ATTACHMENT_J__FSA_ISE_BLOG_USER_GUIDE.pdf

U.S. Department of Education

Federal Student Aid

Solution User Manual:

Integrated Student Experience (ISE)

Version 3.0

02/04/2015

Version # [ Version Number (x.x)]

[ Version Date ( MM/DD/YYYY )]

Document Version Control Version Date Description

1 01/06/2015 Naomi Mesfin created Blog user guide 2 01/27/2015 Naomi Mesfin updated Blog user guide based on Mindy’s comments on 01/12/2015 3 02/04/2015 Naomi Mesfin updated open tags field instructions

Solution User Manual Integrated Student Experience (ISE)

Table of Contents

DRUPAL for Dummies

*Section I – Contributor

Create and Edit Blog

How to navigate to blog page

How can I create new blog post

How can I submit draft to Blog Reviewer

How can I edit an existing blog post

Where can I see blogs that I edited?

How to create a blog author profile

How to Use the CK Editor

Functionality Overview

FORMAT TILES and OTHER SETTINGS

Menu settings

Meta Tags

Xml sitemap

Set URL path settings

Comment Settings

Scheduling Options

Reminder Settings

Publishing Options

Moderation Group

How to Compare Revisions

*Section II – Reviewer

How can I review blog post

How can I submit blog back to Contributor?

How can I submit blog to Blog Publisher?

*Section III – Publisher

How do I assign sections to Blog editors

Publish Blog

How do I publish blog post

How do I return blog page to Contributor?

How do I return blog page to Reviewer?

How can I unpublish blog page?

How can I publish blog comments

How can I configure Radioactivity Score

How to add Blog Topics/Tags

How to Edit a Banner

How to add blog Post on Featured/Homepage queue

DRUPAL for Dummies A user guide in support of the ISE/studentaid.gov project

Audience: Blog Contributor, Blog Reviewer and Blog Publisher

Technical & Project Questions: Mindy Chiat: mindy.chiat@ed.gov, 202-731-3949

Website Content & Process Questions: Cindy Forbes Cameron: cindy.cameron@ed.gov, 202- 377-3224

You will need:

1. Access to the Drupal test site, provided by site developer

2. The “Copy Doc”(s) containing content for each page within the site, from Cindy Cameron

Step 0: Familiarize yourself with the Copy Docs. Glossary terms are highlighted in Green and their destinations are listed in the link tables. Each Copy Doc has associated links and “tiles” or the blocks on the right-hand side of the pages.

Step 1: Receive email from developer, click on link for access. Or, log in to Citrix at www.fsacitrixweb.ed.gov. We recommend using Mozilla Firefox or Google Chrome for content loading. Please DO NOT use Internet Explorer, as it has been known to cause issues.

http://www.fsacitrixweb.ed.gov/ http://www.fsacitrixweb.ed.gov/

After initial access, you can always access the site here: *** https://origin3.studentaid.ed.gov/user

Step 2: Click log in and then change password. Click Save. (Make sure to hit save, don’t fill in any other fields).

Click here

Click here.

Enter Password

*Section I – Contributor

Create and Edit Blog

How to navigate to blog page

Step 1: Look for the word “Blog” in the footer menu under “More info” and click on it.

You can also click on the blog icon at the bottom of the page.

Step 2: Upon click on blog icon, blog page opens.

How can I create new blog post

To add new blog post, Step 1: Click on “Add Content/Blog” from the main menu

Step 2: Click on “Blog” from Content type page

Step 3: Blog entry form opens

Step 4: Enter Title – this is the ‘Long title’ or the title of the Featured blog post *required fields have red asterisks*

Featured Blog Post

Step 5: Enter ‘Subtitile’ – this is the summary of the Blog post.

Step 6: Enter Short title – this is the title of the homepage queue blog post (thumbnails).

You can only enter up to 35 characters in this field.

Step 7: Insert image by clicking on “Open File Browser”.

Step 8: Select Image

Step 9: Click on ‘Select’ from the top.

Step 10: Type alternate text in the ‘Alternate Text’ field – you must provide text alternatives for non-text elements. This is done for 508 Compliance.

Title – Enter title in the title field so that when you hover your mouse over the image, the title of the image will show.

Step 11: Body text box –

Copy text and paste in the Body section by using your keyboard (Ctrl+V)

Notice title of the image when you hover your mouse over the image

Insert Image using the CK Editor

- Click on the “IMCE” button from the CK Editor

- Select the Image you want to insert

- Insert image in the Body section by clicking on insert file from the top

Click here

Embed media using the CK editor

- Go to YouTube and search for the video you want to embed.

- Click on the share icon which is located under the video

Image Inserted

- Click on “Embed”

- Copy the URL from the box

- Go to the blog entry form in Drupal and click on “Embed Media” icon from the CK Editor.

- Embed media dialog box opens.

Copy URL here

- Paste the URL inside the box and type “https:” where it is indicated in the image below.

Change width = “90%” and height = “315”

- Click Ok

Video will be embedded in the text box.

Link text to a web page

To link text to a page on the site

- Highlight the text you want to link from the text box

Type “https:” here

- Click on the “Linkit” icon. Linkit box opens

- Search for page by typing in the ‘Search content’ field

Highlight text here

- Select page and click Insert link

‘Target path’ field auto populates

To link text to a page off the site

- Highlight the text you want to link from the text box

- Click on the “Linkit” icon

- Linkit box opens. Copy the URL of the page you want to link and paste it in the “Target path” field. Type https:// and the rest of the website URL.

Highlight text here

- Click on “Insert link”

- Text will be linked to the web page.

Paste URL here

Text will be hyperlinked

Step 12: Select Author from the drop down menu.

Note: User with asterisks is a registered Drupal user

Step 13: Select Topic

Radioactivity Score – associates a generated number with each blog post created that represents as a whole the number of clicks, shares, views, and etc the blog post experienced. The number generated is used to create and order the blog posts displayed on the “Most Popular” page.

To activate, Step 1: Enter a number greater than 0

Note: If you desire to make your blog post the “Most Popular” blog post, input a very high number to push the blog post to the top… example: “500”

Requested Publish Date – this will be indicated through email when the blog post is preferred to be published. To request publish date, enter the day, month, year and time from the drop down menu.

Queue Status: Instructions coming soon...

Step 14: Enter keywords in the ‘Open Tags’ field you desire to see on the tags block tile. Field will autopopulate as you start typing keywords. Make sure you separate keywords by a comma.

Step 15: From the format tiles, click on “Menu Settings” Check “Provide a menu link” check box to select the section where the page is going to be located.

Menu link title field – the title of the blog post will auto populate in this field.

Description – this field doesn’t apply to Blog

Parent item - select ‘Blog’ from the drop down menu.

Weight - this field doesn’t apply to Blog

Step 16: Click on “Publishing Options” and change the state of the page from ‘New’ to ‘Draft’ from ‘Moderation State’ drop down menu.

Step 17: Click Save

How can I submit draft to Blog Reviewer

To submit blog post to Blog Reviewer, Step 1: Make your edits in the blog entry form.

Step 2: Click on ‘Publishing options’

Step 3: Click on ‘Moderation state’ drop down menu and click on “Submitted to Reviewer”

Step 4: Click Save

How can I edit an existing blog post

Step 1: Click on “Content/Blog” from the main menu

Step 2: Click on the page you want to edit from the table

Click on the page from the table

Step 3: Click on “New draft” tab. Blog entry form opens.

Step 4: Make edits in the blog entry form.

Step 5: Change the state of the page from “Draft” to “Submitted to Reviewer”

Step 6: Click Save

Where can I see blogs that I edited?

To see your edits, Step 1: Click on ‘My Workbench’ from the main menu

Step 2: Blogs edited by you will be located under “My Edits” on the right side of the page.

*All Recent blogs will be displayed in the same page under “All Recent Content” table*

How to create a blog author profile

Step 1: Click on ‘Add content/ blog’ from the main menu

Step 2: Click on ‘Author Profile’

Click here

Step 3: Insert your Drupal Username so that the system will recognize you as an authenticated Drupal user.

Note: If the User is not a registered Drupal User, entering username in this field is not necessary

- Enter your full name in the ‘Full name’ field.

- Click on ‘Select media’ under Author Image.

*fields with red asterisks are required fields*

Click here to insert image

Step 4: Click Submit

To Edit Media, click on the ‘Edit Media’ button. Make edits on the Edit Image box

Select Image by clicking on ‘Choose File’ button

Step 5: Click Save

- To delete Image, click on ‘Remove Media’

Step 6: Update the rest of the fields and change the state of the page from “New” to “Draft”

Step 7: Click Save

You can enter keywords to make your image searchable

Describe the image so that it will be 508 compliant

How to Use the CK Editor

What is CK Editor?

CK Editor is a visual HTML editor, sometimes called WYSIWYG editor.

Functionality Overview

Icons Icons Names Description

Source HTML code of text in the text box.

Cut The "Cut" icon removes the currently selected text and places it on the clipboard.

Copy "Copy" icon copies the selected text into the clipboard

Paste The "Paste" icon places the current contents of the clipboard into the document at the flashing cursor's location

Paste as plain Pastes text without formatting.

Text

Paste from word

Paste text from word document

Spell Check Upon click on the drop down list, options will be displayed Disable SCAYT (disable Spell check as you type). To enable SCAYT, click on the icon and select Enable SCAYT Options will give the option to set the SCAYT to one of the four settings. You can select language and add Dictionaries as well. Click Ok after selecting one of the choices.

Languages Set Language by clicking on the language tab

Undo This will reverse what you did

Redo Reverts the effects of the undo action

Search You can look for words in the text box by typing words in the Find What box and by clicking Find

Replace To Replace text:

Step 1: Highlight text Step 2: Click on the Replace icon Step 3: The text you highlighted will be populated in the Find What box Step 4: Enter the text you want to replace with in the Replace with box and click on Replace all button.

Select All Upon click on this icon whole text in the text box will be selected.

Image By Clicking on the Icon, User can add Images in the Text box

Insert Horizontal Line

Icon will allow you to Insert horizontal lines between texts

Smiley You can insert Smileys (emotion icons) upon click on the smiley icon.

Insert Special Characters

Insert special characters from the table

Bold To make any part of your text bold

Italics To make any part of your text italics

Underline To underline any part of your text

Strikethrough To cross out text that is unavailable, wrong or to be deleted

Subscript Click on the icon and type the number or text that you want to display as a subscript

Superscript Click on the icon and type the number or text that you want to display as a superscript

Remove Format

To remove Subscript and Superscript format

Insert/Remove Numbered list

Insert number each of several items in a list, preceded by a number symbol for emphasis.

Insert / Insert number each of several items in a list, preceded by a

Remove

Bulleted list bullet symbol for emphasis.

Decrease Indent

Upon click on the icon the blank spaces used to separate a paragraph from the left or right margins will decrease.

Increase Indent

Upon click on the icon the blank spaces used to separate a paragraph from the left or right margins will Increase.

Block Quotes A direct quotation that is not placed inside quotation marks but instead is set off from the rest of a text by starting it on a new line and indenting it from the left margin.

Align left Upon click on this icon, text will be aligned to the left

Align Center Upon click on this icon, text will be aligned to the center.

Align Right Upon click on this icon, text will be aligned to the right.

Justify Upon click on the justify icon, the text will be spaced out so that the lines come out even at the margins.

Text direction from right to left

To move text from right to left:

Step 1: Highlight text and click on Step 2: Text will move from right to left

Click Here

Text direction from left to right

To move text from left to right:

Step 1: Highlight text and click on Step 2: Text will move from left to right

Insert Teaser break

To insert teaser break:

Step 1: Insert a paragraph in the text box

Step 2: Click before the text from the paragraph where you want to insert a teaser break.

Step 3: Click on the teaser break icon

Step 4: The paragraph splits into two.

Paragraph Format

Change the format of the paragraph by clicking on the drop down menu

Font Change the font of the text by clicking on the drop down menu

Font Size Change the font size of the text by clicking on the drop down menu

Text Color Text color can be changed upon click on the icon

Maximize Upon click on the icon the Text box will be maximized. Click on the icon to minimize the box.

Show blocks icon

Adds the command to visualize all block level elements by surrounding them with a border and displaying their element name on the top-left. You can remove blocks by clicking on the icon.

Preview icon

Upon click on the icon, editor will be able to preview the draft.

Icon to create an automatic checkbox.

To create a Checkbox:

Step 1: On the content detail page, go to the CKEditor and type a word in the Preface text box

Step 2: Click anywhere in the text box and click on the checkbox icon. Insert the name or value in the Checkbox properties box.

Step 3: Enter Example in the name field and click OK.

Step 4: Checkbox is created before the word ‘Example’.

Checkbox is created

IMCE icon

Blog Editor can Insert image upon click on the IMCE icon.*Refer to “How to Insert Image using the CK Editor”*

Embed media YouTube videos are embedded using this icon.*Refer to “How to embed media”*

Print icon. Content can be printed upon click on the icon

Linkit Contributor can link text to a web page using this icon.

*Refer to “How to link text to a web page”*

FORMAT TILES and OTHER SETTINGS

Format tiles are located at the bottom of the blog entry form.

Menu settings

Step 1: Click on the Menu settings tab.

Step 2: Upon checking the ‘Provide a menu link’ checkbox, Menu link title, description, Parent Item and weight field opens.

Format Tiles Section refers to this area of the page from Menu settings to Moderation Group

Step 3: Menu Link title – this field will be auto populated (the title that you entered at the top of the page will be displayed in this field)

Description – this field doesn’t apply to blog.

Parent item - select ‘Blog’ from the drop down menu.

Weight - this field doesn’t apply to Blog

Meta Tags

This tab doesn’t apply to Blog.

Xml sitemap

This tab doesn’t apply to Blog.

Click here to open the drop down menu

Set URL path settings

The Url alias field is going to be auto populated.

Comment Settings

Comment settings is set to open by default. However, you can click on closed if you don’t want users to post comment on your blog post.

Scheduling Options

Scheduled Publish Date

New Content can be scheduled to publish and unpublish under Scheduling options tab.

Step 1: Click on Scheduling options tab.

Step 2: To Schedule New Content Publish date, click inside Date field under Scheduled Publish Date and select the date

Step 3: Click inside the Time field to select Publish time.

Step 4: After you saved your draft, you will receive a notification that this content is unpublished and will be published at the date and time you requested.

Schedule UnPublish Date

Step 1: To Schedule Content UnPublish date, click inside Date field under Scheduled UnPublish Date and select the date

Step 2: Click inside the Time field to select UnPublish time.

To Schedule date for blog to Publish

Step 1: Click on Moderate tab.

Step 2: Click on the Schedule button

Click here to select date

Step 3: Click on Add Scheduled revision.

Step 4: Select blog revision from the drop down menu.

Step 5: Select the Operation (Moderate to Publish) from the drop down menu.

Step 6: Select Date and time

Step 7: Click Schedule

Reminder Settings

By selecting Enable - Publisher will be reminded that content is set to publish at a certain date and time.

Disable and discard existing reminders – this will disable reminders and discard all other existing reminders.

Disable but keep existing reminders – this will disable reminders but keep the reminders that already exist.

Click here to Schedule Publish date

Publishing Options

Step 1: Click on Publishing options tab

Step 2: Enter notes in the moderation notes box that you want Reviewer to view. Reviewer will be able to see your notes through email.

Step 3: Click on Moderation State drop down menu to change the state of the page from “Draft” to “Submitted to Reviewer”

Step 4: Click Save

Moderation Group

Moderation group will be changed if System administrator or Publisher wants to assign the moderation responsibilities to another group. Sections will be preassigned to a contributor to moderate.

Type notes here

How to Compare Revisions

When a page goes through the entire workflow (New to Published), it will have a revision. You will be able to compare revisions if that page gets edited.

To compare revisions:

Step 1: Click on Content/Blog from the Main Menu

Step 2: Click on the blog post with revisions

Step 3: Click on the Moderate tab

Step 4: Click on “Compare revisions” button

Step 5: Select revisions you want to compare

Revisions are displayed in different colors.

Click here

Step 6: Click on ‘Show diff’ button at the top

Step 7: You can compare revisions from the table.

Select revisions here

*Section II – Reviewer

How can I review blog post

Step 1: Click on ‘My Workbench’ and then click on the blog from ‘All Recent Content’ table.

Step 2: Click on ‘New draft’ tab.

Step 3: Make updates in the blog entry form.

Step 4: Click on publishing options from Format tiles and change page state to “In Review”

Email notification will be sent to Contributor that Blog is being reviewed by Reviewer.

How can I submit blog back to Contributor?

Step 1: Click on “Return to Contributor” from Moderation state drop down menu on the detail page.

Step 2: Click Save

How can I submit blog to Blog Publisher?

Step 1: Click on “Submit to Publisher” from Moderation state drop down menu on the detail page.

*Section III – Publisher

How do I assign sections to Blog editors

To assign sections to Blog Editors:

Step 1: Click on “Configuration” from the main menu

Step 2: Look for Workbench Access at the bottom of the page

Step 3: Click on Blog Menu or pages in the blog section

Step 4: Add Editors in the editor field and click on “Update editors”

Step 5: Your Editors will be added in the table. To remove editors, check “Remove” checkbox and then click on the “Update editors” button.

Step 6: Only Editors in the Editor table have access to that particular page.

Update your editors here

Editors of the page will be listed here

Publish Blog

How do I publish blog post

Blog Authors can be authenticated Drupal users or non-Drupal users

Publish blog post by Drupal user Step 1: Click on ‘My Workbench’ from the menu and click on the blog from ‘All Recent Content’ table.

Step 2: Click on ‘New draft’ tab to edit draft

Step 3: Click on ‘publishing options’ tab from format tiles. Change moderation state to “In Publisher’s review”

Step 4: Moderation state changes to “In Publisher’s review”.

Email notification will be sent to Reviewer that content is being reviewed by Publisher.

Approved to publish

Step 1: Click on publishing options from the Format tiles and click on “Approved to Publish” from the Moderation state drop down menu.

Publish Step 1: Click on publishing options from the Format tiles and click on “Published” from the Moderation state drop down menu

Email will be sent to all Editors (Drupal Users) that blog has been published

Publish blog post by non-Drupal user Follow the same steps as Drupal user until you get to Publishing options tab under format tiles.

Step 1: Click on ‘Publishing options’ and select “Publish Blog post” from the ‘moderation state’ drop down menu.

Step 2: Click save

Email will be sent to all Editors of this page and Author of blog post (Non-Drupal User) that blog has been published

How do I return blog page to Contributor?

Step 1: Click on “Return to Contributor” from detail page.

How do I return blog page to Reviewer?

Step 1: Click on “Return to Reviewer” from detail page.

How can I unpublish blog page?

Step 1: Click on Publishing Options from Format tiles section and then click on ‘Unpublished’ from moderation state drop down menu on the blog entry form.

How can I publish blog comments

Step 1: Click on ‘content/blog’ from the main menu

Step 2: Click on the ‘comments’ tab

Step 3: Click on the ‘Unapproved Comments’ icon

Step 4: Check the comment you want to publish.

Step 5: Select “Publish the selected comments” from the drop down menu and click “Update”

Step 6: You will receive a notification that an update has been made.

How can I configure Radioactivity Score

Radioactivity score will help you view the score for all activity of a Blog post. To set up radioactivity Score

Step 1: Click on ‘Structure’ from the main Menu

Step 2: Click on “Radioactivity” from the menu

Step 3: Configuration of the radioactivity score is done on this page

Editor can change Radioactivity score from the Energy field of the Blog entry form.

How to add Blog Topics/Tags

Step 1: Click on ‘Structure’

Step 2: Click on ‘Taxonomy’

Change score here

Step 3: Click on ‘add terms’

Step 4: Blog Tags edit page will open. Enter Tag name and Description and remaining tag information

To View all Tags, click on “List” tab

You can make edits here

To add Topics, click on add terms from Blog Topics and follow the same steps as Tags.

How to Edit a Banner

Step 1: Click on ‘Structure’

Step 2: Click on ‘Blocks’

Step 3: Click on Configure from Blog Header under Preface First

Step 4: Make edits in the ‘Blog Header’ Block edit page

Make edits here

Step 5: Click save block

How to add blog Post on Featured/Homepage queue

Featured Post

Homepage Queue

Step 1: Click on Structure

Step 2: Click on Nodequeue from the menu

Step 3: To add Featured blog, click on ‘View’

Click here

Step 4: Enter the published blog post that you want to put as a Featured blog in the “Add Content” field and click on “Add content”

**If you want the blog post to be the first post, click on the cross sign on the left side of the title of the blog and drag and drop at the top of the table**

Click here

Add Content here

**To edit blog, click on “Edit” from the table**

**Follow the same steps for Homepage queue**

Click here and drag the blog post to where you want to position it