SLCSU COMMS TEAM WEB EDITING GUIDE

APRIL 2013

CONTENTS

Introduction to website management

Login in

Editing content

Publish page

Create page

Remove page

Images

Create document library

PDF/Word documents

News articles on home page

Back end of website

Web parts

Style guide

1

Introduction to website management

In the South London Commissioning Support Unit service specifications, the following offer of digital communications was agreed:

▪ “Develop CCG website, social media presence, intranet1 and extranet, including: top level research of target audiences; providing internet, intranet and extranet platforms; site branding; populating, updating and managing websites; publishing updates; and supporting development of CCG information strategy and project plan.”

Oversight of the content and editing of the website is, therefore, managed by the SLCSU communications team. Content is continuously updated with communications taking a particular lead on keeping the homepage and news pages up to date.

Communications responds to ad hoc content update requests through the service desk.

In addition, for regular pro-active updating of other content pages the CCG should nominate a maximum two members of staff who will be ‘super users’,

Technical maintenance is provided by the Service desk and I.T. team for all CCGs apart from Richmond, Kingston and Bexley.

Super users

In addition to the comms team, for regular pro-active updating of other content pages the CCG has a maximum two members of staff who will be ‘super users’. These individuals will amend or create simple pages, upload documents and board papers, add text, photos and other content. Local agreements are in place on where content will need to be sent to comms for approval before publication.

Where approval is required, once super-users have carried out editing or page creation, the communications team will receive an email with details of changes. This will be checked to ensure the pages adhere to style guides and plain English standards. Once communications has approved changes they can then set the page live.

Service desk

All SharePoint support, including external website, support is provided through the Service Desk, is for both technical queries and comments and queries regarding website content. This is to provide a single point of contact for customers and to make sure that the comms team is appropriately resourced and keeps comprehensive records of our work.

The service desk works by calls being taken by analysis on the single I.T. number and the calls being allocated to communications for resolution via the LANDesk software.

In addition to the service desk support for CCGs, borough leads will be the CCGs key liaison on overall website management and any website development requirements. If CCGs would like new pages or sections of the website developed they should discuss this with their borough communications lead who will be able to advise and also consider this and prioritise it amongst the wider requirements of the communications service work plan.

Requirements for new functionality or ‘development requirements’ such as significant new design or new tools will be at additional cost.

1 intranets and extranets depend on support of the CSU’s IT team, so can only provide where both services are procured from the CSU

2

What is share point?

3

LOGGING IN

To access the editing features of the site you must be able to log.

Go to the URL for the CCG website - http://wwwauthor.xxxxccg.nhs.uk

Use the login details that have provided to you e.g.

Username: CSUCOMMS_TJones

Password: AllComms2013

You the log in with the user account and password details that you have been provided.

In the event of any access problems 9-5 Monday to Friday please contact:

IT Service Desk: 020 8687 45 67 Itsevicedesk@swlondon.nhs.uk

Please note: there is no I.T. technical support out of office hours.

You know if your log in has been successful if you see a small blue box in the top right hand coverer of your site that reads ‘Site Actions’ select this to begin editing.

4

EDITING CONTENT

Each page has seven core elements

1. Title, this is the title of the page and it will appear at the top of the page

2. To create a title simply click on the box where text can be added and type the title of the page.

3. Page content, this is the content of the page

4. Page image, this is the area for image you may wish to include on the page

5. Zone 1 used to add extra content such as links documents etc

6. Zone 2 to add extra content such as links documents etc

7. Rollup image, this image will be shown as a “Tile”

5

EDIT PAGE

To edit a page click on “Site Actions” then select “Edit page”

CAN’T EDIT A PAGE:

1. Click View-all site contents

2. Click pages library

3. You see it is checked out to someone else.

4. Click the page and drop down select check-in or ask the member of staff who got checked out to check-in or

publish the page.

5. Now you can edit or publish the page

6

CHECK IN TO SHARE DRAFT

When you want to see how it looks then select ‘Check in to share Draft’ this will enable you to see the format, but will not be seen by visitors and cannot be edited by other editors as the page is not published.

Check in means that changes are only visible internally and not to the general public. So if you want someone to review or approve text, then just check in.

A page will come up as ‘checked out’ if someone has been working on a page and has omitted to either check in or publish. This means that another user may not be able to access the page. You may have to ask them to check in or you can ‘Discard check out’ by going onto the page in edit mode and choosing ‘discard check out’ from the ‘page’ button on top left hand side.

SAVE

SAVE AND STOP EDITING

PUBLISH PAGE

Once happy with your page you need to publish it for visitors to see the page, to do this click on the publish button on the top of the page. Publish means that changes will be visible to the general public immediately.

7

CREATE PAGE

To add a page navigate to the specific site and then click on “Site Actions” and then click “create page”

To create a stand-alone page in the navigation

1. Be in main (top level) site that you want to create page in2. Go to Site action3. Create Page4. Add title 5. Create

8

Remove Page

1. Be on the page you want to delete

2. Go to Site Actions

3. Edit Page

4. Click on ‘Page’ button on top left hand side of page

9

CREATE HYPERLINK

Create hyperlink over a word on a page to documents

- Copy the link to be used

- Site actions

- Edit page

- Highlight word

- Click on the hyperlink icon

- Paste the source of the link in

- Select – open link in new page

- Ok

Be on page

- Site actions

- Edit

- **Please ensure you have already uploaded a document to ‘Site collection images’ first if it’s an internal document.

- Highlight the text you want to link.

- Click on the ‘chain’ image from the formatting bar

- Insert URL if external name or browse document from site collection images.

- Ok

To remove a hyperlink on a page

1. Be on page

2. Site actions

3. Edit

4. Highlight text

5. Select ‘chain’ with red X, from formatting bar

10

IMAGES

How to add page image

You must first upload the image you want to show to the “Site collection images” library, note the page images look best at 250px wide. Once the image is uploaded click on the “Edit Picture” link

In the next window select “Browse”

11

Select “Site collection images”

And choose the desired image and press OK

Make sure you give the image a meaning full “Alternative text” explaining what the image is. You don’t need to add image caption but can do should you wish to.

12

Uploading images

1. **NB. The image will need to have been resized and uploaded to ‘Site Collection Images’ beforehand.

2. Go to page you want to insert images on

3. Site actions

4. Edit page

5. Click edit picture

6. Browse image

7. Specify size – usually 200 x100 for internal pages

8. Ok

How to add Rollup image

The rollup image will show as “Tile” when using a content query to pull content to other parts of the site, the images should be in Site collection images library and need to be 80px by 80px.

13

CREATE DOCUMENT LIBRARY

1. Site Actions

2. View all site content

3. Create

4. Document library

5. Display this document library on the Quick Launch? Select no

6. Document version history – select no

7. Document Template select none

8. Click ‘create’ and then upload document

UPLOADING DOCUMENT TO DOCUMENT LIBRARY

1. Be on page

2. Site actions

3. Edit

4. Click on ‘Add new document’ in your library

5. NB – the document should already have been uploaded into Site collection documents.

6. Browse

7. Choose document to upload

8. Ok

UPLOADING MULTIPLE DOCUMENTS

14

Uploaded Docs cannot contain punctuation marks in the title

DELETING DOCUMENTS FROM THE DOCUMENT LIBRARY

To delete an item:

1. Hover over the name and the down arrow option will appear

2. Click on it and select a desired action

You can also use folders to organise the libraries this is very useful when dealing the “Site collection Images” library but the process is the same for all libraries.

To create a folder navigate to the library

1. Site Actions -> View all Site content)

2. Then select “New”

3. Then click on the folder option

15

MAKING DOCUMENT LIBRARY CONTAINER ON WEB PAGE

1. Be on the web page that you want library on.

2. Site Actions

3. Edit page

4. Zone 1 – click on ‘Add a webpart’

5. Choose the library you have created from ‘Lists and Libraries’

6. Add

7. The library should now be visible on page and ready to upload document into.

16

PDF/WORD DOCUMENTS

To remove either the PDF/Word icon or the ‘modified by’ name once document uploaded.

1. Be on page2. Site actions3. Edit4. Click on document library ‘edit’ function5. Choose ‘modify shared web part’

17

6. Click ‘edit current view’

7. Now uncheck the columns you don’t want to appear , uncheck modify by and keep Type and Name

8. Finally select ‘ok’

18

PUTTING NEWS ARTICLES ON THE HOME PAGE

1. Copy the first line of text of the press release

2. Go to site actions

3. Edit page

4. Then go to page on extreme left > –page settings

5. In the description put the line of text then click ok

6. It will now show up in latest news

News article is actually a page

Creating a new page for a news article

1. Navigate to the News site first

2. Create a new page

3. Add title for the News page

4. Select article page layout from the list

5. Create

6. Add article date

7. Add content (and image if required)

8. Check in

9. View all site content

10. Pages library

19

11. Select newly created article page

12. Click edit properties

13. Add content to the box marked ‘description’ to provide an introductory description to the article for the home page

14. Click OK

15. Check-in or Publish

Amending the number of articles on the home page

Changing the Webpart Title

1. To update the title , please click the modify shared webpart

20

2. And click appearance and change the title, once happy click apply.

BACK END ACTIONS

1. To access the site connect click on “Site action” then select “View all site content”

2. You can then click on any of the libraries to view the items.

21

UPDATING IMAGE (LOCAL SERVICES WEBPART) ON HOME PAGE

1. First upload the site collection images

2. Upload the image and publish. By default it is published

3. Go back to home page

4. Edit

5. Modify shared web part

6. Click Rich text editor.

7. Click the insert image menu from top

22

Summary Link Webpart- Adding a link

1. Click new link

2. Fill in all the details

23

Hide Webpart Title

1. To hide the title for webpart, click the modify shared webpart2. Click Appearance

3. Change the Chrome type to None.4. Done.

To add image to boxes at bottom of home page

1. Edit Page

2. Click on New Link

3. Get pop up box

4. Add title

5. Add Link URL and image URL

6. Group – this refers to the number of boxes at the bottom, eg 1+ 1st Box, 3 = third box etc

7. Add number for whatever box you are working on

8. Style – image only, clickable

To insert a new box at the bottom

1. Click on new group2. Add box number – Group Header Name

Moving a web part

1. Click on top of web part with mouse and drag to desired position until you see red line

2. Drop in

24

Adding text to the home page

1. Edit page

2. Add web part on top of carousel (or wherever you want the webpart)

3. Choose Miscellaneous

4. Check Content editor web part

5. Add

6. To Insert text Open the tool pane and click Rich Text Editor

7. Then add text, image or table etc

8. Once done, click OK then apply

16. Click OK

17. Check-in or Publish

25

Updating Image for 4 home page boxes

1. Image needs to be 140px by 140px; please 35px is the height of the colour with the text.

2. Open the copied url for the image in adobe.

3. Now save the image locally.

4. Bring the new image into Adobe.

5. Update the size for the new image to 140px by 140px.

6. Copy the image to opened home page, and change the text or color of the box. Resave locally

7. Once happy upload the image to sitecollection images.

8. It will update the image on homepage.

26

STYLE GUIDE

1. Bullet points need to be created in SharePoint and not just copied over

2. Always leave a  single  space after any headings , so hold finger on   shift then press enter

3. Naming links to docs - the link should be the name of the doc never use the lines 'view the doc here'  e.g.

*Note: uploaded Docs cannot contain punctuation marks in the title

27