Website management guide

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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 documents and resources through forms which deposit them into the database. The system then makes sure that the content looks right on the website. The system assumes that there are a range of different people who need access to your website. These people include a site administrator, a range of authenticated users, and the ordinary web browsing public. Depending on your role, you will be granted access to various parts of the site and its features.
This documentation covers all the basic areas of site management, and may include instructions for areas that you cannot access. Please be aware of this if reference is made to options that you cannot see when you are navigating the site. This instruction manual deals with all the basic functions of the site. More detailed information on advanced functionality can be found on the Drupal Website – www.drupal.org.

 

NSWP Website Navigation

The core 'foundational' content items on the NSWP site are findable using direct links from the site's main (horizontal) menu on every page. However the vast majority of the site's content is housed in the resources section of the website. This is likely to be the fastest growing section of the site and as such the area that you as a content worker will be adding to most regularly. Resource content takes the form of articles, reports, press releases and other content items that are sorted into lists according to 4 different sets of categories:

  • Language
  • Region
  • Resource Type
  • Theme
  • Year

So users will navigate resources by selecting content listings by language, by region, by type and by year - e.g. lists of content items categorised with terms such as 'Europe',  'violence', etc..

Users can mix category terms together. If a user begins by selecting a list of content items categorised with 'Europe', they can go on to select additional terms from the list of filters in the margin to further narrow their list of content items. In this way, you can create a custom list of content items categorised with e.g. 'Asia Pacific', 'Law, Policy & Human Rights' and '2005'

Every time you add an item of content you will need to classify it with the appropriate terms from these sets of categories. This ensures that content is easily findable.

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 do not have a login for the site, click the Create new account link below the form, to go to the registration panel.
Fill this form by entering your chosen user name, and your email address. Click the create new account button to submit the information.
The site administrator will then receive your request to register, and when your registration is approved you will get an email to let you know you can start using your account. Now you are ready to log in.

Creating new content

Quick Reference

Adding new content always follows the same logic, regardless of content type:

  1. Click on the create content link at the top of your logged-in menu at the side of the screen.
  2. Select the type of content that you want to add
  3. Enter the content and its meta data into the form

  4. Click to save and submit your work

Generic Content Step by Step Guide

Step 1: Getting Started

Log into the system to see the list of content  types in the create content sub-menu, and work out which type of content you wish to add.

Step 2: Creating a new page on the website

  1. Select which type of content you wish to create from the create content sub-menu.
  2. Enter a title for the page in the title field

Step 3: Adding the page to the site's main Menu

This is usually an unnecessary step as the NSWP menu only shows main section headings. Please check carefully with the site editor before entering anything into the menu settings of the form. If it is appropriate to create a new menu item:

  1. Click on menu settings to create a link from the menu to this item of content
  2. Enter the title as you want it to appear in the Menu
  3. Enter a description if appropriate
  4. Select which parent menu this item belongs to - primary links for the English main menu, or primary links Chinese,  French, Spanish, Russian for the alternate language  menus.
  5. Give the item a weight if you wish to control how high in the menu it appears (the ‘lighter’ the weight/lower the number, the higher up the item will appear in the menu list).

Step 4: Adding text and links to the body of the page

Enter the rest of the content of the page into the body field.

When using the text editor to enter text these tips can help to avoid unnecessary code that may spoil the look of the page:

  • remove formatting from pasted in content (i.e. don't copy in inline styles) .
  • use headings, block quotes, images and bulleted lists (where relevant) in content to break it up
  • don't add empty paragraphs between your paragraphs in the text editor - the css will apply space between paragraphs automatically.
  • 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 from an MS Word document, you can try using the MSWord paste icon on the toolbar to preserve the formatting of the source document. However this is an error-prone process and if you find that the formatting is broken when you paste, you will need to paste the document as plain text, and reformat 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, enter the full URL of the site you wish to link to.
  3. If you are creating a link to a page within the NSWP web site, you only need to enter the part of the URL which comes after the base "www.nswp.org"  - e.g. to create a link to this page, paste only "/website-management-guide" into the dialogue box. The URL should begin with a backslash "/".

Step 5: Embedding images in the body of the page

  1. Position your cursor at the point in your text where you wish to insert the image
  2. Click on the "Add media" icon on the formatting toolbar of the body field.
  3. If your chosen image has already been added to the system, select it from the Library tab and skip to step (6)
  4. If you wish to add a new image to the system, click use the upload tab in the pop-up window.
  5. Locate the image file on your local machine and click ok.
  6. Choose which size image you want to insert (or leave as "Full content" for standard wide view).
  7. Click on the submit button to place the image in your text.

Step 6: Filling the remaining sections of the content input form

  1. Authoring information is automatically added to the Author section. This can be changed manually by entering that section and editing the content, but ordinarily should be left alone.
  2. Under publishing options select:
    • Published – if you want the item to go live on the site for the public to read
    • Promoted  – only appropriate for Resources and Members that you wish to have highlighted in the feature boxes on the home page
    • Sticky at top of lists – for content which is added to a chronological list of other items. This setting ensures that the item will stay at the top of lists even when more recent items are added.
  3. Check moderation settings.

Step 7: Saving your page

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

Content Type specific input form instructions

Event

As this content is time sensitive, the input form has special fields for selecting date and time options. Each event can have 'associated news' listed with it. See instructions for the 'news page' below for adding a news story to an event.  If an item should be marked as "an important date" like International Aids Day tick the appropriate box.

Timeline

You will need to enter both the date and the year to ensure it is correctly plotted on the timeline.  If possible add or select from the media library a featured image under thumbnail to make the timeline more visually appealing. Categorise the item by Region and by Category to allow it to be found using these filters.

News story

The News input form has a special field for embedding video content that has already been uploaded to a video sharing website. At the moment the system is set up to embed videos from Blip.tv, Vimeo, YouTube. If you wish to embed a video from another host, please contact the site manager.

If your news item is associated with an event listed in the Campaigns and Events section, enter the name of the relevant event in the 'Related Events' field. This field uses an auto-complete facility to display any event titles that match what you type. You must select the correct event title from the displayed list.

Profile

For adding new member profiles to the list of members.  Make sure to add the necessary regional information and to place a pin on the map. Also add them to the menu under the appropriate regional parent item.

Resource

This input form has additional fields for categorising content by theme, region and language, so that resources can be findable using the Guided Search in the Resources section. Use the Resource Type tick boxes to identify if the resource belongs to the Research for Sex Work Archive or if it is a Smart Guide. If a resource's  promoted option in the publishing options at the bottom of the form is ticked, then it will be highlighted on the Feature Box on the home page for as long as it is the most recently promoted item.

Featured member

Requires the organisation name, a featured image and the year of writing the feature.  Also has a region category for filtering the archive.

Sex Worker Leader

Similar fields to the above, but profiling an individual.

Editing Content

Drupal offers two approaches to editing content: (i) navigating to the page through the public site, and clicking to edit the page, and (ii) entering the site’s administrative area and locating the content item in the site’s long list of content.

Approach i

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

Approach ii

Go to Administer > Content Management > 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..

Highlighting content on the home page

There are four boxes on the home page which highlight content from across the site. These boxes are populated as follows:

  • The Featured member box is automatically  updated with the latest promoted featured member that's added to the site
  • The Research for sex work box is normally static and always points to the R4SW index page.
  • The NSWP+ box is normally static and always points to the NSWP+ index page.
  • The Sex worker leader box is automatically  updated with the latest promoted sex worker leader that's added to the site

Translating Content

In order for an item of content to be published in more than one language, the source version of the item must have its language correctly set to either English, French, Spanish, Russian or Chinese (i.e. NOT language neutral).

Alternatively, for all content which will only ever appear in English, the language should be set to language neutral.

The process of translating is as follows:

  1. Click on the translate tab at the top of the content item that you wish to translate. If there is no translate tab check that the source version of the content item is not set to  language neutral.
  2. Check the list to see which language versions have already been created and which are yet to be done.
  3. Click  on the language version that you wish to add or edit.
  4. Initially the form will be served up to you with  content in the source language. This is as an aide to the translators and ultimately should be deleted. The translated content should be entered into the form to replace the source language content.
  5. If the item has a link from the main menu (e.g. About, Links or Contact), the menu settings should be adjusted to ensure that the translated item has the correct language Parent Item. For English items, this is primary links. For other language items it is  Primary Links Chinese, Primary Links Spanish, Primary Links Russian etc....

Editing the Menu

Although each content item has its own menu settings, you may sometimes find it useful to administer the whole menu. Go to Administer > Site Building > Menus to see an overview of all the menus on the site. Click to enter the menu that you wish to work on. Use the four-headed arrows to drag the menu items around into a different order. Click on the edit link next to a menu item to edit its settings.

Adding new Themes, Regions and Resource Types for Resources

Click on the Administer > Taxonomies link to see a list of ‘vocabularies’ being used on the site.
Each one of these vocabularies contains the terms that you can use to categorise the NSWP resources.
Click on list terms to see a list of the terms in any one vocabulary.
Click on add terms to add terms to a vocabulary.

Translating Themes, Regions and Resource Types

Each vocabulary of terms has its own page for translating those terms, for example Region terms can be translated here Structure >Taxonomy > Region > Translate

Go to Structure > Taxonomy to see the list of vocabularies used on the site.

Click to edit the vocabulary you require and then look for the translate tab.

Using the links for translating each term you can enter the correct translations in the boxes provided. You must click on the save button at the bottom of the screen to save your work before leaving the screen.

Translating the site's footer and mission statement

Go to Structure > Blocks to access the admin page for all the custom blocks of content displayed on the site.

Find the block you are wanting to translate in that list, it is divided into the various regions of the page where they appear. CLick to edit that block, for example this is the link to edit the site footer block

Use the translate tab to add or edit the appropriate language translation.

Click on save button to save your translations.

Translating the site's terms

The site's terms are the miscellaneous small labels around the site that help direct users - things like Search, Options, next, last etc... For the purpose of translations, the system refers to these labels as strings.

Each of these needs to be translated so that it appears in the appropriate language on each language version of the site. 

Begin by clicking to enter the language version of the site to which you wish to add translated terms - i.e. enter the French version of the site if you wish to enter French translations of site terms.

Click on the Translate Text button in the bottom right corner of the page.

Paste the string that you want to translate into the text box in the bottom left corner of the page. NB this box is case sensitive!

The system will display any matches that it can find in the list above. 

Highlight the correct one and enter your translation for that string in the translation box on the right.

Click on the save translation button.