.

3. Add the Title Cinema Guide

4. Enter bulleted text - Cinema listings and movie reviews at Glasgow cinemas 5. Select the text then click on the Insert/Edit Link button

6. Type the URL - http://www.britinfo.net/cinema/cinemaBJD.htm

7. Click on the Target tab and change the Target Window to New Window (_blank). This will ensure that the external site is opened in a new window. (This is the standard for all external and document links)

Additional Exercise - Add two further cinema sites which would give the reader information eg

www.gft.org.uk and www.cineworld.co.uk. 1. Add bulleted text.

2. Add the URLs (can be copied and pasted from Internet Explorer) 3. Ensure the sites open in a new window

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ANCHOR LINKS

Anchor links are links within the current page. If you have a large amount of information on a page you can create anchor points within the page then provide headings with links (for example as a list of contents) which take the reader to the right section.

To create anchor links: -

1. Open the recipe section of dining and add a new 3rd Level page. 2. Title – Glazed Chicken.

3. Apply the site Preset Template.

4. Window Title - NHSGCC Social Club / Dining / Recipes / Glazed Chicken. 5. Heading - Dining / Recipes

6. Sub heading – Glazed Chicken

7. Add a new text paragraph to the Glazed Chicken page. 8. Title – Glazed Chicken Recipe

9. Open the text file - Glazed chicken with potato and celeriac mash.txt from the training files folder on the desktop

10. Select all the text – [Ctrl A], copy the text [Ctrl C] then paste it [Ctrl V] into the new text paragraph.

11. Add the bulleted text below after the title of the recipe. • Ingredients

• Method

12. Place the insertion point to the left of the word Ingredients in the body of the recipe. 13. Click on the Insert / Modify Anchor button

14. Add the Anchor name – Ingredients then click OK

15. Highlight the bulleted text – Ingredients then Create a Link 16. From the drop down box Link Type select ‘Anchor in this page’ 17. Select Ingredients from the Anchor drop-down list.

Additional Exercise - Create an Anchor point at the section ‘Method’ then link it to the bulleted text.

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EMAIL HYPERLINKS

It is useful to create links so users of your site can contact personnel by clicking on an email link: - 1. Open the Sports Introduction paragraph then switch to Full Screen Mode .

2. Select the first name in the bulleted list – Fred Ball then click on the Create Link. 3. Choose Link type Email from the drop down box

4. Add the persons Email Address – [email protected]. 5. Add the Subject Football Events.

6. Click on OK.

Add Email hyperlinks to the other three names using email addresses similar to the one in the example and the Subject referring to the contacts Sports Events.

Note - there may be times when you want to provide an email facility for enquiries, but do not want to

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DOCUMENT LIBRARY

To access the Document Library, you need to go back to the Admin Menu. 1. Click the icon on the top left pane of the Main Menu.

2. Once there, click on the icon to the right of the Document Library option. You will see the following screen (please note you should only see those sections of the library applicable to you).

It is important that you familiarise yourself with the content of the sections that apply to you. See how the information about a document is built up (the asset name, description, keywords etc) – this

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The following screenshot is from the live library showing the information for a Board Meeting Agenda

DOCUMENT LIBRARY - ASSET

There is a "default" folder called Misc (Miscellaneous), which contains anything which isn't

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sub-1. Add a new text paragraph entitled Music Documents below the Music Photograph. 2. Type the following into the Copy box: -

Click on the links below to open documents: -

• Information

• Fundraising

• Policy

3.

Save/Update the text paragraph changes.

4. Return to the Main Admin Menu by clicking on button. 5. Open the Document Library by clicking on button.

To prepare a folder for storing your documents you need to create an asset in your section of the document library: -

1. Click on Add a New Asset Type .

2. Add the Asset type name – In this case Music Documents.

3. Add the Asset type description – Documents relating to Music policy.

4. Select your User # from the list of folders in Top level asset type.

5. Click on submit.

UPLOADING DOCUMENTS

You can only upload documents which will be linked to from your own micro-sites. If documents are to be made widely available via the main Document Library, they must be sent to The Web Team along with a completed Publications Request Form - these are available on StaffNet (or can be emailed to non-NHS staff on request)

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To Upload an Asset (document) to your microsite: - 1. Click on the Upload an Asset button.

2. Click on Browse button to the right of Upload Asset then select the file -

InformationPacket.pdf.

3. Enter the Asset Name – Group Lessons Information.

4. Add the Description - Document details procedures for arranging group lessons.

5. Add Your Name as the Author.

6. Note the Review Date, Expire Date and Display Date options.

Our version of the CMS does not currently make use of the Review and Expiry options. You may use the Display date option to display an alternative publication date for your document. Note that this option does not control the date the document is actually displayed – your document will be available as soon as you have uploaded it.

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DOCUMENT LINKS

There are two types of document links, individual or a series. An example of a series would be meeting minutes or newsletters.

INDIVIDUAL DOCUMENT

1. Locate the folder Music Documents open this to find the document – Group Lessons

Information.

2. Click on the document name to display the document properties.

3. Right mouse-click on the hyperlink in Current asset then select Copy Shortcut. 4. Return to the Main Asset Menu .

5. Select Site Admin then return to the Music Page. 6. Open the Music Documents text paragraph

7. Highlight/select the word Information.

8. Click on the Create or Modify Link button. 9. Paste the shortcut into the address box.

10. Select New Window_blank for Target Window. 11. Click Insert Link or OK

12. Save the paragraph.

Create two further document links to the Fundraising and Policy documents.

Asset name: Fundraising/Policy

Description: Documents relating to Fundraising/Policy

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DOCUMENT LISTS

Newsletters and Meeting Minutes are examples of documents which may be published as a list of like documents. Each time you add a document to the library it can be displayed in a list. Lists are created in a blank paragraph using the Advanced option.

1. Go to the Document Library

2. Click create an asset type (folder) called Sports Newsletters 3. Select your User# from the folders and click submit

4. Click upload an asset

5. Click on Browse button to the right of Upload Asset then select the file –

SportsNewletters1.pdf

6. Enter the Asset Name – Sports Newsletters Issue 01

7. Add the Description – Sports Newsletter Issue 1

8. Add Social Club as the Author.

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10. Add the Location as User # then Sports Newsletter Folder 11. Click Submit

(Note: When uploading documents to your own site you will have the option to tag them to a division/partnership, location and service/department.)

Upload Sports Newsletters 2, 3 and 4 in the same way (with the display dates 2, 3 & 4 months prior to today’s date).

12. Return to the Main Admin menu then Site Admin 13. Add a new text paragraph on the main Sports page. 14. Add the Title – Newsletters.

15. Click on Advanced which is above the title box.

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17. Click Choose>> then click on the + to the left of User x (to expand it) then select Sports Newsletters.

18. Click Update to save the properties.

19. Click on the main Sports Page heading then select View this Page.

Content Management System. Training Manual