February 2010 Archives
Do you have one of those funny blue rectangular boxes on your department's web page? It probably has "news" or "updates" or something like that in the title. Ever wonder how that got there and how to change/update the stories featured there? Well, my friends, you've come to the right place! Prepare yourself as we go on a journey step-by-step to update stories in the “News Box”!
1. The first thing to remember is that this is like updating any other thing in Collage – except that you need to go into a specific folder to do it. The “News Box” pulls stories (usually in order of date – starting with the most recent) from a folder that is already in your department’s section. The trick is knowing which folder it is. More often than not it is obvious, but if not, it may require some trial and error. A good way to figure out which folder it is is to look on the live site and click on one of the story names in the box. The folder name will be in the URL of the story. Whatever folder that story is in should be the folder the News Box is pulling from.
1a. Let's take the Graduate School of Education for example, where you can clearly see the news box is called GSE News:
1b.There are usually two types on entries that make up stories in a News Box: ones from eNews and ones in the news folder from your own department. These are the ones to which you have access.
Notice that the top entry in this News Box is "Education Scholarships." By placing your mouse pointer (arrow) over the listing you can see where the file is located (look to the bottom of the left of this picture). Notice that this entry is located in a folder called "News" inside the GSE folder.
1c. Notice that the bottom entry in this newsbox is called "A Model Mentor", but if you hover your mouse over it and check out its location, it lists eNews - in the Media folder as where this links to. This obviously means that this story was fed automatically from eNews. If there is a problem with any of these types of stories please contact the Web Content team at firstname.lastname@example.org or 978-934-3875.
2. Now let's take a look at the corresponding folders inside Collage. Keep in mind you'll only be able to see folders you have access to.
2a. Notice inside the GSE folder there is a folder called "News" that's listed as a "News Articles Folder". This is what you want to look for anything labeled as a "News Articles Folder" is where you'll manipulate/create new items for the newsbox.
2b. Inside that News folder there is a file called GSE_Scholarship - which you'll notice corresponds with the picture above in 1b.
3. Here's another example of a different News Box. On the Financial Aid home page the news box is called "Important Updates".
4a. Inside the Financial Aid folder this is found inside the “Updates” folder – which kind of matches up with the “Important Updates” title on the news box. Notice also that the Folder type listed to the far right is “News Articles Folder” – this should be a dead give away.
Now that your armed with this knowledge you can create a task like you normally would in Collage.
5. Go to your inbox in Collage.
6. Click on New to create a new task.
7. A New Task pop up window will open.
8. Select the Template for your department from the drop down menu. This is very important – selecting the wrong template or not selecting one at all can cause problems with your task.
8a. You can type the first letter of your department to jump to that part of the alphabet, or use the arrow to scroll down through the entire list.
9. Make sure to name the task something specific about what you plan to edit or do in the task. Notice the red exclamation point that this is required and you can not continue without naming the task.
Once you name the task the exclamation point will become a
green check mark. Then add a description with more information about the
edits etc. you plan to make. The more information you provide, the faster we
can review and approve the content and the faster it will go live. Once
you’re done click next.
10. If your access permits, you will see a User Assignment window. By clicking on each state (i.e. Edit, Department Approve or Approver), you can see which users are part of the work flow process. You may have the ability to add users to any state by using the Add button (see Adding Users to Work flow). For help with this try this blog entry.
11. Next you'll need to add any pages you wish to edit. Click on "Add". If you're creating a new one skip ahead to # 16.
11a. A pop up window will open. You should see whatever folders you have access to. Navigate through those folders to the one that contains the page (s) you want to edit. Then click on the names of those files.
12. Notice that once you click on any assets they will be added to the box at the bottom of the window. NOTE: if you mistakenly click on any other pages while navigating through the folder list, those too will be added to your task. ANYTHING you click on (other than the folders themselves) in this step will be added to the task. When you're done click "OK".
13. Notice that whatever asset (page) you select will be added to the New Task - Assets screen. If you've forgotten to add an asset, click on Add and repeat the process. Once you're done click on "Finish".
14. This will end the process of Creating a New Task.
THIS IS REALLY IMPORTANT: now you need to go back into your Inbox (see picture in step #5) and actually Open the Task.
15. Once you're in your Collage Inbox. Select the task you've just created and click on the blue name of it to open the task (listed under task name).
16. Once inside the task, click on Assets for the list of Assets and then click Add to add an Asset (page) – if you want to update something that has already been created inside Collage.
17. You'll then need to navigate through the folders you have access to and select the page you wish to edit. Basically the same as steps 11a and 12.
18. However if you're creating a new item for the news box follow these steps after clicking on "Assets" (see the picture above).
18a. After clicking on Assets, click on the down arrow next to the word Content.
18b. Then select "Contribution" from the dropdown menu. (Keep in mind your options under this menu may be different from mine or other users depending on your access and permissions).
19. You'll then need to navigate through the folders (as we've done before) and find the News Articles folder. In this example its the News folder inside the GSE folder as we saw in step #2a. Keep in mind again, everyone has different access to different folders, so everyone sees something different.
20. Once you're inside the correct folder (in this case News inside GSE), basically the folder with all the pages listed in it under "News Articles" then click on "New Document".
21. You'll then need to name the document and put in a description. Notice the red exclamation point - this means you can't proceed until this is done. Once it is done the red will change to green. Make sure to name it something descriptive but not too long.
22. A pop up window will open. This is where you'll put in all your details (including pictures and more) of the new news box item. For information on the right size etc. for picture go here. The text you chose for the Headline - is what will appear in the news box as the link - so be descriptive, but it shouldn't be too many words.
23. Once you've finished adding the details of your new news item, make sure to save it. Then click on "Metadata". The Metadata pop up window will open. It is very important to fill these out - this is what makes these items easy to be found from search engines like Google and Yahoo, and more. Make sure to select a start date and end date if you only want this news item to stay up for a specific length of time. The browser title is what will appear on the very top of the web page when someone is viewing it - it should match your headline generally. Keywords should be any word you can think of that someone would type into a search engine to find this page. Once you're done click OK.
24. Once you've finished adding text etc. to your new document and finished filling out the Metadata, click save and once its done save, click exit.
25. Once you're done you'll notice your new item will appear in the news box folder list. The grey bar surrounding it (and any other items) means that that item is current in a task.
26. Now we need to leave the folders and head back into the task. The easiest way to do this is by clicking on the name of your task in the upper left hand corner. This will take you back to the task overview.
27. Notice that once you return to the task overview that your new document will be listed under Assets as well as Affected pages. Make sure to click on the little square under the word "Preview" to preview what your new document will look like live. If you need to make any changes click on the blue file name under Assets, make your changes, save and exit and then preview the page again. Repeat this process until the document is the way you want it to look.
28. Once you're finished and have previewed any pages you wish to add mark the task done and send it along for approval. This can be done one of two ways - by clicking on the done button (and then typing in your task notifications - Please be as specific as possible - the more information you give us, the faster your page will go live!
So you're sitting down to edit (or create a brand new Faculty or Staff bio), you breeze through most of it with no problem and then you get to the dreaded e-mail address… It looks simple enough; you’ll just type it in and then ugh! The good news is its not that much harder to put it in; in fact if you can create a link you can do it in a couple of easy steps.
1. Sign Into Collage
2. Go to your Inbox
3. Click on New to create a new task. Or click on a task you’ve already created and open it by clicking on the Blue task name under “Task name” (skip to #7 if this is the case).
4. Create the task and add the faculty/staff bio you want to edit to it.
5. Finish creating the task – if you need help with this please e-mail email@example.com
6. Go back to your Collage Inbox. Select the task you've just created and click on the blue name of it to open the task (listed under task name).
7. Once inside the task, click on the file name you want to edit; these are blue and listed under File name.
8. The editor will open with the Faculty/Staff bio template. These templates are notorious for taking forever to load, so please be patient. After the page has loaded, click on the space below Email:
9. Then click on “Link” from the menu above (just like you’re creating a text link).
10. A pop-up window will open. Click on External.
11. Wait for the pop-up to load; once that’s done and the “New Link” button is visible click on “New Link”. If this doesn’t show up right away you can try going back and forth between Internal and External again and it may load.
12. Another pop-up will open. You’ll need to write (or copy and paste) the e-mail into both the Name: space and the URL: space. Notice the red ! – this means you’ll not be able to advance without doing both these steps.
13. Once you have the e-mail address typed in, click on the drop-down menu and select “mailto”.
14. Then hit “OK”.
15. This will load the e-mail address into the link box (your first pop-up window). Next click on the drop down menu in this pop-up window and select New window instead of Current window.
15a. This means that the link (in this case the email) will open in a new window. For University guidelines on what should open in a New Window vs. the Current Window try these two links: http://blog.uml.edu/cms/2009/08/internal-vs-external-links-internal.html
16. Next type the text in the text box that you want to appear in the bio list. Most people either just paste the e-mail address here; or type the person’s name in this space. Notice there is a red ! here as well – meaning you can’t finish until you complete this step; once you do the red ! changes to a green check mark.
16a. Note: whatever you write here will show up in the corresponding Bio on the live website, in this case the actual email address as opposed to the person’s first and last name.
17. Then click “o.k.” to save and add the e-mail link.
18. Finish and edits, preview your completed pages and then mark the task done and send it along for approval.