Cavan VEC Adult Education Services website.
Project Title: / Cavan VEC Adult Education Website
Version: / 2.2
Effective Date: / 08/09/2010
Web Edge Author
Name: / Darren McEntee
Position: / Developer/Co-Project Manager
Date: / 01/06/2010
Web Edge Authorisation
Name: / Tomás Brides
Position: / Project Manager/MD
Date: / 01/06/2010
0. DOCUMENT CONTROL 3
0.1. Confidentiality 3
0.2. Historical Reference 3
0.3. Abbreviations Used/Terms of Reference 3
1. INTRODUCTION 3
1.1. Purpose 3
2. SITE SECTIONS 4
2.1. Content Areas 4
2.2. Logging into the system 5
2.3. Managing Public Site Content 6
2.3.1. Add/Edit: Public Site > Home 6
2.3.2. Add/Edit: Public Site > About Us 7
2.3.3. Add/Edit: Public Site > Classes 13
2.3.4. Add/Edit: Public Site > Services 16
2.3.5. Add/Edit Public Site > Adult Education Centres 21
2.3.6. Add/Edit Public Site > Photo Gallery 21
2.3.7. Add/Edit Public Site > Video Gallery 22
2.3. Managing Staff Site Content 23
2.3.1. Add/Edit: Staff Area > General > HR 23
2.3.2. Add/Edit: Staff Area > General > Finance 24
2.3.3. Add/Edit: Staff Area > General > Housekeeping 24
2.3.4. Add/Edit: Staff Area > General > Meetings & Events 25
2.3.5. Add/Edit: Staff Area > FETAC 26
2.3.6. Add/Edit: Staff Area > Publishing to Subject Matter Resources 27
2.3.7. Add/Edit: Staff Area > Publishing to Forum 30
2.3.8. Forum - Setting Up Your Forums for the First Time 30
2.3.9. Forum - User Management 32
2.3.10. Forum - Signatures, Avatars, and Member Photos 33
2.3.11. Add/Edit: Staff > Links 34
2.3.12. Photo Gallery - New Entry 36
2.3.13. Photo Gallery - Categories 38
2.3.14. Photo Gallery - View Entries 40
2.3.15. Photo Gallery - Toolbox 43
2.3.16. Add/Edit: Staff Area > Staff Video Gallery 45
2.3.17. Staff Area - Internal Vacancies 46
0. DOCUMENT CONTROL
0.1. Confidentiality
This document must be treated as confidential. This document can only be used and copied within the client company for use in relation to the intended activity. However, no copies can be forwarded to any person who is not an employee or agent of the client without the prior written approval of Web Edge Ltd.
0.2. Historical Reference
Issue No. / Date / Author / StatusIssue: / 1.0 / 19/04/2010 / Darren McEntee / Initial Draft
Changes: / N/A – Initial Draft.
2.2
Changes to the way class contact details are referenced / 08/09/2010 / Tomas Brides
0.3. Abbreviations Used/Terms of Reference
Term / DefinitionCMS / Content Management System.
W3C / World Wide Web Consortium
XHTML / Extensible Hypertext Markup Language
HTML / Hypertext Markup Language
ExpressionEngine. / A Content Management System developed by EllisLab, Inc.
1. INTRODUCTION
1.1. Purpose
The purpose of this document is a guideline to end-users to allow them to add/edit and manage sections of content specific to areas on www.cavanadulteducation.ie. It’s intended to be used by users with backend access to manage the content of the website.
2. SITE SECTIONS
2.1. Content Areas
The following site areas are where this guide is be applied to:
STAFF AREA
General
o HR
o Finance
o Housekeeping
o Meetings & Events
o CPD
FETAC
o Level 1
o Level 2
o Level 3
o Level 4
o Level 5
Resources
Forum
Links
Staff Gallery
o Staff Gallery
o Staff Video Gallery
Internal Vacancies
Home
About Us
o News
o Staff Directory
o Vacancies & Tenders
o Resource Library
o Relevant Sites
Classes
Services
o Fee-Paying Classes
o Adult Literacy
o Community Education
o Adult Education Guidance
o Youthreach
o Youth Services
Adult Education Centres
Gallery
o Photo Gallery
o Video Gallery
"I Want to"
"Find a course"
2.2. Logging into the system
Please go to:
http://www.cavanadulteducation.ie/eesystem2009
To log into the system please use the username and password you created for yourself.
You will be presented with the following screen.
Here you will be able to see then latest items that have been edited or added.
The Publish and Edit tabs are the main two things on this screen that you will use.
2.3. Managing Public Site Content
Adding/editing content to the public areas of the site where the general public will have access to.
2.3.1. Add/Edit: Public Site > Home
On entering the main site landing page, this loads up a navigational map, and a “Welcome” note to the left of the map. This note is setup so that it’s editable by staff administrators.
To do this, log into the EE backend, and select the Edit tab on the main horizontal menu. Select the dropdown “Filter by Section”, and select Home. Now select the dropdown “Filter by Category” also and select Landing, finally click Search.
This will fetch you all the current listed articles belonging to that section. You will then see the Welcome article, click on its title to edit it. Below is the screen shot of editing the Welcome article:
You can edit the Intro Paragraph field, as shown above. This is the Welcome note on the public site landing page. Once you are satisfied with your edits, make sure and click on the Update button on the main editing screen, this will apply your new edits to that article.
2.3.2. Add/Edit: Public Site > About Us
The About Us section again is a free-form text input area. To edit this, please select the Edit tab on the main horizontal menu in the ExpressionEngine backend. Select the dropdown “Filter by Section”, and select About Us. Now select the dropdown “Filter by Category” also and select Landing, finally click Search. This will bring you back the article you want to edit, i.e. “About Us”. Find the Main Content field, and edit as you see fit. Again make sure and click on the Update button on the main editing screen, this will apply your new edits to that article.
2.3.2.1 Add/Edit: Public Site > About Us > News
News articles can be easily added to the system as follows. The same methodology can be applied when editing a past article. Firstly when logged into the admin section of the site, click on the Publish tab, then select the About Us submenu. Complete all the relevant information related to your news post i.e. Title, Content, Ext Content etc. Once complete, click on the Categories tab and make sure the News category item is selected, as shown:
Please note is that there is also a Date tab associated with each new post. This is the Entry Date of the article. You have the option to set this or not. Its Entry Date is defaulted to today’s date for any new news article you post. There is also an Expiration Date, which is a field that is not set by default. If you set this Expiration Date, then the article will not display on the sites front-end at all once the date has passed. If the Entry Date of a news post has past, and an expiry date was not set, then the news item will be filed away into the system’s new archive, and will be shown as past-dated article, and will also be viewable in the calendar viewer as shown (news posts viewable on the 3rd and 5th May):
To publish the news item, just click the Submit button in the green bar on this Publish page.
2.3.2.2 Add/Edit: Public Site > About Us > Staff.
To add a new Staff Member, or edit an existing member, we will again following the same methods as before. Click on Publish > Staff, and make sure and complete all the following fields, these will be assigned to each staff member:
· Title – (full name)
· First Name
· Last Name
· Staff Role (e.g. “Adult Literacy Organiser”)
· Details (This is the staff members profile description)
· Address 1 - Select from dropdown menu offered. E.g.: “Adult Education Services”
· Telephone
· Staff Photo
· Category Tab – The Department the staff member belongs to
The Staff photo field: You have the option to Browse & Upload an image, directly from the local computer you are working from. Just select the image you want to upload, but make sure that the image is prepared, and it’s size is set to 112px x 112px: as shown:
You also have the option to select an image from a list of images that are already set from before. For example if you were editing a staff member. This is done by clicking on “Use existing file” and selecting the correct person.
*Staff member’s department: It’s important you select the department or departments a staff member belongs to, because staff members can be filtered by the department they belong to on the system.
To do this go to the Categories tab on the Publish or Edit page, and select the department.
2.3.2.3 Add/Edit: Public Site > About Us > Vacancies & Tenders.
Once logged into the EE backend, please select the Edit tab on the main horizontal menu. Select the dropdown “Filter by Section”, and select About Us. Now select the dropdown “Filter by Category” also and select Vacancies & Tenders, finally click Search. This will fetch you all the current listed articles belonging to that section. You will then see the “Vacancies & Tenders” article, click on its title to edit it. This is again a free-form text field, and as previously stated in the manual, you edit it normally as before.
From Edit tab on the main horizontal menu, select the dropdown “Filter by Section”, and select About Us. Now select the dropdown “Filter by Category” also and select Vacancies & Tenders, finally click Search. This will fetch you all the current listed articles belonging to that section. You will then see the “Vacancies & Tenders” article, click on its title to edit it. This is again a free-form text field, and as previously stated in the manual, you edit it normally as before.
2.3.2.4 Add/Edit: Public Site > About Us > Resource Library.
The Resource Library is a list of articles in a repository, which allows you to upload your actual documents to this resource.
Select Publish > Resource Library. Give your article its Title, Description etc, and towards the bottom of editing this article, you have an additional field: “Document Upload”, as shown below:
Use this field to upload your PDF document to the Resource Lib.
2.3.2.5 Add/Edit: Public Site > About Us > Relevant Sites
To add edit Link URL’s to this area, please login to the EE backend, please select the Edit tab on the main horizontal menu. Select the dropdown “Filter by Section”, and select About Us. Now select the dropdown “Filter by Category” also and select Relevant Sites, finally click Search. Click on the result Relevant Sites
This is a freeform text input area, so you can edit this as you see fit. If you are adding a new link which points to another website or other area of the internal site, enter the test you want as the link and then highlight the text and click on the URL link icon:
On selecting this icon you will then have the option to add in a new link. Select Link Info and insert the URL link. The following screen displays the Link Info option. This same process can be applied to any editable article to insert links on the entire EE system.
If you want the link to open in a new window , Click on Target and select Target as new Window (_blank)
Once you are satisfied with your links and edits, make sure and click on the Update button on the main editing screen, this will apply your new links to the article.
2.3.3. Add/Edit: Public Site > Classes
To add a Class, go to the Publish tab and select Classes. Entering class information is very easy. Each field is explained. Each class instance must have a location and a time and a day. If the same class runs in several different locations, the class must be entered each time for each location.
Some fields are mandatory, such as the location, department contact details and the class contact email address. Each class must have an email address associated with it. This is the email address that registration details will be sent to, so it’s essential it is a real persons email address that is checked regularly.
The Department Contact Details are the contact details that will appear for the class. Because in some instances a department has more than one set of contact details this is necessary.
To Expire a Class
You can set a class to expire by selecting the Date tab when you are publishing or editing a class.
By selecting an expiration date, you are telling the class to disappear from the website after a certain date.
To set the subject, level and certification for a class
You must select the Categories tab.
Click on the on the subject you want the class to appear under. Then to select the level, hold down the CTRL key on your keyboard and select the level, keep the CTRL key held down if you want to select a Certification level.
You can add to the Class Subject, Level or Certification categories, by clicking the Edit
Categories of the relevant one at the end of this list.
To publish the class, hit the submit button in the green area.