Content Management System (CMS) Training Web.help@rch.org.au Educational Resource Centre Updated: 16 February 2017

Getting help The fastest way to get help is to email us at: web.help@rch.org.au there is also a link to the email addressed in the footer of every page on the website The is a ticketing system in which all webteam employees receive and respond to help requests. All requests and tracked by the system negating lost correspondence Please DO NOT email specific webteam personnel - results in response delays and lost emails When sending a webhelp ticket request please include: The address of the page (URL) Exact instructions as to what you need help with If you don’t use an email signature, please include your phone extension number

More helpful stuff The next best source of helpful information is: http://webhelp.rch.org.au/home CMS training and help modules http://webhelp.rch.org.au/forums/20199673-CMS-training-and-help-modules CMS editor quick reference guide http://webhelp.rch.org.au/entries/67474740-CMS-editor-quick-reference-guide RCH web content guidelines http://webhelp.rch.org.au/forums/20196927-RCH-Web-Content-Guidelines Create a webhelp ticket request to get assistance from the webteam http://webhelp.rch.org.au/tickets/new

The CMS has two copies 1. webedit 2. www http://webedit.rch.org.au All changes you will make are done on webedit You must log in to webedit before you can make changes Changes viewable immediately 2. www http://www.rch.org.au We call this the “live server” Changes cannot be made to the live server Log in to webedit to make changes Every hour, on-the-hour, the live server is synchronised with webedit. This is when all published changes will appear on the liver server Please wait until 10 minutes past the hour to see changes “go live” onto www

Chrome or Firefox only Google Chrome should now be available on all RCH computers. Firefox is ok too IE is still required for clinical applications but should not be used when making changes to the CMS If you don’t have Chrome, Call IT (56277) and give them your 5 digit IT number.

Where to log in to webedit? Look for the link ‘webedit’ in the footer of any page of the RCH website: 2. ‘CMS Login’ link in the footer of any page of the RCH website: 3. Enter your regular computer log in credentials: For video tutorial – CMS Login http://webhelp.rch.org.au/entries/21384706-1-CMS-Login

It’s ok to break things in the sandbox Sandbox website Sandbox is a dummy department in the CMS that everyone can access to practice http://webedit.rch.org.au/sandbox/ You must be logged in to webedit It’s ok to break things in the sandbox

How to edit content Click switch to view slider Click ‘Content’ button Hover your mouse over the content and click the three lines in the top-right corner

Format tab Bold Italics Hyperlink To page in CMS To external website List: Number lists Dot point list Right-align and left-align Justify Subscript and superscript Text and heading: Paragraph Heading 2 Heading 3 Heading 4 Red text (Alert) Remove space between paragraphs (No space) *Remember to click the little double arrow for more options if you can’t see the option you are looking for (circled in red)

Insert tab Link to library items Email address link syntax: Embed media (video) Insert table Special characters Hyperlink To page in CMS To external website Email address link syntax: mailto:lucy.Anderson@rch.org.au Horizontal line 13

Using the library Overwrite. Delete Library items: Images Word documents Pdf documents PowerPoint presentation Library items are always saved into and access from the ‘content’ folder. Make sure you are on the ‘Library’ tab Use overwrite to update files to new version Must be same file type and have exactly the same name Should never have version numbers of dates in the saved

Submit/publish/save/check-in Submit: will save changes and send them for approval to the publishers (the publish button in this picture will say Submit instead of Publish) Publish: will publish changes (only publishers will see this option) Save: will save changes. The content will remain in a checked-out state and is locked to the user Check-in: will save changes and check-in the content block to break the lock so other users can make changes to it

Page Page and content separation Content Pages and content are separate pieces of the puzzle in the CMS A ‘content block’ is everything inside the blue box. You can edit this using the editor. A ‘page’ is everything else inside the red box. When you create a page you choose a title. The webteam are the only ones who can change anything else on the page such as the left-hand navigation items, template colour and department name in the aqua coloured banner. Nothing else can be changed on a page. All pages on our website have the same header and the same footer Page Content

Page Assembly CMS Content A ‘page’ and a ‘content block’ must be joined together to create a full website page

How to get to the ‘workarea’ The workarea is the backend of the website. It is where new pages are created It is where content is edited 18

Creating a content block 1 3 2a 4 Locate your departments content folder from the list 2b Give content block a sensible title

Creating a page 1 3 2a 2b Locate your departments pages folder from the list and choose the correct sub-folder to create the page inside 4

It’s important to give pages a sensible title It’s important to give pages a sensible title. This title forms part of the pages address and is hard to change. Make sure the “Content Searchable” box is ticked.

1. Joining a page and a content block 2 1 Click here 3 4 5 6

2. Joining a page and a content block 7 Locate your department folder Select your content block by double clicking. Create a new content block by clicking new Give the new content block a sensible title (usually the same as the page name) Click submit/publish 8 23

3. Joining page and content block 9 10 Page title is now visible Page and content block are now joined

Authors and Publishers Can make changes to content, pages and to the library Will see a ‘Submit’ button when in the editor Changes WILL NOT automatically sync to the live server Must use the ‘Submit’ button in the editor to send changes for approval to Publishers. Once approved, changes will go live in the next hourly sync Publishers: Will see a ‘Publish’ button when in the editor Changes will automatically sync to the live server every hour

Pages and content should be in the “A” state Document states [A]pproved, Checked [I]n, Checked [O]ut, [S]ubmitted If you do not see ‘Edit’ option in the content block or page menus then the page/content block Must be in [O], thus locked to another user The page/content block must be checked-in before anyone else can make changes Pages and content should be in the “A” state

26,846,337 page views in 2016 7,515,800 unique visitors Everything on our website represents the whole hospital

Formatting is very everything! The less you try to format your page, the better the website will look Use heading hierarchy in order of importance Heading colours are set automatically – do not try to change the Font is set automatically – do not try to change it Dots point, numbered lists, red text are all styled automatically – do not try to change them Don’t go over board with emphasis. If everything has emphasis then nothing stands out, ie, limit the use of: Bold, underline, italics, red text, capitalisation Please do not type in capital letters. Heading have 4 levels to chose from, H2, H3, H4, H5. Please select one of these depending on the heading’s importance within your text Please do not centre align anything. If there is a serious need for this, please contact web.help@rch.org.au to explain the necessity and we can assist you. Please do not use the ‘&’. The full word ‘and’ should always be spelled out in full Please spell the full words Telephone and Facsimile on contact pages and do not use a colon after them Use a lower case ‘t’ when abbreviating to ‘the RCH’ Use a capital ‘T’ when spelling out the full name ‘The Royal Children’s Hospital’.

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