1. CMS training Lucy Anderson Web Developer The RCH Creative Studio
Updated: 11th July 2018

2. Training overview Glossary of terminology How it all works
Pages and content
The CMS
Internal vs external
The importance of up-to-date content
The importance of formatting and branding
Creating content
Logging in
The Workarea
The library
Files and images
Editing content
Creating hyperlinks
How to get help

3. Glossary of terminology
The CMS - Content Management System A set of tools (software) that provides a way for us to manage digital information on our website through creating and maintaining content without prior knowledge of web programming. The live site The version of the RCH website that the whole world sees. Webedit The version of the RCH website we can log into to make changes that is only visible to RCH and campus staff. Internet A massive network infrastructure connecting millions of computers together globally, forming a network in which any computer can communicate with any other computer as long as they are both connected to the Internet. Our RCH website can be accessed via an internet connection.
Intranet Our internal communications system accessed via our RCH website. It includes the Intranet news, CEO Forum, Staff resources, Clinical resources and all pages on our website restricted to our staff only. Browser / web browser / Internet browser A computer program that provides access to the World Wide Web via a terminal with Internet access (desktop computer, phone, tablet), eg. Chrome, Firefox, IE (Internet Explorer), Safari. URL / address / web page address The URL of a website page is its unique location. It is the page’s address and every page on the World Wide Web has an address that it alone occupies, eg. Library items All types of documents (.pdf, .doc, .docx .ppx) and images uploaded to the CMS.

4. Glossary of terminology
Left-hand navigation The hyperlinks to the left of the screen on every department/service page on our website under the heading ‘In this section’. These hyperlinks represent an overview for the information contained in that respective area of our website. eg. The left-hand navigation does not contain a link to every page, only top level pages. Workarea The “dashboard” viewed of our website where content creators can see all pages, content blocks and library items they have permission to access. Page A page on our website with a unique URL / address Content / content block The area on page within which information is created for our audience.
Content creator An staff member with permission to login to our website to create/update/remove information for our audience. There are two categories of content creator: publisher and author. Publisher Can create and publish content to our live website. A publisher can also approve and publish content created by an author Author Can create content that must be approved by a publisher before it is published to our live website. Audience For whom content is created. Including: RCH and campus staff; current students; RCH alumni; patients and families; external clinicians and health providers; people interested in child health information such as parents and carers; prospective staff and students.

5. Glossary of terminology
The editor The editor tool used to create and update content. Similar to Word or other text editor software but specific to our CMS. WebHelp The system that content creators can to get assistance with the CMS or other website related issues. Requests should be ed to

6. How it all works: pages and content
Our RCH website is made up of pages that contain content intended to be read by a specific audience.
Pages contain:
Our RCH website template design
The main navigation of our website
The left-hand navigation items on department/services areas
The RCH website footer (where we can log in)
A section called a content block, or simply ‘content’, for information for our audience
Who creates pages?
The Webteam in The Creative Studio create pages for our website. The Webteam has three staff members: Adam, Dhanuka and Lucy. The Webteam works closely with our designers, our video producers, our photographers and our content creators to ensure the best possible experience for our website audience.
*Have you ever worked on a project with any of these teams?

7. How it all works: pages and content

8. How it all works: pages and content
*Remember, pages contain content.
Content contains:
information that is relevant to, and required by, the audience
information that is authoritative
information that is up-to-date
information that is concise (no “filler”)
hyperlinks to other pages of content
links library item documents such as PDFs, Word documents, PP Presentations etc
library items images that support the information such as diagrams, illustrations or examples
videos that support the information such a demonstrative videos, learning materials and patient-centric films such as Be Positive (B+) clips and Short Cuts
*Can you think of an example of each?
Who creates content?
Our content creators (you) create the information n our website without having to get involved with the nitty gritty of computer coding!

9. How it all works: the CMS
There are 2 copies of our website 1. – The live site Changes cannot be made to the live site. This is what the whole world sees when they visit the RCH website. Every hour, on-the-hour, the live site is synchronised with Webedit. This is when all published changes appear on the liver site. Please wait until 10 minutes past the hour to see published changes on the live site Webedit All changes are made on Webedit and you need to log in before you can make changes. Changes are immediately visible. *Use Chrome or Firefox browser when logging into Webedit

10. How it all works: internal vs external
Content of our website needs to have an intended audience. The department or service it is created by may invariably dictate who the audience is, but the audience should always be identified before the content is created.
The left-hand navigation of each area of our website contains hyperlinks to either all internal content or all external content, and not a combination of both, ie. every area needs to be either publically facing in entirety or fully restricted to our Intranet.
Internal
Who is the audience?
RCH and campus staff
Current students
RCH Alumni
‘Intranet only’ content
Content, files and images that are only intended to be viewed by the above audiences. These items should only appear on Intranet Only templates or within an intranet secure library folder.
External
Who is the audience?
Patients and families
External clinicians and health providers
People interested in child health information such as parents, teachers
Prospective staff and students
‘Publically facing’ content
Content, files and images that are created for the benefit of and consumption by one of the above audiences.

11. The importance of up-to-date content
The RCH is, ‘A great children’s hospital leading the way’.
This moto is true because of:
Our exceptional services provided to the community
Our expertise in the field of child and adolescent health
The trust the communication put in us
Our commitment to staff health and wellbeing
Our reputation
Reputation Upholding Principles
If quality of our reputation is damaged, this effects all 4 points above. Therefore we must always adhere to our Reputation Upholding Principles:
If content is on the website it is true and does no harm
Content is fit for purpose, ie for a specific audience, with no excess
Content is formatted to our guidelines
*Can you think of an example of something that would cause harm to our reputation?

12. The importance of correctly formatted content
26,846,337 page views in 2017
Everything on our website represents the whole hospital

13. Formatting and branding guidelines for our website
When guidelines are applied, our site is:
Beautiful
Logical
“As expected”
Easy to navigate
Visitor-centric
When guidelines are not applied our site:
Looks messy
Does not have an authoritative voice
Is difficult to navigate
Is not “as expected”
Individual-centric

14. Creating content: logging in
Look for the link ‘Webedit’ in the footer of all pages of our website, click it and let the page reload.
Again in the footer, click the link that now reads ‘CMS Login’.
Enter your RCH staff login details into the pop-up box. Do not include ‘rch’ at the beginning of your username.
For video tutorial – CMS Login
Sandbox
Is a dummy department in the CMS that everyone can access to practice. You must be logged into Webedit to view the sandbox.

15. Creating content: the Workarea
The Workarea is the dashboard of the website
It is where new pages and content block are created
It is where we access the library to add items
It show separate folders for pages and content
The Library
Library items *ALWAYS* go into the content folder under the ‘Library’ tab
Library items can be images or files 18

16. Creating content: files and images
There are 4 rules to remember when uploading file or images to the library
No capital letters
No spaces. Spaces should be substituted with hyphens ‘-’
Avoid acronyms
No temporal information:
No version numbers
No dates
No times
A well named file:
this-is-an-example-of-a-good-filename.pdf
A poorly named file
16 June 2016 version 3 ACXR-V3.pdf

17. Creating content: files and images
Open Word and create a file with your name as the title and save it to the Desktop
Back in the Workarea, navigate to the library tab
From the dropdown list, select ‘files’
Click Add, then click ‘browse’ and locate your newly created file on your Desktop.
Double click the file and give it a title ‘Lucy Anderson file’
Click ‘save’.
A filename versus a file title
Filename
Cannot change later
Appears in the address of the page
File title
Can change at anytime
Does not appear anywhere outside the Workarea
Is used for you and your colleagues to locate files in the Workarea

18. Creating content: files and images
Link search
Overwrite.
Delete
Overwrite an existing file with a new version
to keep it up to date
To avoid multiple copies of the same file in the library
Delete unused, old or out-of-date file
To keep the library clean and organised
To avoid old files appear in Google searches
Use link search to see if the file is linked on any pages before deleting
If an old file needs to be deleted but has links on pages. Please delete the links as well.

19. Creating content: editing 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
Content button should be highlighted

20. Creating content: editing content
Formatting
Headings in sentence case:
This is a heading in sentence case √
This is a Heading in Heading Case ×
2. Tables should not be used for display purposes unless it is tabular data
3. No need to add extra spaces between headings, paragraphs and other headings
4. Use meaningful language for links, ie not ‘click here’, or ‘here’. A full sentence is preferable.
5. Use dot points rather than paragraphs

21. Creating content: creating hyperlinks
Links should only be created on sentence elements, not on a heading
There are three types:
Internal
Use a relative URL
This means everything after ‘.au’ in the website address including the first ‘/’
So if the page URL is ‘
The relative URL is ‘/kidsinfo/fact-sheets/’
External
User an absolute URL
This means the full URL of the page
In page – bookmarks
Use heading text – H2 or H3
Substitute spaces and special characters (ie, ‘, &, :) for hyphens
All lowercase
No punctuation
#the-heading-you-want-to-link-to

22. How to get help Email us: web.help@rch.org.au
there is also a link to the 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 specific Webteam personnel - results in response delays and lost s
When sending an to Webhelp please include:
The address of the page (URL)
Exact instructions as to what you need help with
If you don’t use an signature, please include your phone extension number

23. How to get help The next best source of helpful information is:
CMS training and help modules
CMS editor quick reference guide
RCH web content guidelines
Formatting and branding guidelines for the RCH website
Create a Webhelp ticket request to get assistance from the Webteam