Website management guide

Introduction

Your website has been designed to make it easy to publish and edit your content online. It has been built with a system called Drupal and it works by storing all your content in a database. It uses the information you provide about your content, to make sure that the documents appear on the right pages, in the right format. You add content to the website by logging into the system, and submitting your publications through forms which deposit them into the database. The system then makes sure that the content looks right on the website.
This documentation covers all the basic areas of site management.  More detailed information on advanced functionality can be found on the Drupal Website – www.drupal.org.

Logging into the site

To add or edit content on the website, you need to be a registered user. Go to /user and enter your user name and password into the login box.
If you have forgotten your login details, you can get an emailed reminder by filling in the 'Request New Password' form.

Website organisation

Content is organised on the site in  one of two main ways:

  • By the contributor manually placing content items in the site's main menu - we call these items static web pages
  • By the site system automatically listing content items on existing pages on the basis of whether they are blog posts, resources or events etc... we call these dynamic web pages. A dynamic page is like a container for content items that IYC staff add to the site.

In order to make sure that the content you are adding goes to the right part of the site, you need to make sure you understand the system's different content types. They are:

  • Basic page - static page - you choose where to place it in the menu
  • Blog post - automatically gets listed in chronological order on the dynamic Blogs page
  • eDigest issue - a web version of the email bulletin but gets sent out to subscribers, listed on the dynamic eDigest page.
  • Event - automatically gets listed in the site's dynamic calendar according to the date of the event.
  • News item - automatically gets listed in chronological order on the dynamic News page
  • Partner - automatically gets listed in alphabetical order on the dynamic Partners page
  • Resource - automatically gets listed on the dynamic Resources page, which will be filterable by resource category.

Static pages can be created and edited by staff.

Dynamic pages cannot be created and edited by staff, but the content items that get listed on them can be!

Creating new content

Quick Reference

Adding new content always follows the same logic:

  1. Click on the appropriate Add content link on your dashboard
  2. Enter the content into the form
  3. Click to save and submit your work

 

Adding a Basic Page to the site.

Step 1: Getting Started

Log into the system and click on the create basic page link in the dashboard

Step 2: Adding text and links to the body of the page

Enter the rest of the text into the body field and use the buttons on the toolbar to format your work. If your content contains sub-headings be careful to use only “Heading 2” or lower as Heading 1 is reserved for the main page heading only.

If you are pasting the content from an MS Word document, it is recommended that you paste the document as plain text using the paste icon with a blue notepad on the toolbar. This will ensure that none of the troublesome messy code from MS Word is pasted into the website. It also means that the document will need re-formatting using the toolbar.

To create links in your document:

  1. Highlight the text in question and click on the link icon (a globe with a chain link) in the toolbar.
  2. If you are creating a link to an external site or one of the Datum site's categorised publication listings, select URL from the Link Type  drop-down menu and enter the full URL you wish to link to.
  3. If you are creating a link to a static page within the Datum web site or a single publication, select Drupal from the Link Type drop-down, and type in the title of the page you wish to link to. The system will offer suggestions for the page you mean. Select from the list and click on the OK button.

To create footnotes in your document:

  1. Begin by typing in the text of the footnote at the bottom of the webpage with the appropriate number beside it.
  2. Create an anchor with the footnote number at the beginning of the footnote text, using the Flag icon on the tool bar.
  3. Return up to the point in the main text of the article where you want the footnote to link from, and type in the footnote number. You can use the X2 icon to format it as a superscript number.
  4. Highlight the number and click on the link icon on the tool bar. Select anchor from the link type drop-down list and then select the appropriate number from anchor name drop-down.

Step 3: Embedding images in the body of the publication

  1. Position your cursor at the point in your text where you wish to insert the image
  2. Click on the image icon (the mountain) on the formatting toolbar (the penultimate icon).
  3. Either add a new image to the system by clicking on the browse button and locating the image on your local system or:
  4. Click on the library link to select an image from those that have already been added to the system
  5. Click on the submit button.
  6. Select the correct format (size) for the image.
  7. Click on the submit button to embed the image in the page.

Step 4: Attaching a file to your page

Use the browse button to locate the relevant file on your local computer and click to upload it to the system. NB wherever possible it is better to paste the content of publications into the body field, rather than attaching as a separate file as this makes the content more searchable,  findable and accessible.

Step 5: Adding a link to your page on the IYC's main menu

Click on the provide menu link check box at the bottom of the form. Check that the right menu link title is provided - the default is to use the page title but you can choose to edit this. Select the appropriate parent item in the menu. This is the section that your  page should fall under. E.g. if you want your page to be listed in the UN International Year section, you need to choose UN International Year as the parent section. If you want to add a new item to the top level of the main menu, then select Main Menu as the parent.

Step 6:  Saving your page

Click on the submit button at the bottom of the screen, to save your work.

Adding Other Content Types to the site

Blog post:

Follow steps 1 - 3 for the Basic Page for filling in the body field.

4. Enter any appropriate key words (also known as tags) into the tags field. keywords should be separated by a comma and a space. As you type key words, the system will use an auto-complete tool to suggest other similar words used by other contributors. It is good practice to try as far as possible to use the same keywords across the site, and to always use the same spelling for the equivalent tags. If the system suggests a relevant term as you type, simply select it to auto-complete.

5.Click on the submit button at the bottom of the screen, to save your work.

eDigest issue:

  1. If the issue is for a particular language group, select that language from the Language field. If the issue is for all readers regardless of their registered language, select language neutral from the language field.
  2. Enter a title in the Title field.
  3. Enter correct values for the Digest date,  and issue number
  4. Follow steps 2 - 4 for the Basic Page for filling in the body field.
  5. Click on the submit button at the bottom of the screen, to save your work.

Event

  1. Use the fist set of fields to specify the title, date, time and location of the event that you are adding.
  2. Click on the browse button of the event logo field to select a logo on your local computer that you'd like to attach to this event.
  3. Follow  steps 2 - 3 for the Basic Page for filling in the body field.
  4. Make your appropriate selections from the Event type, theme, audience and sector  ensure that the event appears in appropriate filtered versions of the calendar on the website
  5. Click on the submit button at the bottom of the screen, to save your work.

News item

  1. Use the Title and date fields to give your news item a headline and time.
  2. Follow steps 2 - 3 for the Basic Page for filling in the body field.
  3. Follow step 4 for Events for filling in the category fields
  4. Follow step 4 for Blogs for filling in the tags field
  5. Click on the submit button at the bottom of the screen, to save your work.

Partner

  1. Follow steps 1 - 3 for the Basic Page for filling in the body field
  2. Enter a website name and website address in the Website URL fields
  3. Add a logo for the Partner organisation by clicking on the Select media button. Instructions for selecting the logo image file are given in Step 3 for the Basic Page
  4. Follow step 4 for Events for filling in the category fields
  5. Click on the submit button at the bottom of the screen, to save your work.

Resource

  1. Enter a title for the Resource in the Title field
  2. Follow step 1 for the eDigest for filling in the language field
  3. Select a resource type  from the media type drop-down list.
  4. Follow steps 2 - 3 for the Basic Page for filling in the body field
  5. Click on the select media button in the file upload  area to attach a downloadable document to this resource.
  6. Click on the submit button at the bottom of the screen, to save your work.

Editing Content

Drupal offers two approaches to editing content: (i) browsing through the public site to  the page  that you wish to edit and clicking on its edit link (ii) entering the site’s content administration area and locating the content item in the site’s long list of content.

Approach i

Navigate your way to the item you wish to edit. When you are logged into the site, you will notice that every item has an edit link. Click on this link to access an editable version of the content and make any necessary changes.

For static pages, the edit link is in a tab at the top of the page.

Approach ii

Go to Administer > Content  > Content to see a full list of all content items added to the site. If necessary use the filters to help locate the item of content that you wish to edit. Click on the edit link to the right of the item to access the editable version and make any necessary changes.

Editing existing category terms

We call the system for managing category terms on this website a Taxonomy system.

To make changes - add, edit or remove - terms from the lists of types, themes, audiences and sectors, click on the Administer Taxonomies link on the dashboard.

Decide which vocabulary of taxonomy terms you wish to work on and click to either  add term if you want to enter a new term in the vocabulary or  list terms if you wish to change an existing term, change the order of the list of terms, or delete a term.

Editing the menus

  1. Click on the Administer menus link on the dashboard to see a full list of all the site's menus.
  2. Decide which menu you want to work on and click to list links.
  3. To re-order the menu list of links, take your mouse to the four-headed arrows on the left of the menu item you wish to move, and drag it to its new position.
  4. To remove an item from the menu, unclick the enable check box
  5. To add a new link to the menu click on the add link button at the top of the list.
  6. When you have finished making changes to the order of the list, click on the save button.

Modifying YouTube embed code

  1. Click on the disable rich-text just underneath the Body field.  
  2. Look for the Youtube embed code eg. <iframe width="430" height="300" src="http://www.youtube.com/embed/96EOrGPJfk8" frameborder="0" allowfullscreen></iframe>
  3. Paste this code: ?wmode=transparent
  4. See here the location for the code (bold and underlined for visibility) eg. : <iframe width="430" height="300" src="http://www.youtube.com/embed/96EOrGPJfk8?wmode=transparent" frameborder="0" allowfullscreen></iframe>
  5. When you have finished making changes to the order of the list, click on the save button.

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