Welcome to the manual on introduction and login in to a PTK website introduction and login in to a PTK website Convention on Biological Diversity Belgian Clearing House Mechanism

Objectives: Understand the organisation of a PTK website Know how to create a user account on the PTK Understand the different roles on a PTK website. Understand the different roles on a PTK website. 2

The Portal Toolkit (PTK) is a web content management system. Registered users (with a username and a password) will get different information from the system than people who have not registered to the PTK. 3

The PTK has different management roles. These roles give a certain level of access rights to individual users. For example, some users are allowed to add/create information, edit information, delete information, see unpublished data, restrict access to folders, etc… 4

When accessing the home page of a PTK website, visitors will see more or less the same layout. You can see several examples on the following pages… 5

6 CHM from Zambia :

7 CHM from Morocco:

8 Training website for the SACEP:

9 PTK training website:

Presentation of a PTK website 10

We will use the homepage of the PTK training website to explain the different sections of a PTK website. 11

12 Top navigation links: links to international websites, which could be of interest according to the webmaster.

13 Menu navigation links: links to different pages of the website.

14 Home: link to the website homepage.

15 Login: link to login page of the website.

16 About: General information on the website.

17 Content: menu-tree giving access to several sections of the website (News, Events, Photos, etc).

18 Services: menu-tree giving access to sections of the website (Glossary, Portal map, Other searches).

19 Sitemap: hierarchical structure of the website.

20 Site search: look for specific terms and keywords through the website.

21 Language selection buttons: Choose the language to surf the website (only available for some websites).

22 Navigation menu: click here to reach the “main sections” of the website. The buttons are collapsible by clicking on the

23 Page last modified: date of the last update of the webpage.

24 Footer: Links to information on “Copyright”, “Feedback and helpdesk” and “Accessibility statement” of the website.

A lot of other information is available on the homepage: 25

26 Left logo: Here you can find the logo from your national CHM, your organisation, your ministry or the coat of arms of your country.

27 Site Title: Title of the website, it is part of the “meta-data” of the site. It must be very explicit and short.

28 Right logo: Used to make the website more attractive. It usually is a picture /or a composition of pictures of the national biodiversity.

29 Logged in status: Informs the visitor on his current status: logged in or not. The displayed information will differ according to this.

30 Breadcrumb: Gives information on the location of the webpage within the website. It helps the visitor getting back to higher level pages quicker.

Additional optional homepage sections

Contrary to all the previously mentioned sections which appear by default on the homepage of every PTK website, other sections can be optionally added by the website manager/ administrator. See for a good example, the website of the Moroccan CHM ( 32

What are the optional sections ? Please acknowledge that the following sections are only examples among all the available sections. To learn more on these sections, please read the manual on PTK administration. 33

34 What’s New: Automatically displays the latest News uploaded to the website.

35 Meetings and events: Automatically displays the latest events uploaded to the website.

36 Calendar of events: Automatically displays the events scheduled on the current month. By clicking the arrows, visitors can also access the past and the coming months.

37 Portlets: Logo and links to interesting events or websites. Here, for example, are links to the websites of the International year of forests and of the International Year of Biodiversity.

How to register in a PTK website? 38

Please acknowledge that it is not mandatory to have created a user account to surf a PTK website! People will be able to access some content of the website but with some restrictions… 39

An anonymous user (= not logged in) visiting a PTK website will be able to read all the information that has been published and approved for public viewing. She/he will however not be able to add new information or to change any content of the website. 40

The PTK is a content management system developed in order to offer a maximum of opportunities to make dynamic websites! This means that many contributors will be able to add information to a PTK website, as long as they have been given the appropriate role in the management system. 41

Every visitor can create their own username and password on a PTK website. Afterwards, the visitor will be able to log-in to the website using this username and password which give them a role as “registered user” to the site. 42

The different roles and information on what these roles enable people to do on a PTK website will be explained in the last chapter.in the last chapter 43

How to create a user account in a PTK website? 44

The first step is to click on Login in the Menu navigation links. 45

46 You have reached the Log in page of the website.

47 There are now 2 possibilities for visitors:

48 There are now 2 possibilities for visitors: - If they already have created their user account, they just have to fill out the fields “Username” and “Password”. And then click on the Login button.

49 There are now 2 possibilities for visitors: -If they do not have a user account yet, they have to click on the link to “create an account” under the “New user” section.

50 We will now consider the second case : create an account.

51 You have to click on the link to “create an account” under the “New user” section.

52 You can now fill out the form to create an account on the portal. As you can see from the stars, the 6 fields are mandatory!

53 The first field is the Username. You will choose it yourself but you must follow the golden rules which are:

The Golden rules for a valid username It must be one single word = it must not contain spaces. It must be lowercase only It must not contain any special symbol, such as é, §, *, etc. It must not contain any punctuation mark (, ; !) 54

The Golden rules for a valid username We recommend that you use the first letter of your first name followed by your entire family name. For example, a person called Joe Smith could create as username “jsmith”. 55

56 The second field is the User’s First name. You can fill out your complete first name, with capital letters at the beginning.

57 The next field is the User’s Last name. You can fill out your complete last name, with capital letters at the beginning.

58 The next field is the User’s address. You can fill out your valid address. The PTK will use this address to send you messages, in order to inform you on changes or additions that have been made to the documents you created.

59 The last two fields are the password and the password verification. Choose a password that you can easily remember. Do not to write it down as people might find it. You can ask the webmaster to generate another password if you forget it…

60 After checking the data, you can click on “Submit request”.

You can now create your user account using the previous information. 61

See the following slide for an example : 62

63 The form is filled out, you can click on “Submit request”.

64 A message acknowledges your submission.

65 You can click on the “Go back” link to leave this page.

How to log in to a user account ? 66

67 Click on “Login” on the homepage.

68 You have reached the Log in page. Since you already have a user account, you can type your username and password under the “Existing user” section.

69 And click on Log in!

70 You reached the “Log out” page. It shows some important information:

71 You are logged in under the username “jsmith”.

72 You can see the rights you have on the portal and where on the portal: here, you have the rights of “Editor/contributor” on the “Exercises” folder.

73 Finally there is a link to Logout of the website.

74 What are the different roles on a PTK website?

As already mentioned, on a PTK website, a visitor with a user’s account will have access to different information compared to a visitor who is not logged in. 75

As a registered user, if you want to have a certain role on the website, you have to send an to the webmaster to ask for this role. The webmaster will decide if he grants you this role or not. But what are the different available roles? 76

The user’s role will depend on the type of information he can provide. 77

Here are the following roles on the PTK websites: 1.Anonymous (= not logged in) 2.Authenticated ( =logged in, but without any right) 3.Editor/contributor 4.Validator 5.Administrator 6.Manager 78

What can each role do on the website? 79

AnonymousAuthenticatedEditor/ contributor ValidatorAdministratorManager Submit-V*V VV Copy-V*V VV Paste-V*V VV Revise/ Approve ----VV Edit--V-VV Delete----VV Validate---VVV Comment-VVVVV 80 The different roles on a PTK website * Only for News and Events

The PTK content management system is developed in order to make information visible to the public only after it has been approved by an administrator or a manager. There is a special approval system to ensure that not anybody can add or modify information on the website. 81

Depending on the involvement of the user in the national CHM system, he will have a different role in the network and on the website. 82

We advise that the website manager, administrator, or the management committee should know the person before granting him/her a specific role on the website. Let’s now see the approval process in a PTK website… 83

84 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator

85 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 1: A editor/contributor submits some information on the PTK website.

86 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 2: The administrator gets an automatic message informing him that some information has been added to the website. He must check it. 2

87 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 3: The administrator thinks that the information is not correct and that it needs some changes. He adds a comment on the webpage in order to inform the editor/contributor of the modifications to make. 2 3

88 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 4: Using the administrator’s comments, the editor/contributor edits the document in order to improve it. Once the changes are made, the editor/contributor adds a second comment to inform the administrator that the changes have been made and the document can be approved

89 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 5: The administrator approves the information and makes it visible by the public

90 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 6: Some information evolve through time and must be validated again after several months. A «validator» will check the old pages (twice a year), if the information is still relevant, he will validate it. If not, he won’t and will inform the contributor that he must change the information and submit it again for approval

91 The approval process in a PTK website Submit content Editor/ contributor Revise Edit Editor/contributor Approve (Visible for public) Comment Administrator Validate Validator Administrator Delete Administrator 1 Step 7: Information provided by the editor/contributor is wrong or outdated: the administrator will delete it. However, as seen for 7bis, it is not recommended to do so, because there might be links to this information on other pages of the website or other websites. We advise the administrator, instead of deleting, to « unapprove » it, it will not be seen by the public anymore bis

92 Congratulation! You have finished reading this manual! You are now familiarised with the organisation of a PTK website and you are able to create your own user account on the website.