Help - Wirral Help and Alcohol Treatment
Contents
1. Health information A o F3 a F Be B Drugs a Aco amp FV e P x A look at lifestyles amp Fv 2 P x 7 Pace v a p x Living with Chronic Disease amp 9 ES P Xx stop Smoking e e P X Sexual heath av r f x Leaflets v EU p X Look at this video clips ev a A Local projects Y E P Voluntary groups amp F a P MG E ton Control SV x P Useful Links Y d P x m c6 CHS Wiz WHIS Figure 13 Adding a link Click the add link button highlighted in red in figure 13 when you want to add a link to a subsection so that it appears on the menu It s similar to adding a document First you need to add the link to the Library Page 18 25 11 2009 User Manual for Content Management System f antent management system l NHS admin admin Superllser E E EE E LUNE LIBRARY Current Level gt Top Level ada link Link name Link UR Edit Add Delete Classifods an gt gt AtoZ of sendes A gt Press Releases rn S gt Vulnerable children and adults r gt Discussion Board SE p gt c About the FET nr lt gt Website feedback MEL gt Your Health Services r WV gt Freedom of Information requests 0 WV m 2006 CHS V2 0 WHIS Figure 14 Link Library Click the link add a link highlighted in green in figure 14 In form enter the URL and Description and then click apply for example URL http www cmcn nhs uk Description Cheshire and Merseyside Cardiac Netwo2. This shows you what content needs approving due to expire website admin This shows you all websites and is the main editing screen Page 31 25 11 2009 31 User Manual for Content Management System This shows you the website archive This sets up users groups and permissions This allows you to edit users and change the website configuration This logs you out of the system This provides some useful help information Page 32 25 11 2009 32 User Manual for Content Management System Wirral NHS Health Informatics Service Wirral Health I nformatics Service Guidelines for writing content for web sites and intranets REN Date Published July 2009 C Hudd WHIS Internet Division Contact Wih tr content nhs net Copyright Wirral Health nformatics Service 2009 Page 33 25 11 2009 33 User Manual for Content Management System Introduction This document has been produced by the WHIS Internet Division and distributed to all NHS organisations for which the Division produces web sites and systems If you have any questions relating to this document please e mail Wih tr content nhs net Writing web content General Principles Writing for the web needs a different approach from writing for print Unlike print which is passive i e the reader doesn t interact with the text the web is active If the content does not provide the information needed by users the web site will provide little value no
3. Superusers or moderators have to approve the work of their editors before it goes live on the website Once an editor has added content an email is sent to the moderator to let them know that they have to approve the work The moderator will then log on to the website and in My Messages there will be a note that there is some content to approve The moderator or superuser can either approve or reject the content If the content is rejected then a reason must be given Editors Content Rejected If content is rejected by your moderator the content will appear in your messages with the reason why it is rejected You will have the choice to edit it and then re submit it for approval by your moderator Expired Content 28 days before content is due to expire an email is sent to the creator If nothing is done 3 days before the content is due to expire an email will be fired off to all superusers Users Superusers Approving Users When a user signs up to use the CMS to make changes to the website it is up to the superuser to approve them and decide which area of the website they can have access to To approve a user you go to the users section You then choose whether they would be a superuser moderator or editor If you do not want to authorise them then you would choose no auth To give them access to sections then please look at website config Page 6 25 11 2009 6 User Manual for Content Management System Changing a user
4. 17 Adding Documents NNN te Testa Er esa ba Eneas opns 17 MOMS 18 EGONG NE WEDS Ne 20 ENTER 20 EP NG 20 ENGINE 21 EMNET TT 21 cc NA 22 Were ee NG 22 Page 1 25 11 2009 1 User Manual for Content Management System Wense CONIO sabe qud ola ic od PRO CEN Ga GS aa 23 TEASE 23 CMS USES Group Management ve 24 Establishing the moderator editor relationship o ococccccocnonononocononocororonononnnnonorororornnoss 24 Assigning Users to areas of the website ococcccocococcnnccococonnonoconcnnonoronnnnoroncnnanororennonens 24 Websites Users Mande men Enanos 24 Manchester PET WDSIEe ON nn add 24 A A TEMPE 25 AZ Or NS 25 PET SENER 25 PT SEM ee 25 NES 25 Newsleter COMMEND AGNI NN 25 Adamo SATSE A AAA a is AVETE V TIE UE 26 AO ON TE ara 2 EM MN 28 NNN 28 Frontpage Gad Gels osa 28 A O OT 28 PT SENG AN 29 PER NNN 29 RE cM ET 20 Advance FU me T m 20 A nn cM erepto I OIM DI cu A E nsa Less 20 AIMS AT Ev Ne 29 Adding NEW TEMPS Jade 29 Password Protecting Areas ii era 29 BIOS ARA NANA 31 Things to think about before you create your website oocococcccccocococnnconocnnnncorononnnnoronnnnonons 39 Frreadently ASKO QUEST eee A A A t v RC V 42 Page 2 25 11 2009 2 User Manual for Content Management System Introduction Considerable effort and money goes into developing and setting up a website unfortunately all too often little thought has been given to its maintenance A common criticism of websites is that the in
5. 25 11 2009 12 User Manual for Content Management System Hise f OB IR MS E SYV MES Bs Usa xli gd jE g me s fs s T TA EI 7 y ai RE EB I re A Shae Formal Ford Anal Sie x AE EHE Your Health Services Have your say a Health fora Wirral FET s new plans for the future are now available We want your comments Please link here lo Have Your Say Blood Test Phiebotomy Patient Survey El Figure 7 Adding an image This will open a pop up window Click the Browse Server button This will display all the images you have uploaded If you would like to upload a new image at the bottom click the browse button this will open the file system on your computer Select the image you would like to upload and then press the upload button Having uploaded the image you then select it from the list You now have to fill in the rest of the form It is important to ensure the website meets accessibility guidelines that you provide some alternative text that explains what the image is about You can also choose how you want the images aligned either in the centre left or right side of the page Creating links in text editor To add a link highlight the phrase to be hyperlinked click on the link icon highlighted in green in figure 7 e If you want to add a url choose the link type url type in the web address in the url box If you want the link to open in a new window then click th
6. How do I get it back If your page or document are no longer displaying check they have not been archived My page or document is not live why not Have you set the live date for the future If you are an editor you may be waiting until your moderator has approved the content I have added a page and now want to change it to a menu as there will be more information to go into it In this case please contact the WHIS web team I have added a page into the wrong place what can I do In this case please contact the WHIS web team Page 42 25 11 2009 42
7. When you are taking photographs of people be aware that in certain circumstances you should get them to sign a release form By signing that form the subject agrees that you can use their image In the case of NHS staff if you are taking a shot of a large group of people e g a group award ceremony or a department of staff at work at their desks there s usually no need for release forms But if you are taking a shot of one or two members of staff where they are the focus of the image you should get them to sign a release form When photographing members of the public including patients you should always get them to sign a release form The only exception would be a photo with a lot of people in it illustrating a situation rather than a person or persons A shot of a hospital entrance with people coming and going for example wouldn t require release forms Copyright Page 37 25 11 2009 37 User Manual for Content Management System If you want to use images or photographs from other sources on your web site or intranet you must check whether you are allowed to use them Be aware that most photographs have an owner somewhere If you are looking for images on the internet the web site you find may include a statement allowing its material to be freely re used or used for specific purposes and or with specific conditions Look for a statement or link on the home page of the site often labelled Copyright or Conditions of use I
8. a caption e g PCTs and numbers of patients and a summary e g This table contains figures of the number of patients in each PCT across the country When you have filled in the form press OK this will have now added a table to the text You will now be able to add information into each cell within the table by simply clicking within the square Creating Anchors Anchors allow your users to jump from one section of your Web page to another section on that Same page A common use for anchors is adding Questions and Answers to a page If you have 20 questions on a page it can make the page hard to navigate and to read so we would use anchors to easily jump between each question and answer Firstly click your curser to the first answer before the text and click on the anchor icon circled red below in figure 9 In the anchor properties window which has popped up you need to give the anchor a name for example Answerl admitting any spaces then click OK Once this has been done highlight the first question at the top on the page and click the button insert edit link highlighted in blue in figure 9 Change the link to link to anchor in the text and select the anchor you have inserted Answerl Page 14 25 11 2009 14 User Manual for Content Management System Elsowce 2 3 E X m BeBe Slo JA STER D BF c pu Y mB z gy xx lt EEE mme monu og LE E 3 Anchor Properties Webpage Dialog Figure 9 Addi
9. already uploaded If document does not appear on the list you need to click on the upload button as shown highlighted in green in figure 11 content management System admin admin Superlleer EE S TEE your Messages Webes admin archive user s website config log cart help DOCUMENT ADMINISTRATION Current Level gt Top Level I of and Health Professionals Staff and Health Professionals Eu TNT SAVE app 27 camel B preview Document Items Add Edit Delete oL amp 2006 CHS Z 0 WHIS Figure 11 Document Library e Complete the details in the pop up window re title abstract etc Title is the title of the document Abstract is to provide more information about the document e g Date published Tick the box to make the document active Live date this is the date that you would like the page to become active Renewal date this is the date that you would like reminding that the content needs renewing Archive date this is the date you want the content to drop off the website Choose the category of the Library again in which it will be held from the drop down box e Browse using the file button to the document you wish to upload When uploading a file please consider the file size To decrease the file size and prevent users from changing the document it is possible to convert them to a pdf Portable Document Format You will need to install some software to do please contact your IT helpdesk for further
10. cam SEF Page PCT Publicaticns Publicat Page Documents Document Template none Were Edi Celebs o Figure 18 Edit a document O 2006 LAS PE WAIS Deleting It is not possible to delete the homepage The delete button will be greyed out Whenever you delete anything it is never actually deleted but instead it is stored in the archive To delete a homepage you must go up one level to the previous section and delete the entire section Meaning any pages within the same section as the homepage you want to delete will also be deleted Deleting text from within the editor cannot be retrieved and will be lost forever If you wish to keep some text it is best to copy and paste it into a word document Website Archive If something has disappeared from the website click on Archive you will go to a User Admin Screen that looks similar to the website but you can only restore from here you cannot edit or delete Look for the lost material in the relevant section use the restore button to replace it on the website Page 22 25 11 2009 22 User Manual for Content Management System Website Config Depending on the set up of your website depends on the number of options you have available in the website config section For completeness all are included but they may not be implemented on your website P FYTAT content management system NHS admin a
11. No 26 Summer 2007 2007 CMS V2 1 1 WHIS Figure 23 Approving Comments Once you have added a newsletter users are able to comment on this newsletter When a user adds a comment this comment will not be visible to the public until it has been approved by a member of the admin team To check for new comments that need approving navigate to the new comment archive using the menu at the top of the page Once here if there are any new comments they will be displayed in a table like the comments are shown in figure 23 You have three options for each comment you can preview approve and delete these comments If they are approved they will then be shown on the public website and other users will be able to see them Page 27 25 11 2009 27 User Manual for Content Management System Comment Archive Em CALO Pr content management system Corin Hennessy Superlser a your Messages website admin archive website config log out help 1 LIHNN Newsletter Admin Newsletter Archive Comment Archive New Coments Add Newsletter gt Comments Archive Please Select a Newsletter To refine Search ShowAll iv NamelEmail TEC Date E David David testemail com Liverpool Uk 17 12 2007 11 50 40 This is a test comment De 24 12 2007 12 04 17 this is a test comment Delete David daveeg24 msn com liverpool Figure 24 Comment Archive The comment archive section displays all old comments that have been approv
12. Poo r FO IMESESJEE website admin archiye Users dur corto ho UA help WEBSITE ADMINISTRATION Currentievel gt Top Level Health information E MENU ITEM RE ORDER HOME EDIT PREVIEW DELETE Health information ar A P BE Drugs amp Alcohol Aa P P DE A look at lifestyles o E P PACE ag y P x Ling with Chronic Disease P Iu P Stop Smoking av E P MG Sexual health ev E P x Leaflets AV P Look at this video clips Y n P x mee AY P Voluntary groups AV B P B tan Control P E P Useful Links av P p X 2006 CMS 42 0 WHIS Figure 4 Adding a Page Click the add page link highlighted in red in figure 4 when you have material to put on the website under your new submenu heading Type in a title for the page as highlighted in figure 5 Type in the live renewal and archive dates Choose from the calendar or alternatively type them in yourself Live date this is the date that you would like the page to become active Renewal date this is the date that you would like reminding that the content needs renewing Archive date this is the date you want the content to drop off the website Page Active Click this button to make the page live if you are working on the page and don t want it to go live then leave it blank till you are ready Type any text you require on the page into the text editor box formatting as you would in Word refer to Copying and Pasting from
13. Wirral Health Informatics Service User Manual for Content Management System AA w Date Published September 2009 C Hennessy WHI Internet Division Contact Wih tr content nhs net September 2010 Copyright Wirral Health I nformatics Service 2007 User Manual for Content Management System Contents Ns rM eec 3 A O A A A KD 3 FECL IT ER tT DE 3 MN 3 ME PS 4 CENG S LEG sn NE EN 4 Registermg Eog NM a a EOg Ove eee ee 4 RE AGNAR 5 OM RV a LET M It 5 Forgetting your DASSW Ol ee 5 LO o solia 5 MY MESSIES HPS 6 Moderators and SUE Si AA 6 PTE 6 EG en 6 ENE REN N 6 EXpIred TONEN NN 6 VE EET a ET a 6 APPO MINUS REE TK E 6 ENNO Users Usd AA AAA DA AAA AN AA pate 7 EAN a USC PO nn A aiii 7 REMOVING a USCIS DO Noain O Aik 7 RESENO PSV VS os Rud 7 Users Moderators and Editors siii asian 7 EPO OE TOT O TET IUE 7 Adding Information tothe Website scd LAA tete mc d bm eue a a e ed a eae dea n nr m 8 GEN ESN 8 Differences between menus and pages cccececsecececeeeeeeeeeeeeeeeteeeeeeeeeeeaeeeteeeaeeereteeneaetetes 8 AJNO MENUS aia Aaa 9 Adano ae 0 ratos 10 TEN 11 Copying and PEST TON VO ANNAN 11 Changing fa 0 EE adan 12 FME CXC scarico 12 PEN NG 12 AGANG MAJE EA EN EN NE NE EA 12 Creating MST ELT He 13 Aadino Tables Ne 14 TENNE ASS 14 KAMI DOCUMEN Seem 15 Adding DOCUMENTS ontod PE Me AAA SA edidi 16 Adding Documents onto the MENU ccecececseseseeeceauaueueeeerereeeeaeaeaeeueuaueueuterereretseaeaeags
14. Word instructions below Save or apply the changes Page 10 25 11 2009 10 User Manual for Content Management System AA MESES admin admin Superliser wi A NUR IDRSRRSOEGSDJE S webs admin a log cut ADD PAGE Current Level gt Top Level r documend Em LM i cancel O Page Details Page Parameters suce GORA X hm beso e Be Page active 7 u T aix nm EEE E mI M j Page owner adirenim amp dm E Title je rz ix fis EEIEFI EIGA z Page Active a CJ Qs SIE I c Fa I ER a ge MM Live date fonoa g 5e Forma Font else l aent m lT 08 Rewwdae O Created Label By Label Dates Approved Label Br Label Text Editor D 2006 CHS V2 0 WHIS Figure 5 Adding a page screen Text Editor The User Guide for the text editor can be found at http docs fckeditor net FCKeditor 2 x Users Guide Some common features for the text editor are explained below Copying and Pasting from Word When copying and pasting from Microsoft Word please use this button circled in red in figure 6 rather than any other button This button will remove word formatting and strip out poor coding Page 11 25 11 2009 11 User Manual for Content Management System Our mission is to maintain and improve the health af the people in the Morth West of England and to ensure the delivery of world class services for those who need care The Department of Heallh DH has st
15. at they are clear If you have a page on Anaemia management for Chronic Kidney Disease patients not on dialysis You should simply title your page something like Anaemia Management Pre Dialysis Keep text simple and easy to read by using e subheadings e bulleted lists e short sentences and paragraphs Blocks of text can be quite overwhelming Page 39 25 11 2009 39 User Manual for Content Management System Don t have more than a few words in italics Compare this Italics are one way to draw attention to text but it makes text harder to read Using italics for one or two words on occasion is good but if you go crazy and start using italicised text all over the place or for long sentences or paragraphs then you re looking for trouble With this Italics are one way to draw attention to text but it makes text harder to read Using italics for one or two words on occasion is good but if you go crazy and start using italicised text all over the place or for long sentences or paragraphs then you re looking for trouble Don t set your e to Caps Lock for your body text ARE YOU SHOUTI NG AT ME OR WHAT Using CAPITALS UPPER CASE in text is good for emphasis and title elements but don t create long sentences or paragraphs in capitals e g mission statements it s just hard to read and the user feels they are being shouted at Don t have more than a few words in a bold case Sounds like the last two Nonethele
16. ated that ihe role ofthe new strategic health authorities is To provide strategic leadership for local trusts and primary care trust PCTs Develop organisations and their workforce Ensure that systems and processes are in place that provide patients with the best care and treatment possible Our organisation faces a number of key challenges and these are e To ensure that we have a truly patient led NHS for people in the north west Figure 6 Copying and Pasting from Word Changing Fonts The website is set up so that the size and font of the text is automatically formatted for you By changing the text size this no longer makes the website accessible as it is not possible for users to change the text size Formatting the Text To create a new paragraph press the RETURN or ENTER key the editor will create a new paragraph To make the text appear on the line immediately below press the SHIFT ENTER keys simultaneously Bullet Points To add bullet points to the text it is very similar to word You may find that by adding bullet points it indents all the text below To undo this simply where you no longer want the bullet points to appear press the enter key to add a new paragraph and then press delete to delete the bullet point automatically put in Adding Images To add an image within the text editor click the image button highlighted in red in figure 7 Please read the information about Guidance on Images Page 12
17. ce smart practice stories Health Stories in the NW press releases from around the North West News Women and Children s section wuth women and children s stories only News Kaizen section wuth kaizen news stories only News GP section GP news stories All stories are added in a similar manner by adding headlines extracts and the main story For Health Stories in the NW only the story needs to be added Newsletter comment admin To enable users to comment on newsletters first you must add the newsletter title to the newsletter admin section of the CMS To do this login to the CMS and navigate to the config section of the website using the menu button at the top of the page as highlighted in red in Figure 21 Once in the web config section click the newsletter admin button as highlighted in green in Figure 21 Page 25 25 11 2009 25 User Manual for Content Management System EL IE CMS Web Configuration Windows Internet Explorer Go h Ato www iban nhs uktadmin superuser config default aspx uy dr E CMS Web Configuration content management system Corin Hennessy SuperUser your messages website admin archive l website config WEBSITE CONFIGURATION pe mitt LIHNN http www lihnn nhs uk T A h Management LIANN dhwww lihnn nhs uk ro Users Management LIHNN http fwww lihnn nhs uk LIHNN JM lihnn nhs uk jr gr SEE Admin Lihnn Events Admin Lihnn Events A
18. dmin Lihnn Newsletter Admin Name of Site Un ia wn Lihnn Contacts Database http Penna lihnn nhs uk adminfsuperuser fconfig default aspx Figure 21 Navigating to newsletter comment admin Lihnn Newsletter Admin Adding a newsletter Page 26 25 11 2009 26 User Manual for Content Management System Website Contig w WwW Ejem Website Conti content management system Corin Hennessy SuperUser O p p your messages website admin archive Users website config LIHNN Newsletter Admin Newsletter Archive Comment_Archive New Coments Add Newsletter Newsletter Title C Insert Cance FIN Figure 22 Adding a Newsletter Once in the newsletter admin section you must first add the name off the latest newsletter as this will enable users to comment on it Using the Add Newsletter button navigate to the Add Newsletter section type the name of the newsletter in the textbox as highlighted in red in Figure 22 and then click this insert button Approving comments a Ww El Untitled Page I d j content management system Corin Hennessy SuperUser mm b YI A lt de your messages website admin archive users website config loq out LIHNN Newsletter Admin Newsletter Archive Comment Archive New Coments Add Newsletter A New Comments Please use the Table below to prview delete and aprove new comments Delete David daveeg24 msn com this is a test comment
19. dmin SuperUser aL d DM if 1 WEBSITE CONFIGURATION _ Site Administration Hame of Site URL View Manchester Brindha manchesterer nns y 5 CMS Users Group Management Mame of Sita URL Manchester biip Pew manchesserprt nis uk Website Users Management i Hame of Site URL Wimer Statistics Hama of Site URL View Manchester Flo Jew manmchessernpct niis ule Ln A Z Services Hame of Site URL View Manchester io manco ns uk a PCT Staff Classifieds Hame of Site URL View Manchester pipea manchessenpct mh ul e PCT Services A Hame of Site URL Wiener 2006 CMS 12 0 WHIS Figure 19 Website Config Site Administration The site administration area is the more technical area Options include Caching enabling clearing and resetting the cache Registrations gives the option of suspending registrations for the CMS and website Search Engine friendly enabling the SEF menus and changing the extension WARNI NG it is not advised to change these options without talking to WHIS first as this could cause the website to stop working Page 23 25 11 2009 23 User Manual for Content Management System CMS Users Group Management Establishing the moderator editor relationship content management system admin admin Superiiser 3 q YO TESE JER website simin ar SITE ADMINESTRATION User Groups Hame of Group Moderators a Site Sections Home Children and young people Child
20. e Can approve or reject edits e Can view but not edit details of other users There may be more than one moderator In the My Messages section moderators can e access content e approve or reject the editors content changes Page 3 25 11 2009 3 User Manual for Content Management System view the status of time sensitive documents Click on one of the website headings or website admin to access the relevant editor Click on Content to be Approved to view edits and approve or reject Click on users to view user registrations Superuser Has overview of all messages and status of entire website Has access to all areas Has access to all users details Uploads approved edits There will usually be only one superuser In the My Messages section superusers can e access all content e suspend extend or review all time sensitive documents e Click on one of the website headings or website admin to access the top level of administration which enables you to add menus pages documents links preview the changes and delete e Click on user admin to view change or suspend any user s registration or to authorise or reject a new user Getting Started You will need e A PC with Internet Explorer 5 5 or above IE6 can be downloaded free from www microsoft com downloads search aspx displaylang en e he CMS works best with your screen resolution set to 1024 x 768 pixels or higher Registering Log in and Log out co
21. e target tab and choose target new window then click ok e If you want to add an email address choose link type email In the email address box enter the email address then click ok Page 13 25 11 2009 13 User Manual for Content Management System Adding Tables 2 Source I B FE oc n EB EB sl a Table Properties Web Page Di Table Properties E Y sx Ji EDAD wide a Style Formal Column o Height pet Mm Oo Gl ES la da Border sue L Cell spacing E The teams willb ngtogetheraran PT tot sets Cel padding 1 Semices to deliver universal to targe Caption Serices will be delivered from rai There will be fourteen teams in tota district structure is being Taken forward by workslream leaders Uther iriformatian about enibdrien and young peoples mulb agency teams contact ma programme office on 0161 234 7536 li Figure 8 Adding a table To add a table within the text editor click on the table button highlighted in red in figure 8 This will bring up the window shown in figure 8 Choose the number of rows and the number of columns Set the width if it is to go across the screen then set the width to 100 If you do not want a border set the border size to 0 setting the border size to 1 will add a border to the table Choose the alignment of the table this can be centre left or right on the screen Tables generally should be used for data Therefore give the table
22. ed you can delete old comments from this section Newsletter Archive content management system j Corin Hennessy SuperUser ud MP cw co er your messages website admin archive website config log out help LIHNN Newsletter Admin Title Date EL NENNEN QNI Delete No 26 Summer 2007 17 12 2007 11 39 52 D 2007 CMS V2 1 1 WHIS Figure 25 Newsletter Archive The newsletter archive section allows you to view and delete old newsletters from the comment facility This is useful to see the last newsletter that was archived Front page Gadgets This is the area that allows you to edit the gadgets or movable boxes on the homepage Select the name of the gadget you wish to edit click the edit button make the changes and click update To add a new gadget you will need to contact WHIS PCT Pages This is the area that allows you to edit the PCT pages of the website Select the name of the PCT you wish to edit click the edit button This will then present to you the options of the PCT page Make the changes and click update Page 28 25 11 2009 28 User Manual for Content Management System PCT Statistics Here you edit the statistics for the PCT area of the site These appear on each PCT page and are randomly chosen from the statistics input into to the database for that PCT Select the PCT you wish to edit and either you can add a new statistic or edit an existing one If you wish you can choose to delete a statistic fro
23. f in doubt send an email to the site owner to ask for permission to use the image A recommended resource for NHS users and NHS health related imagery is http www photolibrary nhs uk If you would like any help or advice about the guidelines in this document the Content Administrators at WHIS will be pleased to assist Please e mail them at Wih tr content nhs net C Hudd July 2009 Page 38 25 11 2009 38 User Manual for Content Management System Things to think about before you create your website If you are new to creating and editing web content you may care to try some of the hints and tips below Whatever you do remember these two points e Always try and make things as clear as possible to your visitors e What may be obvious to you may not be to your visitors Before creating a website it is important to think about you re Menu Section Headings When submitting names for menu headings or menu sub sections make them as concise and clear as possible Menu titles names should ideally be kept to a maximum length of 3 words This ensures clarity and uniformity for the end user If a section were to be submitted that dealt with different areas of Health Care it is best to simply name the main menu heading Your Health and then add sub sections e g Your Health Alcohol Vaccination and Immunisation Young People s Health Ensure web page titles make sense People pay attention to page titles so you should make sure th
24. fore they ve waited for the image to appear Links Links can enhance the content on any website making the information flow Make sure that your links are easily recognisable and consistent throughout the site Page 36 25 11 2009 36 User Manual for Content Management System How to link Links should describe the destination and make sense when read out of context Therefore it is best to avoid the use of click here or link here for example Links need to be descriptive to adhere with W3C guidelines which support the Disability Discrimination Act For example To download this month s board Download a copy of this month s board papers click here papers Link here to access this month s Access a copy of this month s board board papers papers Where to link to NHS sites should not normally link directly to commercial sites Commercial sites may contain biased or unbalanced content e g promoting particular products services or companies over others You can deny endorsement through a disclaimer but readers may still believe the link implies some level of approval PDFs PDF documents are created with Adobe Acrobat software PDFs protect the format of a document so that it will look exactly like the printed version when viewed on a computer This is the most common format for downloadable documents They cannot be amended and are compressed so they are usefully smaller than the original file Consent for Photographs
25. formation on them is frequently out of date The content management system CMS has been developed to enable PC users with no specialist web design training to maintain a website at a basic level Access to this content management system means that an authorised user can make changes to the content of the website e g alter or correct text delete old and add new material In this system there are three levels of user to ensure that any material placed on the website has been checked and authorised e Editor e Moderator e Superuser There are seven icons on the horizontal menu of the CMS Your Messages Website Admin Archive Users Website Config Logout and Help Each of these is explained within this document User Levels Editor e Can receive messages e Can make changes to specified areas of the websites and submit these for approval to the Moderator e Cannot view details of other users There will usually be several editors to a website In the My Messages section editors can e access content e read whether content edits previously submitted to the moderator have been accepted or rejected e Click on website admin or one of the website headings to access the content for which you are editor e Submit all your edits to your Moderator e Click on users to edit your registration Moderator e Can send messages to and receive messages from several editors e Has overview of status of designated areas of the website
26. information e Please note if you have adding lots of documents with the same filename please rename them as the original file would be overwritten when you upload the new document with the same filename Click apply the document is now in the Library Adding Documents onto a page Once you have added a document to the Library you can add it to the relevant page of the website First you will need to edit the page and then click the document link highlighted in red in figure 10 If you have uploaded the document it will appear in the library if it doesn t follow the instructions on adding a document to the library Select the document you want on the page by ticking the box add as shown in highlighted in red in figure 11 and either saving or applying the change It will now be listed on the page By Page 16 25 11 2009 16 User Manual for Content Management System default all documents added to the page in this way will appear at the bottom of the page underneath the content Adding Documents onto the menu FF content management system admin admin uperlser y Wr Aw x al OUT merasa website admin website config WEBSITE ADMINISTRATION Current Level gt Top Lesel Health information Dl MENUITEM Health information E p B Drugs amp Alcohol e P A look at lifestyles Y 2 p D Pace AY ej p Ling with Chronic Disease P E P Stop Smoking v p P Sexual health P en P SE e
27. ly monitor your site for out of date content Basic elements of good practice All content on your site must be relevant accurate up to date and useful Publishing is a two way process content must be taken down as well as uploaded Your website is not an archive for storing out of date documents it is the responsibility of you the author to keep master copies of publications Submission Process The WHIS Internet Division is here to help you with the process of getting content onto your web site or your section of a larger web site Once you have put your material together following the guidelines in this document you are very welcome to pass the material to the Division for posting onto your site Just e mail it to Wih tr content nhs net You can also e mail it to that address if you would like a second opinion on whether it is ready and suitable for publication Formats Saving Files When saving any document remember to keep the file name as short as possible replacing or omitting any spaces between the words e g Boardpapers 2007 or Bp07 Images Images should be saved as either a jpeg jpg or gif file wherever possible at a screen resolution of 72 dpi This ensures compatibility with web browsers but helps to keep the file size down to a minimum Always think of the end user when publishing images to the web Unless they specifically want a large or high resolution image most users will grow impatient and leave your site be
28. m the database PCT Gallery The PCT Gallery is viewable on each PCT page Here you have the option of adding new photos to each PCT gallery Select the PCT you wish to edit and either delete an existing image or upload a new one Help Clicking the help button will bring you to this help guidance Advanced Features Adding Forms To add a form to the website design the form in the text editor WHIS will need to know what the form needs to do and then they will design it Adding Scripts If you want to add any scripts to your page this cannot be done from within the text editor in the CMS Please contact WHIS for assistance Adding New Templates Templates need to be added by the WHIS web development team Password Protecting Areas Before password protecting an error please speak to WHIS first for assistance as work will need to be done on the website before it will work correctly To add password protection to an area within the site you need to tick the box on the menu that says protected Users will now only be able to access this area by registering with the website and entering the password they registered with Page 29 25 11 2009 29 User Manual for Content Management System coment Management System admin admin Superlser q Pro e Ta MG IERTE ventas cordiq EG Current Level Top Level Children and young people Edit Menu Details amp 2006 CHS 72 0 WHIS Menu parent Menu description Child
29. matter how easy it is to use the site The primary goal of a website is to communicate key messages Keep in mind your purpose and goals and the target audience What is the purpose of your website What do you hope to achieve with it What are your goals Write down your aims and objectives for the site This will help keep you focused on working towards and achieving the goals you set out Take some time to think about your target audience It s easy to just write and write with no particular reader in mind The problem with this sort of writing is that few people will read it Think of the audience as busy impatient people who are on the web to find out something What do you plan to say to them and how will you say it Ask yourself Is this clear Is there a simpler way to say this Is there a shorter way to say this Is this necessary Please make sure when you are uploading information that there is no personal information going onto the website this can be in the form of people s home address or personal email addresses Preparing the content When preparing content for a web site use familiar words and avoid the use of jargon Terminology plays a big role in the NHS and it is important that your site s users staff patients understand what is meant e g Cancer Screening could be changed to testing for cancer If acronyms and abbreviations must be used ensure that they are clearly understood by users and defined on
30. ng an anchor within text editor Adding Documents content management system admin admin Superliser NK ees a van MESE ey websito admin HERTE Ld DETULIT hog ouf EDIT PAGE Current Level gt Top Level Staff and Health Professionabs Staff and Health Professionals EM zL E Lema dederis sis Page Details Tite Staff and Heath Professio Page state Active amp Approved Else E DA te Slo gt ALEA Al je z U fo EXE Page owner admi Ino A EE Live date Ste Few Ae To I armadas Ta Renew date ra ET Created 1410913006 11 13 36 IF documen Kat apply a a PERICIA By admingzAdmin com Approved Hot Approved By admingg amp dmin cam SEF Page satsa himi Page Documents Documert Template view Edit Delete AAA v2 0 WHIS Figure 10 Adding a document Page 15 25 11 2009 15 User Manual for Content Management System To start with you have to add the document to the Document Library e Click the add document link highlighted in red in figure 10 when you want to add another document e g a set of minutes to a section This will take you to the document library e Click on a category e g Board Minutes If a category does not appear click the Create Category link This will take you within the category and show you the documents
31. ntent management system you are not logged on a Vor qme dodge Lug LES at bine users webaie contig hog oat aa Ha ri Content Management System Login Email Address 1 Password ho save Subm gt gt Forgoltan your password Click here Figure 1 Login Screen Open Internet Explorer and type in your website address at the address bar This will bring up the Home page Click on the CMS Login link or go to www yourwebsiteaddress nhs uk admin Page 4 25 11 2009 User Manual for Content Management System where yourwebsiteaddress is the url of the website you wish to edit This will take you to register login Register if this is the first time you have used the system or on Login if you are already registered Register Complete the boxes by typing in your valid work email address and a password consisting of a combination of letters and numbers that is at least 6 characters long e g ab1234 You will not be able to log on until your registration has been approved by the superuser Authorisation will be sent to you at the email address you have provided For security reasons your password will expire after a set period You will then have to put in a new one but this need only be a single change of letter or number All new users will receive an email with their password and email will also be sent to all superusers notifying them a new user has registered Login If you have already registered e
32. nter your username your email address and your password The system will recognise whether you are editor moderator or superuser and give you appropriate access rights Once you login you will be at Your Messages Editors moderators and superusers Will all see a different version of this screen although the main menu at top will remain the same Forgetting your password If you have forgotten your password click the link Forgotten your password Fill in your email address on the form This will email you back a new password Next time you login it is best to reset the password to something memorable For security reasons all passwords are stored as one way encoded hashes Therefore it is not possible to find out what your original password was Logout You can use this button or you can just exit from the system you will automatically be logged out after 20 minutes if the system is not in use Page 5 25 11 2009 User Manual for Content Management System My Messages content management system NHS admin admin Superlser AAA A YOUR MESSAGES WEBSITES Manchester a Filii add ne vr CONTENT TO BE APROVED CONTENT REVIEW DATES Page Name Username Review Date Extend End Hospitals dmin Admin com 14 09 2006 00 00 00 y 2c os I P I A ta I nf services admine Admin com 14 09 2006 00 00 00 y 26 Da I P pre 2006 CAS 42 0 WHIS Figure 2 My Messages Moderators and Superusers Approving Content
33. o give them something to come back for Try to include a hook a service or current information that will bring users back to your site regularly Keep luring your viewers back Keep graphics files small On intranets smaller file sizes can help make the system run faster No one wants to wait even 30 seconds just to see your site logo if your graphics are too large people will turn them off or jump to another site If possible keep all graphics under 20K When saving files Make sure you admit any spaces in the file name Page 41 25 11 2009 41 User Manual for Content Management System Frequently Asked Questions Why does my pages display incorrectly Have you got a table on your page Tables cannot be any larger than 550 pixels otherwise the website will not display correctly When you copy and paste from word are you using the correct button How do change the order of the menu items You can change the order of the menu items by clicking the blue and down arrows or alternatively typing the order number in the boxes and clicking the save button What is the difference between a menu item and a page A menu can have many items such as pages and documents within them A page can simply be some text with a few documents on them If you are unsure whether to use a page or menu think if there will be more than one page or document within it If it only one page use the page ICOn My page or document has disappeared
34. ple AP OG P By Heh insormnation AV 5 P BE se amp v MN P x BB Heep in touch v on pP Fa B AY P 8 B Staff and Health Professionals v e pP av P e BE Your Local NHS A gt a P Your views count oF E P Home amp FY e s P x m 2006 CHS 12 0 WHIS Figure 3 Adding a menu To add a menu you need to fill in a form with the following Menu description This is what will appear on the menu for example in figure 3 a menu description would be Children and Young People Search engine friendly Depending on your website configuration this may be filled in automatically by the cms This is the quick link to the section For example for Children and Young People you could use children It must end in a and all in lowercase letters f you want to add a space choose between words use a hyphen e g children young people Menu owner change this to be your email address Template If there are different templates in your website for example e Staff only section choose staff e To make it appear in the left hand menu choose Main e f you do not want it to appear in menu e g Children and Young People choose Not in menu Once all the form fields are complete click apply The CMS will now prompt you to add a homepage which is the same as adding a page Page 9 25 11 2009 Adding Pages UO ge User Manual for Content Management System NHS content management system admin admin uperlser 7 f
35. r Content Management System Editing Links B INI r ma 4 content mand gt meni ay d bem LA IF admin admin Superliber your rese s vwerbkne siman WEBSITE ADMINISTRATION Current Level gt Top Level Keep in touch add menu MENU ITEM Keep in touch About the PCT Your Health Senices Freedom o Information requests YY Y YO Website feedback D 2006 CAS rU LIE Figure 17 Edit Link To edit a link click the edit button highlighted in red in figure 17 Editing Documents To edit a document if it is on the menu you can you choose the edit button on the page list If the document is on the page then you need to edit the page and at the bottom there is a link to edit the document as shown in red in figure 18 Page 21 25 11 2009 21 User Manual for Content Management System content management s ystem admin admin Superlkser AA your Messages Lord DP TE EDIT PAGE Current Lewi gt Top Level I The PCT PCT Publications Annus Reports E idet n sm E ITE i tantel preview 7 Page Details Tite Annual Reports Page slate Active amp Approved Ziseace OBI Rs RU ls e Bb Be Page active F e 7 usw iz E LE Sees Page owner admirada Ha ca CATA EEE este 15 08 2006 1 Style Pom Fort Site Archive cata aa E JT Se 1 Renwwdate ines E Created 150947006 10 35 46 By admin Admin com Approved Mol Approved Ey admin Admin
36. ren and young people Search Engine Friendly Menu Childrens Menu owner admingirAdmin com Template Main Figure 26 Password Protect Areas Page 30 25 11 2009 30 User Manual for Content Management System Q O UN UN t lt SHY OV QH RS VIOD EE This is a menu clicking on it will show you its submenu items This icon allows you to go back to the previous menu set This icon denotes a homepage This icon denotes a page This icon denotes a document pdf word excel etc This icon denotes a link This icon allows approving content and also applying changes This icon allows disapproving content and also cancelling changes This icon allows you to re order sections moving up This icon allows you to re order sections moving down By clicking on this icon it allows deletes archives an object or an entire section This previews the site or current page This edits content and menu properties This removes a link from the link library This icon adds a link to the link library This restores an object from the archive to the cms This registers you with the system i r log in amo This logs you on to the system EE add menu This adds a new section pr Dr add document B This adds a document from library or new add link Cy register 4 This adds a new page to the current section This adds a link to the link library and adds to a section your messages LO
37. rens The PCT PETS Tour Local HHS locals Keep in touch keep in touehf Select Jobs jobs Select dor eati select Health information health Select Infection Control health infection Select PCT Publications PET Publications Select 2006 CNS V2 0 WAS i Figure 20 Creating Groups To assign a moderator first you need to create groups Create a group for the section by clicking the new group link as highlighted in red in figure 20 e g For the Children and Young People section create the group childrenyp Once you have created the group you then need to add users into the group you do this by clicking the select link highlighted in blue in figure 20 You will then be given an option to add users to the group Please note that you must also have already assigned each user a particular role e g moderator or editor More information can be found in the section changing a user s userlevel Assigning Users to areas of the website Now that the groups have fully populated you then need to click the link select next to the section you want to assign e g Children and young people highlighted in green in figure 20 You will then have the option to assign a group to the menu Websites Users Management This section is so that you can approve users so that they can view the website To allow them to view the website click the active button Manchester PCT Website Only By default if a user with an email address ending in manche
38. rk This will now have added the link to the link library To add the link to the page click the link highlighted in red in figure 14 Page 19 25 11 2009 19 User Manual for Content Management System Editing the website Editing the website is very similar to adding information The pages that you use to add information are the same as those you want to edit Editing menus content management system admin admin Superliser A VOL MERA venas sdrmin anche Were webshe cong hog oui help WEBSITE AL ES RATIA Correr Lal gt Top Level EN add menu d add p ge E add document 5 gt add link EE ENU ITEM RE ORDER HOME EDIT PREVIEW DELETE C E Children and young people a P B Hean information v gr pP BE o e e Sn P B keep in touch e Y P x BE set and Health Professionals e da P The Pct av a P x BE YourLocal NHS AV E P E Bg Your views count A Y Z P x Homa av fA P Figure 15 Editing the menu To edit the menu properties click the edit button highlighted in red in figure 15 Editing Pages content management system NHS admin admin SuperUser EE ER ee WEBSITE ADMINISTRATION Current bevel gt Top Lesel Children and p M Sal audi menu Ii edd document Children amp Young People a waft P 2006 CHS 42 0 WHIS Figure 16 Edit page To edit the page click the edit button highlighted in red in figure 16 Page 20 25 11 2009 20 User Manual fo
39. s av A P X Look al this video clips av op pP Local projects Aa op P DE Voluntary groups av P MX DE infection Control A p P SE Useful Links v t p D 2006 CHS 42 0 WHIS Figure 12 Adding a document This is rarely used and it is better to add documents to pages rather than a menu but for completeness is included To add a document onto the menu click the link highlighted in red in figure 12 in the menu where you want the link This will take you to the document library If the document is not in the library add it to the library by following the instructions in adding documents Adding the document to the menu is done by going clicking the add button highlighted in red in figure 11 in the document library Adding Documents within the text At the moment there is no easy way to do this It is best to upload the document to the library and preview the document to get the link Copy the link Go to page and highlight the text that you want to add a link to Add a link and copy your copied link into the url box Please refer to creating a link for further information Page 17 25 11 2009 17 User Manual for Content Management System Adding Links i ETE management SyYSLEM admin admin uperlser ee ee Ll SEE pedal LER TM UEETE csse condim Fag ous help WEBSITE ADMINISTRATION Current Level gt Top Level Health information md E add mena gadd document MENU ITEM RE ORDER HOME EDIT PREVIEW DELETE
40. s userlevel You can use a user s userlevel by editing the user and changing the dropdown box User Level There are four options superuser moderator editor and no auth Editing a user s profiles You can use a user s profile by editing the user but it is not possible to change their email address if this needs to be done please contact WHIS Removing a user s profile It is not possible to remove a user s profile If you no longer want them to access the CMS then set the user level to no auth Resetting Passwords You can reset a user s password by editing the user Users Moderators and Editors Editing your profile Here users can change their password or name but not their email address Page 7 25 11 2009 User Manual for Content Management System Adding information to the website Before you start setting up your website please refer to the content quidelines and quidance to help you make the most of your website Editors can edit access pages created by themselves or other editors moderators within their user group When an editor creates a new page or edits an existing one the page needs to be marked as inactive When all the changes have been made the page can then be ticked as active and this will sent it to a superuser or moderator for approval The editor cannot make any changes until it has either been approved by the superuser or moderator or sent back for changes Moderators can create and edit pages crea
41. ss it is still valid for the same reasons in that the text is harder to read and then loses its point Remember that setting text bold ta ics or in CAPITALS are all ways to bring attention to the particular Don t use too many colours in your website Colour is a way for people to identify things that is why the Coke label is predominantly red and the Pepsi label is predominantly blue Keep the colour scheme of your website limited to a couple of colours and keep it consistent across your site unless you want to denote some major section Don t use Under Construction pages Just forget it if the page is not ready don t put it up If you have links that are pointing to the pages disable them until your page is ready If your page is truly under construction and has content on it that is ready to be seen by your web surfers just post a last updated date and make sure you get the new content in place soon What ever you do don t put one of those cheesy under construction images on the page Don t underline text This confuses web surfers thinking it s a clickable link Don t centre everything on your web pages Page 40 25 11 2009 40 User Manual for Content Management System Keep your site fresh Unlike printed matter a website is not a one off project it s an on going one Be prepared to update your site at least once a month adding new information discarding anything out of date Repeat visitors are always desired s
42. ster nhs uk registers with the website then they will be sent an email to confirm that it is the correct email address If they click on the link within that email they then will automatically get access If a user with an email address ending in other than manchester nhs uk registers then the superuser will need to approve them Page 24 25 11 2009 24 User Manual for Content Management System Statistics It is possible to view the statistics in two different formats Site statistics measure how many hits each page in the website gets over a month It is possible to change the month in the drop down box By choosing to view the site session statistics this gives a more accurate measure of how popular the website is A session is defined as a series of page requests or page downloads served in an unbroken sequence from within the site to the same user A Z of services The A to Z of services can be edited here PCT Staff Classifieds This is where you can approve and disable classified ads that have been put onto the website PCT Services This is the area of the cms where you can edit and add doctors dentists opticians and pharmacists details News Here you can add edit and delete news stories There can be a number of different types of news that can be added to the website depending on your website configuration e g News press releases Official press releases News local Localised stories Smart Practi
43. ted by themselves or other editors moderators within their group without the need to approve it If an editor creates a new menu all editors moderators within the group will have access to create edit content within the new menu Moderators can access edit any page menu they wish within the sections they have access to Ordering of Items on Menu All items on the menu can be re ordered However problem can occur as every item added to the menu initially has their priority set to 0 So sometimes by clicking the up and down arrows it doesn t display as you wish It is best to count how many items there are then move your last item down to the bottom even if it goes to the bottom straight away carry on clicking the down button until you have clicked the total amount of items Then move the next one down minus 1 for every item in the total Differences between menus and pages In simple terms you use a menu when there is more than one page within it If there is only going to be one page of information it is better just to use a page Page 8 25 11 2009 8 User Manual for Content Management System Adding Menus content management system WE la admin admin Superllser ge 6 3 23 MHT ULL Kea adrnin ar hir urit i 5 wbai conf beg iuit help WEBSITE ADMINES TRATION Curren Level gt Top Level IFHT ENU ITEM RE ORDER HOME EDIT PREVIEW DELETE A ME Ch dren and young peo
44. the page Scannable text People don t read web pages word for word they scan for information Past experience indicates that people look at headings and subheadings first they scan for hyperlinks and keywords They jump around the screen scrolling and clicking their fingers never far from the browser s Back Page 34 25 11 2009 34 User Manual for Content Management System button To overcome this behaviour we need to keep information as brief as possible short is better Plain English Try to use the same terms and phrases in your content as your readers use when they talk or write about the subject matter in question This will help you write clearly and in a way that they will easily understand and have a higher chance of being picked up in searches The following points will help people understand your meaning Don t use long or difficult words when shorter or simpler ones will do Explain any technical or medical terms even if you think your audience will understand them Avoid words that can have more than one meaning Use active rather than passive voice e g you should send your form to your form should be sent to Use minimum punctuation preferably just commas capitals and full stops Never assume the gender of your reader use they or include both genders father than Presentation Do not use large blocks of italic or all caps text as it is difficult to read All caps te
45. xt is also likened to shouting at your audience Avoid underlined text as it can be easily confused with a link Don t centre everything on your web pages Do not change the colour of text from black Avoid scrolling pages where possible This can be done in a number of ways Editing your content to make it shorter Breaking up large chunks of content into multiple pages Cutting unnecessary content Linking out to other supporting websites Signpost your reader to key points Provide obvious signposts to the key messages and chunks of content on your page to increase their usability and effectiveness Pick out keywords and phrases in bold Use headers to tell readers what large chunks of text are about Use graphics as visual clues to what your content is about Use bullet points or lists to summarise your page s content Link to information rather than duplicate Keep it concise Use short sentences and short paragraphs Keep your language and sentence structure simple Stick to one idea per paragraph Remember short copy is good copy Page 35 25 11 2009 35 User Manual for Content Management System Tell your user the full story For example don t just tell your user that they will need to fill in a form to get something done Tell them where to find the form provide the link along with details of where to send the form links to contacts Housekeeping Almost all content has a sell by date so regular
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