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.

Ask Source website organisation

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

  • Some content is manually placed in the site's main menu by the person adding the content - we call these items static web pages (e.g. About Pages, Topic Area pages).
  • Other content is automatically listed on existing pages on the basis of what sort of content it is and how it has been categorised (e.g. Key Lists, bibliographic records, organisation records)

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 - e.g. About Source
  • Bibliographic record - will be automatically listed in the resources section
  • Contact - will be automatically listed in the organisations listing
  • Key List - will be automatically listed on the appropriate Topic area page
  • Newsletter - will automatically be listed on the Subscribe to updates page
  • Topic Area - you place it in the topic areas sub-menu

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 Select create basic page  from the Create Content list.

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 Source's pages that is based on views of content (e.g. Home, Resources), 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 single node (e.g. a Resource item, the About page, an organisational contact)  within the Source web site, 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.

Step 3: Embedding images in the body

  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.
  8. Click on the image that you have inserted to hightlight it.
  9. Select image-left or image-right from the drop down list of styles in the formatting toolbar.

Step 4: Adding a link to your page on the Source'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 About section, you need to choose About 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

Bibliographic record:

These pages will be linked from  the Key Lists, so it makes sense to create Bibliographic records before creating the Key List that will link to them.

  1. Select Bibliographic record from the Create Content list and follow instructions as for Basic Page above.

  2. The resources section of the website is designed to make it easy to find resources according to their categorisation, so it is very important that you consider the content of each bibliographic record  carefully as you categorise it on the system. Each one has an array of fields to fill which reflect the library data that needs to be preserved for findability and archiving purposes.

  3. Leave the menu settings empty.

  4. Click on the save button to the save the page.

 

Contact Record:

As Task Pages may be quite long, the entry form has a facility for breaking them into sections. It is a good idea to identify headings in the content that can serve as good break points between sections.

  1. Select Contact Record from the Create Content list.
  2. The Organisations section of the website is designed to make it easy to find Contacts according to their categorisation, so it is very important that you consider the content of each contact record  carefully as you categorise it on the system. Each one has an array of fields to fill which reflect the library data that needs to be preserved for findability and archiving purposes.
  3. Leave the menu settings empty.
  4. Click on the save button to the save the page.

Keylist

  1. Select Key List from the Create Content list.
  2. Fill in the title and body fields from the Basic Page instructions
  3. Use the Selected Resource field to enter your first bibliographic record and sub-heading. The Resource field will suggest titles that match your typing.  If you do not see the appropriate Resource (bibliographic record) listed, it has almost certainly not yet been created yet, and you will need to add the appropriate resouce first by following the instructions above for adding a Bibiliographic record.
  4. The sub-heading field will also suggest text that matches your typing. If you do not see the appropriate sub-heading listed, simply type it in and it will be saved for future use.
  5. Click on the Add another item button to create additional resources for your Key List.
  6. Select the appropriate Topic Area from the drop-down list.
  7. Leave the Menu Settings field unticked.
  8. Click on the submit button at the bottom of the screen, to save your work.

Newsletter

  1. Select Simplenews Newsletter from the Create Content list.
  2. Fill in the title  fields. This text will appear as the subject line of the emailed version of the newsletter.
  3. Use the image field to select an image to appear in the newsletter.
  4. Fill in the Intro and Body fields with the remaining content of the newsletter
  5. Click on the submit button to save your work.
  6. When you are ready to mail out the newsletter, click on the newsletter tab at the top right of the screen
  7. Select whether you want to send the newsletter to a test address or to the entire list of subscribers.

Topic area

  1. Select Topic Area from the Create Content list and follow instructions as for Basic Page above.
  2. Use the image field to select a main image for the page
  3. 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  Topic Area as the parent item from the drop-down menu.
  4. Click on the save button to the save the page.

Adding and managing images

Many of the different content types on the website have fields for adding images. In general these include an  image button. This button allows you to select an image from your local computer to upload to the site's image library, or to select an image which is already in the site's image library. The process is as follows:

  1. click on the image button
  2. If you want to include an image which is not already in the site's image library, click on the browse button and go to step 3. If you want to include an image which is already in the image library, click on the library  link and select the image you want to include and click on the submit button. Use the filters to  help locate the image that you're looking for.
  3. Locate and select the image from your local computer that you want to include
  4. Click on the submit button.

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 individual items of cotnent 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 Keyword, Countries, Language, Region, Organisation type etc..., click on the Administer Taxonomies link.

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.