Portal Training for Content Authors

About Portal Training Course Objectives As a portal content author, you will develop new articles for the Campus Services Portal and modify existing articles to keep them up-to-date and accurate. In this training course you will learn how to create, format and edit an article using the Vignette tools and standards adopted by the Portal Group. Training Format Short presentations will be followed by hands-on exercises. Please hold questions until we reach an exercise portion of the course. You will complete five exercises in this training course:  Exercise 1 Navigate the System and Log In  Exercise 2 Create a New Article  Exercise 3 Explore Article fields  Exercise 4 Format an Article  Exercise 5 Modify an Article

Common Terms & Definitions portalThe major starting site:  for users when they connect to the Web  that users tend to visit as an anchor site taxonomyA hierarchical set of categories used for organizing and categorizing web content. landing pageThe display page associated with a VCM channel. channelProvides a means of organizing and delivering the content to end users. A channel:  may contain subchannels, content items, or static files  is used to create the left navigation on landing pages  determines the breadcrumb that appears on an article articleA UCLA-defined content type, which includes editable components such as the title, summary, body, and related links. publishingThe process of transferring a site, channel, landing page, image or article through stages until it is displayed on a live web site. Getting Started

Portal Architecture There are 3 portal environments: Note: We will be conducting our training session today in a special training environment. This training environment is equivalent to the VCM and Preview Sites. Vignette Content Manager (VCM) Preview Portal SiteLive Portal Site

Portal Architecture | VCM Location: Vignette Content Manager (VCM) is a repository for portal content. You’ll use VCM to:  Create articles  Upload images  Edit and move articles  View articles assigned to a project or channel Note:  VCM requires a logon ID

Portal Architecture | Preview Site Use the Preview Site to:  View an article before it’s published to the live site  Modify an existing article directly in the preview environment  Search for unpublished portal articles Preview Site Features:  “Preview” appears in address bar  Pencil icons indicate an editable region  Floating Vignette Toolbar/view page without icons  Requires logon ID Location: Preview Portal Site contains portal content that is under development.

Portal Architecture | Live Portal Use the Live Site to:  View published articles  Test for broken links  Verify your article has been published  Search UCLA websites and portal pages Note:  You cannot edit the live site directly  Live doesn’t mirror Preview  “Map” in URL Location: Live Portal Site Access the live portal site from the UCLA Gateway pages, including the homepage ( Click on the Campus Services link.

Exercise 1 | Navigate & Log In Navigate the System and Log In About this Exercise In this exercise you’ll navigate to the VCM and Preview Sites, test your logon ID and password, and create “favorites” in IE to allow you to easily navigate to the VCM and Preview Sites throughout the subsequent exercises. Exercise Instructions: Portal Training Exercise handout, pages 2 and 3 Allocated Time: 10 minutes

Portal Architecture Two Basic Portal Page Formats: Landing PageArticle

Portal Anatomy | Landing Page 1) Left Navigation (dynamic) 2) Breadcrumb (dynamic) 3) Visual Title (CM) 4) Pre-text Area (CM) 5) Teasers (Authors) 6) Post-text Area (CM)

Portal Anatomy | Article Published Article View of article page on live portal  Title  Summary  Body  Contact Info  Related Links

Portal Anatomy | Article Published ViewEdit Mode View of article page on live portalArticle details in Preview or VCM sites Article Views

Exercise 2 | Create a New Article Create a New Article About this Exercise In exercise 2, you’ll navigate to VCM. Locate the Training “project,” then create and save a new article. Exercise Instructions: Portal Training Exercises handout, pages 4 and 5 Allocated Time: 10 minutes

Format your content in Edit Mode. eWebEditPro is an authoring tool used to format copy Portal Article| Edit Mode Important Fields:  Title  Body  Contact  Related Links Note:  Keyword field  Comments field

Exercise 3 | Explore Article Fields Explore Article Fields About this Exercise In this exercise you’ll learn about the article fields as they appear in Edit Mode and the eWebEditPro toolbar buttons. Exercise Instructions: Portal Training Exercises handout, page 6 Allocated Time: 10 minutes

Article | Field Names & Descriptions

eWebEditPro

Article | Additional Features Menu Tabs (top)  Channels  Versions  Status: Lock and Unlock Action Buttons (bottom-right)  Ok  Cancel  Apply  Help Please close the article, click Logout, and close the browser.

Exercise 4 | Format an Article Format an Article About this Exercise Find your article on the preview site. Import text and reformat it using eWebEditPro. Exercise Instructions: Portal Training Exercises handout, pages Allocated Time: 30 minutes

10 min. Break

Writing for the Portal  Understand the needs of the reader  Identify the main message and key tasks  Write as if you are speaking to a person in your target audience  Use meaningful titles, subheads and lead-ins  Be consistent  Optimize the search engine  Track and update your articles  Follow the Writing Style Guide and other approved standards

Portal Article | Reader View  Headings and subheadings  Numbered (ordered) lists  Bulleted (unordered) lists  Bold-face lead-ins  Tables  Related information Writing for the Web Help your reader scan the article and perform tasks by making important information stand out. Organize content with:

Writing Style Guide Highlights  Do not use slashes (/) in titles.  Avoid using and/or.  Format times and phone numbers (e.g., 6 p.m. not 6:00PM and (310) ).  Some university terms receive special treatment (e.g., “campuswide,” “systemwide” and “universitywide” do not have spaces).  Spell out an acronym after the first use in body copy (e.g., “A Magnetic Resonance Imaging (MRI) study at UCLA opens…”).  Place a single space between sentences.

Writing Style Guide The Portal Toolkit provides standards, samples and tips, including:  Writing for the Web  Editing Checklist  Grammar and Punctuation Rules  Graphic Standards  University Terms  Templates  Training Materials Location: Preview Site UCLA Home / Portal ToolkitUCLA HomePortal Toolkit

Portal Features  Article ID  Feedback  Printer-Friendly Version

Exercise 5 | Modify an Article About this Exercise The article you’ve been formatting is a real article in the Buying section of the live site. Use the search box to find the article on the live site, recreate the related links, copy the contact information and channel the article. Hint: Enter Article ID into the search box. Exercise Instructions: Portal Training Exercises handout, page 11 Allocated Time: 20 minutes

Article Review & Publication Workflow Author  Develop new article & related information  Confirm accuracy with subject matter expert  Notify local editor that article is ready for review & approval Local Editor/Content Supervisor/Content Manager  Review & edit text  Ensure compliance with standard templates, style guide & policies  Check for broken links  Approve and notify Campus Editor that article is ready for publication Campus Editor (AIS Portal Team)  Proofread content against portal standards  Check links and technical components  Publish content to live site.

Resources & Support Need Help Logging In? For account and Vignette access questions, contact Joseph Huang, AIS Portal Team Technical Expert | | x69327 Skip Kastrick, AIS Portal Team Technical Expert | | eWebEditPro If you have trouble installing eWebEditPro, contact your department’s technical support unit. Portal Toolkit (currently being revised)  Writing for the Portal  Editor’s Checklist  Graphic Standards  Instructional Materials For Vignette service requests and questions, contact the AIS Portal Team Content Editors Kirsten Gabbe, Sim Grewall, | Quyen Hoang, | Contact your Content Manager for information about your workgroup and next steps.

Portal Training Summary In this training session you’ve:  Navigated Vignette Components  Tested your logon ID and password  Created a new article  Imported text into Vignette  Formatted an article using eWebEditPro  Modified an article to comply with Style Guide

Question & Answer Session