ATTACHMENT_K__FSA_ISE_USER_MANUAL_CONTENT_WORKFLOW.pdf

Integrated Student Experience (ISE)

Solution User Manual – Content Workflow

Version 26.0

08/18/2015

ISE Solution User Manual – Content Workflow

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: ISE Solution User Manual – Content Workflow

Revision: Version 26

Issue Date: August 18, 2015

Security Level: For Official Use Only

Filename: ISE Content Workflow User Guide v_26 (08_18_2015)

INTENDED AUDIENCE

Federal Student Aid Publisher/Reviewer and Contributor

DOCUMENT VERSION CONTROL

Version Date Description

6.0 06/25/2012 Combined version 6 with checklist, creating pages guide

8.0 08/07/2012 Mindy Chiat updated with a number of new loading techniques

10.0 11/05/2012 Mindy Chiat updated Glossary instructions

11.0 02/04/2013 Mindy Chiat added Insert Rows/Charts instructions

13.0 04/17/2014 Mindy Chiat added NSLDS instructions

14.0 05/07/2014 Mindy Chiat added Announcement summary instructions

15.0 06/30/2014 Mindy Chiat added how to Unpublish pages

16.0 07/23/2014 Mindy Chiat edited anchor link instructions

17.0 12/17/2014 Naomi Mesfin updated Content workflow instructions

18.0 12/30/2014 Mindy Chiat edited Content workflow instructions

19.0 01/12/2015 Naomi Mesfin updated Content workflow instructions

20.0 01/27/2015 Naomi Mesfin updated Content workflow instructions based on Mindy’s Blog User guide comments

21.0 03/19/2015 Lara Thornley Hall updated document format and layout

22.0 03/25/2015 Naomi Mesfin updated section assignment by Publisher

23.0 06/19/2015 Walter Moyer updated and removed Blog references and updated topics relating to Dev team write ups

24.0 07/13/2015 Walter Moyer updated Content Workflow instructions as per

Version Date Description comments log submitted by Mindy

25.0 07/31/2015 Walter Moyer updated Content Workflow instructions as per second set of comments submitted by Mindy

26.0 08/18/2015 Walter Moyer updated Content Workflow instructions as per final set of comments submitted by Mindy

Table of Contents

Introduction

Section I – Contributor

Create and Edit Content

How to Navigate to the Page you are Loading

How to Edit Content

How to See the Content you Edited

Add Content

How to Add Basic Page

How to Add New Spanish Basic Page

How to Add Spanish Version of an Existing Basic Page

How to Add Events

How to Add an Announcement

How to Add New Spanish Announcement

How to Add Spanish Version of an Existing Announcement

How to Add NSLDS Editable Content

How to Compare Revisions

How to Update Glossary

How to Add Tables

How to Format a Table

How to Use Anchor Links

How to Insert PDF within Body Content

How to Insert Image using the CK Editor

Feature Box

How to Embed Media

How to Add 508 Compliant Videos

Submit Content

How to Submit Content to Reviewer

Section II – Reviewer

Review Content

How to Review Content

How to Submit Content back to Contributor

How to Submit Content to Publisher

Section III – Publisher

How to Assign Users to Sections

How to Assign Users to Existing Pages

How to Assign Users to New Pages

How to Restrict other Contributors from Editing a Page

Publish Content

Appendix A

Use Format Tiles and Other Settings

Quick links

Resources

Upload a New File

Static Blocks

Did You Know Tile

Pull Quote Tile

Static Image Field

Menu settings

Appendix B

Use CK Editor

Functionality Overview

Appendix C

Content Workflow Diagram

Appendix D

Email Notification Table

Preface

This document is the Solution User Manual – Content Workflow for Integrated Student

Experience. The Solution User Manual assists the Publisher, Reviewer and Contributor of

Integrated Student Experience create, update, review and publish content.

The following Federal Student Aid personnel are available to answer questions:

Question Type Name Email Phone

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

Introduction

In order to use the Content Workflow for Integrated Student Experience you will need to receive the “Copy Doc”(s) containing content for each page within the site from Cindy Cameron and access the Drupal website using details provided by site developer.

Here is the recommended process:

1. Familiarize yourself with the Copy Docs. Links 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.

2. Receive email from developer, select 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.

Figure 1 – Receive Account Creation Email

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

Select log in and then change password. Select Save. (Make sure to hit save, don’t fill in any other fields). *Passwords must be at least 12 characters long.

Click Here.

http://www.fsacitrixweb.ed.gov/ http://www.fsacitrixweb.ed.gov/ http://fstlise1/user/login http://fstlise1/user/login

Figure 2 – Change Password

Enter Password

Section I – Contributor

Contributor Role Overview

The Contributor can edit content in the following states: Published, New, Draft, Submit to

Reviewer, and Return to Contributor.

The New state is presented by default when a contributor is creating a brand new page

An email is sent to all roles assigned to a section when content transitions from New ->

Draft, to inform those roles that the Contributor is working on a new piece of content within their assigned section

When the Contributor transitions a piece of content from Draft -> Submit to Reviewer an email alert is sent to the Reviewer in that assigned section to inform them that the content is now ready for review to ensure there are no grammatical errors, missing content, etc.

The contributor can receive an email titled “Return to Contributor” that signifies that the

Reviewer has edits or content changes need to be made before the Reviewer can route the content to the Publisher.

Create and Edit Content

How to Navigate to the Page you are Loading

1. Select the site’s black menu bar (MegaMenu). The Copy Doc URL shows which general site section your page resides in.

2. Select Edit draft tab.

Note: Another way to access pages not available in the menu is to search for the page name by clicking on Content, or select Find Content in the upper left to scroll through the pages. To search a page by title, use the Search Content option located on the far right of the utility bar.

Figure 3 – Load Content

How to Edit Content

To edit existing content,

1. Select Content from the main menu

CLICK HERE

CLICK HERE

Figure 4 – Edit Content

2. Select the page from the table

Figure 5 – Choose Content

3. Select the New draft tab

Select the page from the table

Click here

Figure 6 – Choose New Draft

4. Make edits in the content edit page.

Figure 7 – Edit Basic Page

5. Select Save

- After saving the content page, Contributor receives an email regarding the update.

Email title: New Content Created in Your Access Section (see Appendix D)

How to See the Content you Edited

To see your edits,

1. Select My Workbench from the main menu

Figure 8 – Access ‘My Workbench’

2. Content edited by you will be located under My Edits on the right side of the page.

Figure 9 – See ‘My Edits’ here

NOTE: The lower table on this page shows the content that was most recently updated by other users that has not yet been published. It is sorted by the items that have been most recently updated showing at the top.

Add Content

How to Add Basic Page

1. Select Add content

Figure 10 – Add Content

2. Select Basic page from the content type list

Figure 11 – Add Basic Page

3. Based on your Copy doc, enter the Title of the page in the Title field. Change the Language to English or Spanish from the drop down menu. (English is the default option)

Figure 12 – Choose Language

4. Set HEADINGS

Your H1 (Headline) and SUBHEAD are at the top of the Copy Doc: Copy and paste into the

Preface Text section in Drupal.

Delete H1 (Headline) label and delete any extra space. Highlight H1 content. Choose Heading 1 in style dropdown (Normal)

Delete SUBHEAD label. Delete blank space. Leave content as is.

5. Set BODY SECTION

Paste in Copy Doc contents in the BODY section of this page. Use the ‘Paste from Word’ paste option or (Ctrl+V).

Figure 13 – Set Headings

Figure 14 – Sample Copy Doc

Figure 15 – Pasted Copy Doc

6. (Optional) REQUESTED PUBLISH DATE – To request a future publish date, enter the Day, Month, Year and time from the drop down menu. If a future publish date is requested these details will be included in the notification emails.

Start copying

Paste Copy Doc into

Body Section in Drupal

Figure 16 – Request Publish Date

7. Select Publishing options and then the Moderation State drop down menu. Make sure the current state selected is New.

Figure 17 – Change Moderation State

8. Select Preview to see your work or if you want to make changes.

9. Select Save

10. Return to the Publishing options tab and using the Moderation State drop down menu select the current state as Draft.

11. Select Save

- After saving the content page the Contributor receives an email regarding the update.

Click Here

How to Add New Spanish Basic Page

1. Select Add content

2. Select Basic page from the content type list

3. In the edit form, populate the field Language with Spanish

4. Fill out required fields

How to Add Spanish Version of an Existing Basic Page

When a Spanish copy doc has been prepared for a page and the Moderation state of the page changes from Published to Submit to Translation, an email alert is sent to the contributor to prompt them to create a Spanish version of that page. The contributor then starts the workflow lifecycle from the New to Draft while adding the Spanish content.

1. From the corresponding English page, choose the Translate button

2. Select add translation

3. Add the Spanish content to form

4. Select Save

After saving the content page the Contributor and Publisher receive an email regarding the update.

Email title: Content has been Submitted for Translation (see Appendix D)

Figure 18 – Choose Translate

Figure 19 – Add Translation

Figure 20 – Edit Translation Content

Remember that when linking to another page on StudentAid.gov, delete the “es/” before inserting the link.

How to Add Events

2. Select Event from the content type list

Figure 21 – Add Event

3. Enter Title, Date, Time, Location, Location Summary and Body

4. Select Menu Settings and click provide menu link.

5. Select Events from parent item drop down list

6. Set the URL path settings as you would do on other pages

7. Select Publishing options and change the Moderation state of the page from New to Draft.

8. Select Save

2. Click Here

1. Click Here

How to Add an Announcement

1. Select Add content

2. Select Article from the content type list

3. Edit the content form starting with Title as the title of the announcement

4. Choose Edit Summary and add Summary information to display on Announcements summary screen

5. Edit the body section. It is formatted just as it is on Basic pages.

6. Select Language – change to English or Spanish.

7. Select Menu Settings and click provide menu link.

8. Select Announcements from parent item drop down list.

9. Set the URL path settings as you would do on other pages.

10. Select Publishing options and change the Moderation state of the page from New to Draft.

11. Select Save

- After saving the content page the Contributor receives an email regarding the update.

Email title: New Content Created in Your Access Section (see Appendix D)

Note: When adding an announcement it will default to the top since, by definition, it is the most recent. To force an announcement to appear in a different order on the homepage, go to the Authoring Information section and enter a date that is either more recent or later in regards to the other posts depending on the order in which you want it to appear.

How to Add New Spanish Announcement

2. Select Article from the content type list

3. Edit the content form starting with Title as the title of the announcement

4. Select Edit Summary and add Summary information to display on Announcements summary screen

5. Edit the body section. It is formatted just as it is on Basic pages.

6. In the edit Entry form, populate the field Language with Spanish

7. Select Menu Settings and click provide menu link. Select Anuncios from parent item drop down list.

8. Set the URL path settings as you would do on other pages.

9. Select Publishing options and change the Moderation state of the page from New to Draft.

10. Select Save

How to Add Spanish Version of an Existing Announcement

When a Spanish copy doc has been prepared for a page and the Moderation state of the page changes from Published to Submit to Translation, an email alert is sent to the contributor to prompt them to create a Spanish version of that page. The contributor then starts the workflow lifecycle from the New to Draft while adding the Spanish content

1. From the corresponding English page, choose the Translate button

2. Replace the English content in the Preface and Body sections with the Spanish text from your Copy Doc.

3. Follow all other directions above for announcements.

Remember to delete the “es/” from Spanish links within the body section.

How to Add NSLDS Editable Content

1. Go to Add Content

2. Select NSLDS Editable fields

3. Edit content in English and Spanish as normal, recognizing that some content must be changed within the code

Note: My Student Aid Common Questions is a regular content page and can be found and edited by searching for a Basic page.

How to Compare Revisions

When a page goes through the entire workflow (New to Published), it will have revisions each time the content is edited. The Contributor, Reviewer & Publisher roles will be able to compare these revisions.

To compare revisions:

1. Select Content

Figure 22 – Choose Content Feature

2. Select the content you want to compare

Figure 23 – Choose Content for Comparing

Select the

Content with

Revisions

3. Select the Moderate tab

Figure 24 – Select Moderation Tab

Note: In the Moderate tab, users can also use the Schedule tab to set a date and time to moderate one state to another automatically

4. Select Compare revisions

Figure 25 – Select Compare Revisions

Revisions are displayed in different colors.

5. Select the revisions you want to compare using the radio buttons

6. Select Show diff

Figure 26 – Select Revisions to Compare

Select revisions here

Figure 27 – Show Differences

You can compare revisions from the table.

Note: All changes show in code form so it may be best to just view previous version to determine revisions

How to Update Glossary

Accessing the Glossary

A logged in user can navigate to https://origin3.studentaid.ed.gov/glossary

Alternatively, a user can select Glossary from the footer menu:

Figure 28 – Choose Glossary https://test.ise.ed.gov/glossary

Note: The Glossary is also available on the right section of pages.

Figure 29 – Alternative Glossary Access

Look up a word by clicking on the appropriate starting letter

Figure 30 – Select Section by Letter

Glossary is available here

Adding New Glossary Terms

1. Select Structure from main menu

2. Select Taxonomy from the menu

Figure 31 – Select Taxonomy

3. Select Glossary

Figure 32 – Select Item of Glossary

4. Select add terms

Figure 33 – Choose Add Item

5. Enter glossary term in the Name field.

6. Describe the term in the Description field.

Figure 34 – Enter Glossary Item Name and Description

7. Select Language in the language drop down menu

8. The Description field from META TAGS section will auto populate. Enter keywords in the

Keywords field to make the term you added searchable.

Figure 35 – Enter Glossary Language and edit META TAGS

9. Select Publishing options from Format Tiles and change the Moderation state from New to

Draft or from Draft to Submitted to Reviewer.

10. Select Save

- After saving the content page the Contributor receives an email regarding the update.

Email title: New Content Created in Your Access Section or Content has been submitted to

Reviewer (see Appendix D)

Edit Existing Glossary Terms

1. Select edit vocabulary

Figure 36 – Edit Glossary

2. Make edits in the detail page

3. Select Save

How to Add Tables

Copy and paste tables into the Body area directly from the Copy Doc.

*Note: When tables are copied and pasted from the copy doc, the table needs to be formatted to comply with guidelines. The header must be labeled as headers within the cell properties (as described below) to update the style. All created tables contain auto generated <th> tags which make the tables 508 compliant.

How to Format a Table

The general properties of a table such as Alignment, Width, Height, Cell Spacing and Cell padding can be updated for the entire table as follows:

1. Right click on the table

2. Select Table Properties

Figure 37 – Select Table Properties

3. Adjust table alignment from the Alignment drop down menu. Modify the Width, Height, Cell Spacing and Cell padding as needed.

Right Click

Figure 38 – Adjust Table Alignment

4. Select OK

As discussed in the previous section, the cells can also be formatted as header cells to satisfy

508 compliance and style guidelines:

5. Right click on the cell

6. Select Cell

7. Select Cell Properties from the dropdown menu

Figure 39 – Choosing Cell Properties

8. Change Cell Type to Header

Figure 40 - Updating Cell Type to Header

9. Select OK

Once saved the table will be updated to adopt the appropriate styles.

Figure 41 - Example of Updated Table Style

How to Insert a Cell

1. Right click inside the cell

Figure 42 – Insert Cell

2. Select Insert Cell Before or Insert Cell After

3. The cell will be added depending on where you want to add the cell. In this example, a cell is added before the first cell.

Figure 43 – Example Inserted Cell

1. Click here

2. Select Insert Cell

Before/After

How to Delete Cells

1. Highlight the cells you wish to delete

2. Right click inside the cells

3. Select Delete Cells

Figure 44 – Delete Cell

How to Merge Cells

You can merge cells right and down. For example, if you want to merge cells from the right

1. Right click on the left Cell (Cell Yes)

Figure 45 – Merge Cells

2. Select Merge Right

Figure 46 – Merge Right

3. Cells will merge right

Figure 47 – Example Merged Cell

Merging Cell Yes and No

Cells merged right

How to Insert a Row

1. Right click on the table where you want to insert a row

2. Select Insert Row Before or Insert Row After

Figure 48 – Insert Row

How to Delete Rows

1. Highlight the rows you want to delete from the table

2. Right click within the selection

3. Go to Row from the list and select Delete Rows

Figure 49 – Delete Row

How to Insert a Column

1. Right click on the table where you want to insert column

2. Go to Column from the list and select Insert Column Before or Insert Column After

Figure 50 – Insert Column

How to Delete Column

1. Right click on the column you want to delete

2. Go to Column and select Delete Columns

Figure 51 – Delete Column

How to Delete Table

1. Right click on Table

2. Select Delete Table

Figure 52 – Delete Table

How to Insert a Horizontal Line

1. Place cursor where the horizontal line should be located in the CK Editor

2. Select the horizontal line icon

How to Use Anchor Links

How to Add Anchor Links (or links to different sections within the same page.)

1. Click before the text where the anchor will go.

Figure 53 – Select Target Position for Anchor

2. Select the anchor icon (it looks like a flag).

Figure 54 – Choose Anchor Icon

3. The Anchor Properties box opens up. Type the Anchor Name as written in the Links table within the Copy Doc. Please note that this Anchor Name is case sensitive.

(In this example, the word ‘select’ was added as the Anchor Name)

Figure 55 – Select Anchor Properties

5. Notice red flag before text

Figure 56 – Observe Anchor Flag

6. Highlight the text that will link to the anchor

Figure 57 – Select Text to Link to Anchor

7. Select the link icon (it looks like a link in a chain)

Figure 58 – Link Text with Anchor

8. In the Link Type field of the Link box, select Link to anchor in the text from the drop down list.

Figure 59 – Select Link Type

9. Then select the word that links to the anchor text from the drop down list in the By Anchor

Name field. (In this example, the word “select” was selected) OR

10. Select the word that links to the anchor text from the drop down list in the By Element Id field.

Figure 60 – Select Anchor Name

11. Select OK

Figure 61 – Example New Anchor for Same Page Text

12. Select Save

Adjust Anchor Link Spacing to Single Spaced

1. Copy and paste anchor links into the Body or Preface of the CKEditor from Copy doc.

Figure 62 – Adjust Anchor Spacing

Notice text is hyperlinked

Click here and do

“Shift +Enter”

2. Click next to the last word of the first link and do “Shift+ Enter”. Repeat steps for the other links.

Figure 63 – Example Anchor Spacing

How to Add Anchor Links to Other Pages

1. In the CKEditor highlight the header of the text that the anchor link will link to

2. Select the flag icon.

Figure 64 – Select Text to Link to Other Pages

Figure 65 – Choose Anchor Flag

3. Give the selected text an Anchor Name

4. Select OK.

Figure 66 – Add Anchor Name

5. Create the link text, then select the Linkit icon

Figure 67 – Example Anchor to Other Page

Figure 68 – Link Anchor to Other Page

6. Auto populate the page

7. In the target path add “#”, then add the anchor name of the destination page

Example: /node/137#anchor

Figure 69 – Choose Existing Anchor Name

8. Select Insert link

How to Add Top Buttons (if your Copy Doc indicates)

1. Type the word “Top” in the CK Editor.

Figure 70 – Link Text to Anchor

2. Highlight the word, then right click and select the Linkit option.

3. Add ‘#page’ in Target path field.

4. Click Attributes, add “top” in the class field.

Figure 71 – Set Stylesheet Classes

Enter “top” here

Repeat for all other top instances. On Spanish site, highlight Arriba but still type top in the class field.

Tip: Many times, the top links will run into the horizontal lines. To avoid this, enter an extra space between the top/arriba and the horizontal line (or feature box) below it. In the editing screen, it may look like too much space, so save the page and review on the site.

How to Add Links to Other Pages or Websites

1. Refer to LABEL & LINK DESTINATION SUMMARY within Copy Doc

Figure 72 – Example Label & Link Destination Table

2. Highlight term/phrase within Drupal.

3. Select Linkit button.

Look for this table at the end of each Copy Doc.

4. Look at copy doc, URL Destination column in the Label & Link Destination Summary table for the appropriate link.

For Internal (studentaid.gov) page links, click the Linkit button and Auto populate the page by typing the title of the page in the Search content box.

Figure 73 – Adding Internal Website pages

Internal website pages go here. Start typing name of page to auto populate

For External links (anything other than this website), click the Link Info tab and select “http://” or “Error! Hyperlink reference not valid.” (depending on your target website) from the drop down list in the Protocol field and enter the external website URL in the URL field. Select the

Target tab and make sure the target path is set to New Window (_blank) from the drop down list.

Figure 74 – Set Target to New Window

How to add Spanish Links

Repeat steps 1-4 for Add Links to Other Pages or Websites.

Figure 75 – Remove "/es" from Target path

Spanish Resources Page Linking Instructions:

Figure 76 – Spanish Resource Page Linking

On the Spanish Resources page, the links to Pagina Web or Web Pages in the English column need the full StudentAid.gov URL pasted in the Target path. Instead of searching the content

Delete/es before inserting link.

like you normally do, please “hard code” in the full URL for the page (for example, https://studentaid.ed.gov/prepare-for-college). This will avoid linking to English content with a

Spanish menu.

How to Insert PDF within Body Content

Select Linkit – search content for the name of the PDF. You may need to try capitalizing the name of the PDF (College Preparation Checklist), or using the file name (college-prep-checklist.pdf)

How to Insert Image using the CK Editor

1. Select the IMCE button from the CK Editor

Figure 77 – IMCE Button for Inserting Image/PDF

2. Select the folder from left side of file structure to view images or use the upload feature

3. Select the Image you want to insert

4. Insert image in the Body section by clicking on Insert file from the top https://studentaid.ed.gov/prepare-for-college

Figure 78 – Insert File

Now the image has been inserted you need to add the appropriate alternate text to support people with disabilities for 508 compliance.

5. Right click on inserted image and select Image Properties

Figure 79 – Selecting Image Properties

6. Add the text that best describes the image in the Alternate Text field

Figure 80 – Adding Alternate Text for 508 Compliance

7. Select OK

Adding files in Drupal

When adding files outside of the resource tab, use the Add Content – Files feature illustrated below: Add File

Add/Change Files in Drupal

1. Select Find Content in Upper left of screen

2. Select the Files tab

3. If you are replacing a file that is already in Drupal, first delete the old file. Sort by title or date to scroll through to find the original file. Note that the file may be called by the file name (choosing-career-school.pdf) or file title (Choosing a Career School Carefully) so look for both.

4. Select Add file

5. Select Choose File and upload the file from your computer.

6. Select Submit

7. Change the name of the file to the file title. Refer to the Resources document in the

Stucom/Content Loading folder.

8. Select Save. (Ignore error message if received.)

9. Check Tiles. Refer to the Tiles document in the Content Loading folder on the K drive. Skim through the Resources column to see if the document you just changed was listed on any pages in the Resource tile. If you see the file listed, go to that page, and you’ll see a blank spot on the Resources tile where the file used to be. Click to edit the page, scroll down to the Resources section, and select remove media where the blank file is. Then, click add media and add the file you just changed. Select save. Repeat for all other pages where that file was listed in the Resources tile.

Figure 81 – Add Files

1. Click to find content

4. Click Add file

2. Click files tab

Add Images/Infographics

Choose an option and

If your Copy Doc suggests an image or infographic, follow these instructions:

1. Put cursor where you want the picture to go within the Body box.

2. Select the Add Media button.

3. Select Browse next to Upload a new file, or select Library or View Library to choose available files.

4. Press Submit

This screen will display. For a picture or infographic, choose Large. Give the picture appropriate

Alternate text for screen readers. Refer to Image Tracker spreadsheet for alternate text. Press

Submit.

5. (Optional) To Adjust Image sizes: In the editing screen, put your cursor on the bottom right corner of the image to decrease its size. Most pictures on the site will use either 240 or 170 for the width. Refer to the Image Tracker spreadsheet.**This resizing only works in Mozilla

Firefox, not Chrome.

Figure 82 – Submit New File

Step 2: Choose a file

Figure 83 – Choose Options

Feature Box

1. In the CK Editor locate the group of words to be highlighted

2. Type [highlight] before the content and [/highlight] after the content. This turns highlighting on and off.

Figure 84 – Highlight Content

Once the content has been saved, whether viewing the draft or published version of the page the selected text will have a yellow background

Figure 85 – Example Highlighted Content

How to Embed Media

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

2. Select the Share icon which is located under the video

Figure 86 – Select Share Icon

3. Select Embed

Figure 87 – Select Embed Feature

4. Copy the URL within the box from the YouTube site

Figure 88 – Copy URL

5. Go to the detail page in Drupal and select Embed Media icon from the CK Editor.

Figure 89 – Choose Drupal Embed Media Feature

6. Embed media dialog box opens.

Figure 90 – Paste URL in Dialog Box

Copy URL here

7. Paste the YouTube URL inside the box (it was copied in Step 4) and type “https” where it is indicated in the image below. Change width = “90%” and height = “315”

Figure 91 – Add "https" and Adjust Height

How to Add 508 Compliant Videos

In the CK Editor of the page, underneath every video create link, perform the following actions:

1. Type underneath the video: View accessible version (wmv)

2. Highlight the text, then click the Linkit icon

3. Paste the YouTube URL path in the video file

Note: Video will be embedded in the text box along with a link for the user to view an accessible version of the video.

Type “https:” here

Submit Content

How to Submit Content to Reviewer

1. Select the My Workbench menu option to access the list of pages and open a page listed in the My Edits section

2. Make edits in the content edit page

3. Select Publishing options from Format Tiles section

Figure 92 – Submit Content to Reviewer

4. In the Moderation state drop down menu change state to Submitted to Reviewer

- After saving the content page, Contributor and Reviewer receives an email regarding the update.

Email title: Content has been submitted to Reviewer (see Appendix D)

Section II – Reviewer

Reviewer Role Overview

The Reviewer can edit content or moderate the following states: Submit to Reviewer, Return to Contributor, In Review, and Submit to Publisher.

The Reviewer receives an email alert when a Contributor transitions a piece of content to

Submit to Reviewer.

A Reviewer can alert the Contributor that the content did not pass quality check by setting the Moderation state to Return to Contributor. The Contributor will receive an email alert.

When the Reviewer transitions a piece of content to Submit to Publisher an email alert is sent to the Publisher that the content has passed the quality check and is a strong candidate to be published.

Review Content

How to Review Content

The simplest way for a user to access the content that needs a review is through the Needs an

Action tab.

The Needs an Action tab gives the user the ability to see the most recently updated pages in their section along with search filters that can be used singularly or in a combination. The form’s goal is to provide a list of pages that directly impact the user and guide what duties need to take place based on the state of the displayed content:

a. Title: User can find content in assigned area by title

b. Type: User can find assigned content types in their assigned areas

c. State: User can find content by states that directly impact the user, for example if the user is a reviewer, the reviewer can do a search for all assigned content with the state

Submit to Reviewer

d. Section: User can search for content by section

e. Items per page: Determines how many pages will be displayed based on search results

Below are the steps to follow to Review content:

1. Select My Workbench, click the Needs an Action tab

Figure 93 – Select ‘My Workbench’

2. Select the document link to access one of the content items from the table.

Figure 94 – Select Content

3. Select Edit draft

Figure 95 – Choose Edit Draft

4. Select Publishing options from Format Tiles

5. Change the Moderation state to In Review so other users know that Reviewer is reviewing it and not to make any edits.

Figure 96 – Update Moderation State

6. Select Save

7. Click Edit Draft to view EDIT page

8. Review and make updates in the content edit page.

Figure 97 – Edit Content

How to Submit Content back to Contributor

If the Reviewer determines that there are content errors or if additional updates are necessary before the reviewer can route the content for publishing, the Reviewer can return the content to the Contributor for further editing.

1. Select Publishing options from Format Tiles

2. Select Return to Contributor from Moderation state drop down menu

Figure 98 – Return to Contributor

Note: An email is triggered to the Contributor to notify that content is ready for updates.

Email title: Please revise this Content (see Appendix D)

How to Submit Content to Publisher

If the Reviewer believe the content on the page has passed the quality assurance testing and is a strong candidate for publishing, the Reviewer can submit the page to the Publisher for consideration.

1. Select Publishing options from Format Tiles

2. Select Submitted to Publisher from the Moderation state drop down menu

Figure 99 – Submit to Publisher

Note: The user will receive an email confirmation that a notification has been sent to

Publisher and the status of the page has been updated.

Email title: Content is Ready for Review (see Appendix D)

Section III – Publisher

Publisher Role Overview

The Publisher can assign sections to editors, assign users to a menu, assign users to sections and pages, and restrict Contributors from editing a page.

The Publisher can edit content or moderate the following states: Submitted to Publisher, In

Publishers Review, Approved to Publish, Published, Unpublished, Return to Contributor, and Return to Reviewer.

When the Reviewer transitions a piece of content to Submit to Publisher an email alert is sent to the Publisher that the content has passed the quality check and is a strong candidate to be published.

The Publisher can alert the Contributor that the content did not pass quality check by setting the Moderation state to Return to Contributor. The Contributor will receive an email alert.

The Publisher can alert the Reviewer that the content did not pass quality check by setting the Moderation state to Return to Reviewer. The Reviewer will receive an email alert.

The Publisher can set a piece of content to Approved to Publish, set a schedule for publishing later using the operation Moderate to Published, or publish the content immediately by setting the state to Published.

The Publisher can unpublish a page.

The Publisher can manage users including adding a user and deleting a user.

Assign Sections to Editors

The Publisher can assign users to a Menu, Sections and individual pages

Menu

Menus are a collection of links (menu items) used to navigate a website. Examples of Menus are Main Menu, General Items, Data Center, Did You Know, Footer Menu, and Events.

Sections

Sections are a series of pages that consist of Parents and Children. Parents will be at the top of the list and the children will be underneath. An editor who is assigned to a Parent page/Menu has access to all pages that fall under the Parent page or Menu.

To see the Parent – Child relationship of pages in Drupal:

1. Select Configuration

Figure 100 – Examine Configurations

2. Select Workbench Access

Figure 101 – Select Workbench Access

There are three methods assigning users to the Workbench Access

Entire Menu: This selection will give privileges to the user for every page existing or newly created that is assigned to the specific menu

Section (parent vs. child): User can be assigned to a section, but the user will also have access to the to all the pages live underneath the parent

Individual page: Publisher can designate a contributor to one page specifically and that contributors access will be limited to that page only

When choosing which section to assign an editor to the publisher should examine the

Parent/Child relationships in Drupal to make the best decision about where to assign the editor.

The editor assigned to a parent will be able to edit all the content in the child sections beneath it.

Figure 102 – Evaluate Parent/Child Relationships

The Parent has one dash less than the Child. Look at the chart below. This shows a clear hierarchical representation of the sections in the Image above to identify the Menu, the Parent section, and all the Child sections.

Menu

Section/Parent

Child

Chart 1. Parent – Child relationship of pages in Drupal

If an editor is assigned to the Parent (About Us) then they will be able to edit that section and each of the Child sections. If an editor is assigned to a Child section, then they can edit only that child section.

Refer to Chart 1 for the following instructions. Contributor A, Contributor B and Contributor C are the editors in the examples below.

General Items

[Menu]

About Us [Parent]

IT standards Library

[Child]

Link to Us

[Child]

Contact Us

[Child]

Leave Us Feedback

[Child]

Data Center [Child]

Strategic Planning and Reporting

[Child]

How to Assign Users to a Menu

Example - Assign Contributor A and Contributor C to General Items (Menu)

2. Select Workbench access

3. Press (Ctrl+F) and type General Items in the search box window

Figure 103 – Choosing the Menu

4. Select General Items

5. Type Contributor A in the Add editor field

Type General Items

Figure 104 – Adding Editors to Menu

6. Select the Update editors button

7. Contributor A is now assigned to General Items menu

Figure 105 – Viewing Menu Editors

8. Follow the same step to add Contributor C

9. Contributor A and Contributor C are assigned to General Items Menu.

Figure 106 – Confirming Additions to Editors

NOTE: Under a menu there are different content types. Here is a list of content types with the associated Menu/s (Content Type on the left, Menu on the right)

Announcements Header – Announcement Header Menu

Article - Announcements

Basic Page – General Items, Main Menu, Footer Menu

Did you know – Did you know Menu

Pull Quote – Pull Quote Menu

Static Image – Pull Quote Menu

Webform – Webform Menu

NSLDS – NSLDS editable fields, glossary, quick links

How to Assign Users to Sections

Example - Assign Contributor A to About Us

1. Select Configuration

2. Select Workbench access

3. Press (Ctrl+F) and type About Us in the field

4. Select About Us

5. Type Contributor A in the Add editors field

6. Select the Update editors button

7. Contributor A is now assigned to About Us and therefore can edit any content in the About

Us section including any of the child pages.

How to Assign Users to Existing Pages

Editors can be assigned to New or Existing pages. New pages are pages with no revisions whereas existing pages are pages with multiple revisions.

Example - Assign Contributor A to Data Center

1. Select Configuration

2. Select Workbench access

3. Press (Ctrl+F) and type Data Center in the field

4. Select Data Center

5. Type Contributor A in the Add editors field

6. Select Update Editors button

7. Contributor A is now assigned to Data Center

How to Assign Users to New Pages

Example #1- Assign Contributor B to a new page called Leave us Feedback #2 which is going to be the child of Contact Us.

1. Select Add Content

Figure 107 – Assign Editors to Pages

2. Select Basic page

3. Type Leave us Feedback #2 in the title field and scroll down to formatting section and select Menu settings

4. Check the Provide a menu link checkbox

Figure 108 – Create Basic Page

5. Select Contact Us from the parent item field

6. Select Save. The new page has now been created.

Figure 109 – Example Created Page

7. Select Edit draft tab from the same page

8. Scroll down and select Moderation Group from the Edit form

Figure 110 – Set Moderation Group

9. Scroll through the pages from the Section field. Leave Us Feedback #2 will be highlighted and you will see the new page Leave us feedback #2 will be under Contact Us

Figure 111 – Confirm Content Assignment

10. Select Leave us Feedback #2

Figure 112 – Save Assignment

11. Select Save

Example #2- To assign Contributor B to Leave us Feedback #2

Figure 113 – Assign Contributor

2. Select Workbench Access

3. Press (Ctrl+F) and type Leave us Feedback #2

Figure 114 – Choose Content for Assignment

4. Select Leave us Feedback # 2

Figure 115 – View Editors

5. Enter Contributor B in the Add editor field

6. Select Update editors

Figure 116 – Add Editor

7. Contributor B is now assigned to Leave us Feedback #2

Figure 117 – View Updates

To verify that Contributor B is assigned to “Leave us Feedback #2”

1. Select People from the main menu

Figure 118 – Verify Assignment by Contributor

2. Select Contributor B from the Table below

Figure 119 – Select Contributor

3. Select the Sections tab

Figure 120 – Choose Sections

4. You will see all the pages that Contributor B is assigned to. From the image below you will see Contributor B is assigned to Contact us and Leave us Feedback #2

Figure 121 – View Contributor Assignments

How to Restrict other Contributors from Editing a Page

Example - Restrict Contributor A from accessing “Leave us Feedback #2”

Figure 122 – Select Contributor

2. Select Contributor A and deselect all the Sections that Contributor A is assigned to.

Figure 123 – Select/deselect Assigned Sections

3. Select Save Sections

Publish Content

Publishing a page

1. Publisher receives an email that Content is Ready for Review.

2. Click the page link within the email to be taken to the View draft mode.

3. Select the Edit draft tab to edit draft of an unpublished page that was Submitted to

Publisher

Figure 124 – Edit Draft

When the publisher receives an email alert that content has been “Submitted to Publisher”, this is an indication that the page has passed the quality assurance testing and is a strong candidate for publishing.

4. Select the Publishing options link from Format Tiles. Change Moderation state to In

Publishers Review

Figure 125 – Update Moderation State

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

Email title: Content is now in Publisher Review (see Appendix D)

Approve to publish

1. Select Publishing options from Format Tiles and select Approved to Publish from the

Moderation state drop down menu.

2. Select Save

After saving the content page the Publisher receives an email regarding the update.

Email title: Content is Approved to Publish (see Appendix D)

Publish

1. Select Publishing options from the Format Tiles and select Published from the Moderation state drop down menu.

Figure 126 – Publish

2. Select Save

- After saving the content page, Publisher receives an email regarding the update.

Email title: Content is Published (see Appendix D)

How to Auto Publish a Content Page

1. In the Edit Entry form select the Moderate Tab

2. Select Schedule

3. Select Add scheduled revision

4. Select the Revision number chosen for auto publishing

5. On Operation drop down menu select Moderate to Published

6. Select Date and Time

7. Select Schedule

Figure 127 – Schedule Publishing

Figure 128 – Revise Schedule

Figure 129 – Update Scheduled Date

How to Return Content to Contributor

2. Select Return to Contributor from Moderation state drop down menu.

Figure 130 – Return to Contributor

Email title: Please Revise this Content (see Appendix D)

How to Return Content to Reviewer

2. Select Return to Reviewer from Moderation state drop down menu.

3. Select Save

- After saving the content page the Reviewer receives an email regarding the update.

Email title: Content needs to be Reviewed Again (see Appendix D)

How to Use the Convert tab

There are eleven content types. The convert function allows the user to transform one content type into another. There are many different conversion scenarios that can be created but they all operate off the same scenario:

In this example the user will convert a Basic Page into an Announcement

1. Click the Convert tab of the Basic Page

2. From the To what content type should this node be converted drop down menu select the content type that the Basic Page will be converted to, then click Next

Figure 131 - Convert Tab

3. Every Content type already has a number of fields populated in each associated edit entry form, for each field that is either different or not present the user updates the 4 choices for each field

a. Discard: remove the differing field

b. Replace body: replace

c. Append body: keep the original body with option of adding additional content

d. Insert body: keep the original body

4. Select Convert

Editing a Published page

1. Select My Workbench from the menu and select the content from All Recent Content table.

Figure 132 – Select 'My Workbench'

Figure 133 – Choose Content

2. Select the New draft tab to edit draft of a published page

Figure 134 – Select New Draft

The new draft option is selected once a published piece of content is chosen for more updates.

The user will select New draft to add the additional updates. Once the user clicks Save, an additional revision number is added that is only editable or reviewable by users with the correct permissions. At the same time this New draft will allow internal users to update content, while keeping the public facing content consistent with the original information.

How to Unpublish Page

1. Select Publishing options from Format Tiles section and then chose Approved to Unpublish from Moderation state drop down menu on the entry form.

Note: User must complete this step in order to receive the notification emails.

2. Select Save

3. Access the Edit Entry form and scroll down to the bottom tabs

4. Select Internal nodes and select the 404 option

5. Select Publishing options from Format Tiles section and then select Unpublished from the

Moderation state drop down menu on the entry form.

Figure 135 – Unpublish

6. Go to the XML Sitemap section and select Excluded from the Inclusion drop down list.

Excluded: this choice will disallow the page to enter the sitemap and access to search engines

(Used by a Publisher when they “Unpublish” a page so that the page doesn’t show up in web searches).

Figure 136 – Exclude from Sitemap

7. Select Save

- After saving the content page the Publisher receives an email regarding the update.

Email title: Content has been Unpublished (see Appendix D)

Click here to exclude from sitemap

Verifying unpublished pages

There are two ways to verify an unpublished page

1. Access the URL of the unpublished page without being logged into the Drupal application, and the user will receive a 404 page, or

2. As a logged in user navigate to the URL of the unpublished page, then select the moderate tab and in the list of revisions the latest state will say “Unpublished” the top row of the revisions tab will be highlighted in red

Search Unpublished page

1. While logged in go to https://origin3.studentaid.ed.gov/unpublished-content or select

Search Content from the gray admin bar

2. If the title is known, fill out the “Title” field and set the “Published” field to “No” , then click

Apply

How to Add Content Type

1. Select Structure from the main menu

Figure 137 – Add Content Type

2. Select Content types

2. Select Content types https://test.ise.ed.gov/unpublished-content

Figure 138 – Select Content Type

3. Select edit, manage fields and manage display on this page as appropriate

How to Add Menu

1. Select Structure from the main menu

2. Select Menus

Figure 139 – Add Menu

3. Select edit menu from menus table to edit menu

Figure 140 – Select Menu

1. Select Structure

2. Click here

Figure 141 – Edit Menu

Click save

Manage Users

How to Add User

Note: Only users with an approved ISE User Access form may be added

2. Select Add user

Figure 142 – Add User

2. Click here to add users

3. Create a Password for the new user (password must be at least 12 characters in length)

Figure 143 – Select User

Figure 144 – Confirm Active User Status

4. Select the appropriate role for the new user.

Figure 145 – Select Role

Figure 146 – Select Language

5. Click option Notify user of New Account, if not, new user will not get an email of new account created.

6. Select Create new account

How to Delete a User

1. Go to the black Admin Menu at the top and click People

2. From the list of users click the checkbox next to the user name

3. At the top look for update option drop down menu

4. Select Cancel the selected user accounts, then click update

5. Find the radio buttons located under the When cancelling these accounts title, and ensure that the Disable the account and keep its content option is selected

6. Select Cancel Accounts

How to Use the Guest Viewer Role

A guest viewer only has the ability to view a content draft before it is published. The guest viewer role should be assigned to an individual who does not require any type of content editing privileges. A piece of content that needs additional quality assurance with a state of

New -> Approved to Publish can be reviewed by a user with Guest viewer role once the draft

URL has been provided to him/her.

Appendix A

Use Format Tiles and Other Settings

Format Tiles are located at the bottom of Content Detail page.

Figure 147 – Format Tiles Section

Format Tiles Section refers to this area of the page from Quick links to

Moderation Group

Quick links

If your Copy Doc shows you need to add Quick links perform the following:

1. Select the Quick Links tab.

2. Start typing the title of the page you are linking to, and it should appear as an option.

3. Choose Add another option to add more links.

Figure 148 – Choose Quick Link

Choose the appropriate link and enter it in the

Quick links field

Resources

If your Copy Doc shows a Resources tile perform the following:

1. Select the Resources tab.

Chose Select media

Figure 149 – Select Media Resource

2. Select Library to find the recommended Image.

Figure 150 – Search Library for Image

Click here to select resource

Figure 151 – Select Image from Library

3. Select the Image

4. Select Submit

5. (Optional) Select Add another item to upload an additional Resource(s) from the Copy Doc

(if listed/required)

Figure 152 – Add Items from Copy Docs

1. Select

Image

2. Click here

Upload a New File

1. Select Upload

2. Select Choose File and browse for the document that you want to upload.

Figure 153 – Search for File

3. Select File and click Submit

Figure 154 – Select File

4. Select the Preview option to view Resource Tile. Resources Tile will be displayed on the right side of the Detail page. (If user selects save, then user should select View Draft to view

Resource Tile.)

Figure 155 – Preview Moderation Group

Figure 156 – Example Resource Tiles

Static Blocks

1. Select Static Blocks

Includes Contact Us, New Media (Social Media), Facebook Like Twitter Feed Tile, Events, Static Image, Did You Know, Pull Quote and Static Image.

2. Check the appropriate box if you see Contact Us, New Media, Facebook, Twitter, or Events

Tiles listed in the Copy Doc.

Figure 157 – Select Static Boxes

Select the

Checkboxes

Did You Know Tile

1. Select Add content tab

2. Select Did You Know link

3. Add a Title and Body text (Copy content directly from Copy doc)

4. Select Publishing options and change the Moderation state of the page from New to Draft.

5. Select Save

- After saving the content page the Contributor receives an email regarding the update.

Email title: New Content Created in Your Access Section (see Appendix D)

6.