User Guide

Getting Started

Logging In

1. Login on this site only works for users with UCD login credentials. Click Log in, in the upper right above the banner, or go to http://education.ucdavis.edu/cas.

2. If you cannot remember your password, you will need to contact the IT Support staff at 530-754-HELP (754-4357), Monday through Friday, from 7 AM to 9 PM.

The Admin Flyout

Once you’re logged in, if you have the permission to edit your account, create content, etc., you’ll see a small gray box with a gear on the upper right side of your screen. Click the gear and a menu will appear, giving you shortcuts to various things you can do within the site.  There is more detail on each item later in this guide, but a quick overview:

Please note that you may or may not see all of these options, depending upon your site role.

1. My account. The button that looks like a person is the link to your website account page, where you can edit your user name, change your password, etc. (Note that this is NOT the place to change CAS login credentials, but gives you access to your account on this specific site.)

2. Create new. The page with a plus mark on it allows you to create new content. Depending upon your permissions, you’ll have a shortcut to create posts and/or webforms.

3. Edit content. The page with the pencil over it takes you to the content editor, where you can edit content by post or by group.

4. Site map. The folder icon takes you to the site map page (if you have the permission for it) where you can edit the site map, admin terms, etc.

5. Manage users. This button takes Site Admins to the page where they can activate memberships, assign roles, edit users, etc.

6. Log out. This button logs you out of the site altogether.

Adding Content

How to Add a Post

1. Select Create New > Post from the flyout toolbar. You will be directed to the post editor.

2. Type in the Title and Subtitle in the appropriate fields.  The Title field is required and is limited to 128 characters; in some cases this will be the name of a person, if you’re creating a Profile. The Subtitle field is often used for additional information about the post you are adding. For some post types (Staff, Faculty, Student profiles) the Subtitle field is used for the person’s title or interest within UCD. For other post types, like Events, you might put the date in this field. It is limited to 255 characters.

3. The Body section features a Word-like editor to help you format your post. Begin by typing the new content into the “Body” section. Note that if you paste text (copied from Word, etc), a new window will open that allows you to paste it in plain text. There are a few important things to remember while using this editor:

   1. Use the dropdown “Format” box to style your content. All text should use the “Normal” style, with the exception of section headlines, which should use “Heading 3” for major headings and “Heading 4″ for subheads. To follow convention, you should use H3s first, then H4s, then H5s if necessary. Note that there is an Administrative Tag (more on this, later) that will allow you to show all H3s as Tabs at the top of your page, which breaks your content up into smaller chunks – just like this post. If you want to take advantage of this display option, make your main headings within the body H3s while formatting.

   2. You do not need to re-type the page title in the body. It will be automatically included at the top of your post.

   3. Lists:  You can use bullets or numbers to help format lists of information. Bulleted lists are simple: highlight the items you want in your list and click the Bulleted Lists button. To create numbered / lettered lists: type your content, highlight everything you want to be numbered and/or lettered, and click the Numbered List button. If you then want subitems to be lettered, highlight JUST the subitems you want turned into lettered items, and click the Indent button.

   4. Quotes:  Highlight the quote or text, use the Block Quote button to create block quotes within your content.

   5. Links:  To insert a link, select the text in the body you wish to turn into a link and select the button that looks like a globe with a chain link in front of it. A popup will show asking for the parameters of the link.  You can link to a variety of content, but the most commonly used will be URL’s and emails.  Select the link type, type in the address and click ok to set the link. Note: if you want to link to other posts within your site, simply paste in a link to everything from the first slash after your URL, for example, instead of pasting http://education.ucdavis.edu/cress-center, you would simply paste /cress-center.

   6. Teaser Break: The Teaser button will insert a break wherever your cursor sits. This is great for controlling how much of your post shows up on overview pages, while allowing the entire post to be viewed when the visitor clicks the title or “read more.” You also have the option to make a custom teaser that does NOT show up on the full node, by unchecking the “Show summary in full view” box directly above the editor window.

4. Categories tab
   

   1. Post Type: This drop down controls quite a bit of the display properties for your post. Choosing a Faculty Profile will format your content differently than choosing the Post post type. The list is fairly self explanatory, with the Home Page admin terms at the end of the list.

   2. Navigation Terms: This is the list that allows you to tell your post what “page” to show up on. Choose one or more terms from this list to place your post in that area.

   3. Administrative Terms: These terms are used for display options, and are fairly self explanatory as well: Display H3 as tabs makes tabbed areas out of everything in between H3s; Home Page Events makes the post appear in the list of events on the home page Calendar section.

   4. Access: This functionality isn’t currently being used, but it can be used to show or hide posts depending upon a visitor’s role.

5. Image tab: Allows you to upload the main image for the post. This is the image that will show on teasers (unless the Admin Term “hide image on teaser” is chosen), as well as at the top of the post.

6. Slideshow Images tab: Allows uploading of additional images that can be seen on the post and viewed in a slideshow.

7. People and Profiles tab: Typing a site user’s name into these fields will make their Profile information show up on at the bottom of the post. Note that it must be a person who already exists on the site (as a Faculty Profile, Student Profile, etc). The field will auto complete, so you can just type the first few letters of their first or last name, and options should appear, allowing you to choose the correct one.

8. Links and Pods tab: The Destination field is used mostly for pods, and allows you to send the visitor to a different location when they click on it, instead of having them click through to the pod itself. You can enter full, offsite URLs here (like http://www.ucdavis.edu/index.html ) but typically you’ll send them to another page within the site, so you could enter something like /projects-outreach/charter-school .  Related Links allows you to link to other sites (with optional custom titles). The Site content area allows you to pull in related posts, to be displayed at the bottom of your post; this is another auto complete field so you can just type in part of the post title to pull up a list of items.

9. Attachments tab: Upload files to be attached at the bottom of your post. Typically this is used to attach PDFs.

10. Event information tab: Add dates to events, so that they appear on the Event Calendar at http://education.ucdavis.edu/calendar. Note that by adding dates here you are NOT making the event show up on the Home page Calendar section, nor on the Events page, unless you tag them appropriately using the Navigation Terms and Administrative Terms to do so.

11. Contact information tab: For adding additional Contact info to Profiles.

12. Comment settings tab: Disabled by default, but you can turn on Comments to any post if you want to.

13. Printer, PDF and email settings tab: You can enable or disable the link for this post.

14. URL Path settings tab: The site is set up to automatically create an alias, but you can override it and add your own alias here, if you want to.

15. Authoring Information:  Who authored the page, and when.  These values are automatically populated with the currently logged in user and time of page submittal but may be overridden. You can add any site member to the author field (for example, to attribute a post to the correct person, even if that’s not you!) but keep in mind that it must be a site member (someone with a Profile).

16. Publishing Options:  If you would like to hide the page from the public and/or save the page as a “draft,” uncheck “Published.”  “Promoted to Front Page” and “Sticky at top of lists” do not have an effect on pages on this site, we’re using a combination of Navigation and Administrative Terms to accomplish the same things with more flexibility.

Save your post: click “Save,” or choose “Save and Create Another” if you’d like to keep creating posts.

Managing Content

One post at a time

There are a couple of different ways you can access your content to manage it, especially if you want to edit only one post.

You can navigate to the post you want to edit, and click the Edit button in the Admin Hover bar that appears. Or you can click the “edit” tab at the top of the post.

To delete a post, you can edit it, then scroll down and click the Delete button. Please note that this cannot be undone!

Managing content in bulk

If you want to edit many posts – say, for example, you want to find all of your posts of type “BoA Profile” and add the Navigation term “School Directory” to them – then Bulk Operations is the way to go.

1. Click the Edit content button in your Admin Flyout menu.
2. Adjust the Filter terms for the content you’re looking for (in this case, you’d choose BoA Profile from the Post Type drop down ), then click Apply.
3. Once the content has appeared below, and you’ve confirmed that it’s everything you needed to grab, click the box at the top of the list on the left (this is the “select all” box). If there are more rows than you can see on the page, a message will appear asking if you’d like to “Select all rows.” Do so.
4. Click the light gray “Show Advanced Options” text link above your search results list.
5. Click the button for “Modify Node Taxonomy Terms.”
6. On the next page, choose the “Add the selected terms” radio button, then scroll down and select the proper term below (in this case, “School Directory” from the Navigation Terms vocabulary).
7. Scroll to the bottom of the page and click Next, the confirm on the next page.

Bulk operations can be used for many things in addition to adding/removing Navigation or Administrative Terms. You can change the author of a post (for example, you might want to change all posts authored by admin to the author Donna Justice); another handy use is to publish a pile of posts sitting in unpublished mode, all at once.

Revisions

Understanding Revisions

1. Each time a page is edited, a copy of the old version of the page is stored in the revisions log. Revisions enable an institution to allow more people to edit pages without fear of losing content or having pages changed without a clear paper trail.

2. To view revisions of a page, go the page and choose “Revisions”

3. If you cannot see the “Revisions” tab, you may not be logged in or you may not have sufficient privileges to view revisions.

4. You will see a list of revisions made to the page and the various users that made them. In some pages there may only be one person editing the page. The notes beneath each revision is the text entered into the “Log message” when the user edited a page.

5. To view past revisions of a page, simply select the date and time of the revision you wish to see. You can get back to the list of revisions by clicking “back” on your browser.

How to Roll Back to a Previous Version of a Page

1. Go the page you wish to revert and choose “Revisions”

2. If you cannot see the “Revisions” tab, you may not be logged in or you may not have sufficient privileges to view revisions.

3. You will see a list of revisions made to the page and the various users that made them. In some pages there may only be one person editing the page. Select the revision you wish to roll back to by clicking “revert” next to the revision.

4. Select “Revert” from the confirmation prompt.

5. The page will be restored to its previous version, and a the revisions log will capture the change by noting which revision was restored. To revert a reversion, simply follow the same process.

How to Delete a Page

If you would like to hide the page to the public and/or save the page as a draft, instead of deleting it altogether, uncheck “Published” from the “Publishing Options” menu at the bottom of the page. Another option is to publish a page for “internal only,” which makes it visible to those with editing permissions.

1. Visit the page you want to delete. If you are logged in, you will see a “View” and an “Edit” tab the top of the page.

2. Select the “Edit” tab, scroll down and click the  “Delete” button.

3. Select “Delete” from the confirmation prompt.

Note: once you delete a page, it will be removed permanently. You will not be able to recover it or view the revisions of that page.

Ordering Posts within Terms

Posts appear within the channel in descending order of post date, by default. When you’ve posted a bunch of content to an area, it’s possible that you’ll want to reorganize the posts to control what order they appear in.

1. Navigate to the page that displays the Navigation Term you want to re-order posts in.

2. Click the “reorder posts and pods” link – it’s light gray, in the bottom right of your browser.

3. On the page that appears, click and hold the handle to the left of the item you want to move, drag it to a new location, then “let go.” Continue with all items you want to move around.

4. Once you’re happy with the order of all the posts, make sure to click the “Save order” button at the the bottom of the page.

Note: the list includes both Posts and Pods for that Navigation Term. You can re-order either or both, but the pods will always display on the right sidebar of the page, even if they are mixed in with the posts. The order they are put in will be honored within the pods section.

Adding Navigation Terms

Site Admins only:
Your site was designed for a specific number of links across the top of the page; adding any additional main navigation terms will break the layout. You can, however, rename or reorder them, or add sub-terms within the main navigation terms.

1. Go to Site Map / Edit Navigation Terms on the Admin Flyout menu.

2. To move terms around, grab the handle to the left of the term and drag it to its new location. Make sure to save the order (button at the bottom of the page) when you’re done or your changes will be lost.

3. To rename terms, click the Edit link to the left of the term. Make changes and save.

4. To add new sub-terms:

   1. Click the Add term tab at the top

   2. Give the term a name (keep in mind that this will display in the site navigation drop down menus)

IMPORTANT: Choose the parent of the term (if you don’t choose a parent it will default to “root,” which will make it appear at the top level in your navigation bar)

Post Types and Admin Terms

Site Admins Only:
The Post Types and Admin Terms that have been created for your site are used mostly for display purposes; adding new terms won’t be very helpful unless we help you out by adding the theming rules that make them useful.

You can change the name of any of these terms, however. If you feel that a current term isn’t very self-explanatory, change it by:

1. On the Admin Flyout, choose Site Map / Edit Post Types -or- Edit Admin Terms

2. To move items around, grab the handle to the left and drag them. Make sure to save the order when you’re done (button on the bottom of the page)

3. To edit the name of the items, click the edit link to the right. Save when done.

“Secret” pages, redirecting old URLs

How to Create a Page at a Secret Link

Pages can be created that are only accessible by typing in the URL. For example: www.calbankers.com/secret-page. Pages at secret links are used by organizations that want to create a page for a certain group, but don’t want the general public viewing the page. This is a quick way to do so, but it’s important to note that it isn’t as secure as using something like Access Control.

1. Create your Post

2. Under Categories, don’t choose anything from the Navigation Terms list. This will keep the post from showing up in the main navigation structure, and to the public.

3. Use the “URL path settings” to specify the link you want to use for the secret page. For example, if you wanted the page to be visible at www.calbankers.com/secret-page then you would type “secret-page” into the URL path box. (You’ll need to uncheck the Automatic Alias box first.)

How to Create a URL Redirect (Site Admins Only)

Sometimes you may want an old link to point to a new page on your site. Note: this is a special case when you want to create a special link to a page that is different that the link (or URL path) already assigned to the page. If you just want to change the URL of a page, edit the page and give it a new URL in the URL path settings menu.

To do this, you can build a URL Alias that will point any link, for example, http://www.calbankers.com/old-web-page.html to a page that exists on your shiny new site.

1. Make sure you are logged into the system as a Site Admin. 

2. On the administration menu, select “URL Aliases” or go to http://www.calbankers.com/admin/build/path (if you can’t find this, you may not have access to this part of the system, or your aliases may be automatically generated by another part of the system for search engine optimization reasons).

3. Find the page in the list of aliases that you want to point your link to. Under the “system” column, you’ll see a path that will look like “node/1234”. This is the system link to the page. Take a note of it, because you will be creating a link to it.

4. Click “Add alias” then enter the system path from the previous step.

5. In the next box, enter the alias you wish to have link to the page. For example, “old-page.html” or “events/super-special-event”. Do not use special characters except dash – and underscore _ when entering a path. Remember, the paths are case sensitive. Using all lowercase is standard.

6. Click “Create new alias” and your link will become active. Be sure to test it.

Webforms

Forms are used to collect data from site users. Examples include a vehicle donation form, a contact us form, and a submit a request form. Note: forms are not secure and should not be used to collect credit card numbers, social security numbers, or other kinds of secure information.

1. You can add a form to any section by using the Admin Flyout to select “Create New”  > “Webform”

2. Give the webform a Title and Description, similar to how you begin a post.

3. Confirmation message or redirect URL: You can optionally enter text that the user will see when they complete the form, or send them to a page within your site.

4. Webform access control: Scroll down and choose the audience who can view the Webform – choosing Anonymous and Authenticated will allow everyone to use it (Authenticated automatically covers all other member roles); choosing Authenticated only will hide the webform from anyone who is not logged in.

5. E-mail to address: this is optional. You will always be able to access form submissions at the node for the Webform itself, but if you also want the form results emailed to someone when it’s submitted, enter that address here.  To enter more than one email address, separate them with a comma.

6. Conditional email recipients: Options for overriding the “from” content –  email address, name, subject.

7. Webform Advanced settings: Click this to expand it and check out some of the options within. Here you can choose to show the entire form in the teaser view,  limit the number of times the form is completed by site members, etc.

8. Subtitle: An optional subtitle for your Webform. Note: although it appears toward the bottom in this process, the Subtitle will appear directly below the Title when the form is viewed.

9. Categories: If you want your form to appear on a page within the site, you’ll need to choose a Navigation Term as well. Choose the level of Access (member, public, FGR)

10. More options: There are vertical tabs on the left with some of the same options you have for creating posts. You can add an image, change the URL path, etc. It’s important to note that webforms are UNPUBLISHED by default at this point. This is so that you don’t publish a form before it’s ready; i.e., before it has any fields in it.

11. Click SAVE to save your progress and go to the next screen, where you’ll be able to add the actual fields for your webform.

Adding fields to your Webform

Each field on the form (for example: First Name, Phone Number, Vegetarian) will need to be added individually, as what is called a “component” of the form.

1. Give your first component a name, for example: Name

2. Choose the field type you’d like to display. For “Name” we would use a text field, but there are other options, which are covered below.

3. Check the box for Mandatory if you want the user to be required to fill in this field.

4. Check or uncheck the box for Email depending upon whether or not you want the results of this field sent via email to the recipient of the form.

5. Click the Add button.

6. The next page will give you options for the field you’ve created, including a description that you can present to your users to help them fill out the field properly. Everything on this page is optional, and will change depending upon the type of field you are creating:

   1. textfield: Basic textfield type. You’ll have options like Label, Description (text that can help your users fill out that field), etc.
   2. grid: Allows creation of grid questions, denoted by radio buttons. Options go across the top (for example, Poor, Good Great), and Questions appear on the side (How are we doing?) The display allows the user to fill in bubbles as responses to each question.
   3. email: A textfield that automatically fills in a logged-in user’s e-mail, or allows anonymous users to add their email manually.
   4. file: Allow users to submit files of the configured types. On the configuration screen you are able to determine the types of files that can be uploaded.
   5. textarea: A large text area that allows for multiple lines of input. Options include the ability to change the amount of text you’ll accept, change the size of the text box, etc.
   6. date: Presents month, day, and year fields. Options include format, time zone and available years.
   7. hidden: A field which is not visible to the user, but is recorded with the submission. This field requires that you insert tokens (pieces of code that will pull various information from the visitor) and is for advanced users only.
   8. time: Presents the user with hour and minute fields. Optional am/pm fields.
   9. markup: Displays text as HTML in the form; does not render a field. For advanced users only.
   10. pagebreak: Break up a multi-page form.
   11. select: Allows creation of checkboxes, radio buttons, or select menus. Options are created on the second page, where you are able to add the items that you want to appear in your select list.
   12. fieldset: Fieldsets allow you to organize multiple fields into groups.

Once you’re done adding the fields you want, you can save (and optionally publish) your webform.

How to view/download results from a web-based form

1. Browse to the form you wish to study and view the results from. (Note: some forms cannot be accessed for security reasons.) If you can view the results, you will see an “Results” tab at the top of the form.

2. Select the “Results” tab. You will see all the most recent submissions displayed under the “submission” sub-tab. You will see date/time, user, IP Address, and two links to “View” and “Delete”.

3. The most recent submissions will be listed at the top of the form.

4. The system has a built-in analysis function. Select “Analysis” under “Results” to view statistics about the submissions of the form.

5. You can download all the results to Microsoft Excel or other spreadsheet program by clicking “Download” and clicking “Save” when prompted. The file will download onto your computer as a CSV file which can opened, edited, and studied.

Google Analytics

1. Go to http://google.com/analytics

2. Log in using your e-mail and password. This is the same as your e-mail login if you are using Google Apps.

3. Click on “View Reports”. You may need to select your domain in the upper right hand corner dropdown if your account is linked to multiple domains.

4. For additional help with analytics, visit http://www.google.com/support/googleanalytics/

Search Engine Optimization

How to configure Titles, Meta Tags and Keywords for a Page

1. To configure meta tags and keywords to improve search ranking, you will need to log in to the site.

2. In your browser, visit the page you wish to edit.

3. If you are logged in, you will see a “View” and an “Edit” tab the top of the page.

4. Select the “Edit” tab.

5. Scroll down to “Meta Tags” Dialog

6. Note: if you do not see the “Meta Tags” dialog, you may not have sufficient privileges to edit these.

7. Click on “Meta Tags” to expand the dialog

8. Click “Disable Rich Text” if necessary to disable to WYSIWYG HTML editor and enable plain text on the textbox.

9. You will be able to edit a description and keywords for the page.

10. To change the title of the page, add a “Page Title” at the top of the page. If you need to differentiate the <title> from the <h1> title displayed at the top of the page, you can use this feature to override the title.

How to customize page URLs

1. To change the URLs for pages on the site, you will need to specify the custom URL for each page. URLs are automatically created with the page, based on its page title when the page was created. These settings can be overridden.

2. In your browser, visit the page you wish to edit.

3. If you are logged in, you will see a “View” and an “Edit” tab the top of the page.

4. Select the “Edit” tab.

5. Scroll down to the “URL path settings” dialog.

6. Enter the URL for the page. Do not enter a trailing slash and use all lowercase letters, and use _ or – for a space.

7. Scroll down and click “Submit” to save changes.