AFPIMS-SOPs-DGOV-NEWFINAL-4-20-16.pdf

Defense.gov Content Management System User’s Guide

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Table of Contents

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Table of Contents

INTRODUCTION

Section 1: Defense.gov (DGOV) Overview

Section 2: Accessing the AFPIMS CMS

Section 3: Basic CMS Navigation

Section 4: Categories and Tags

Section 5: Loading Content into the AFPIMS CMS

5.1 News Article Module Cheat Sheet

5.1.1 Create a New Article

5.1.2 Previewing a News Article (new as of 1/26/16)

5.1.3 Adding Related Content – Images, Embedded Content, Hyperlinks, Related Links, Bio Links .. 16

5.1.3A – Adding New Images not already in the Shared Media Manager

5.1.3B - Adding images to the News Article Top Rotator that already are in Shared Media

Manager

5.1.3C - Adding Videos to the News Article Top Rotator

5.1.3D - Embedding Images and Videos Within the Body of the News Article

5.1.3E - Adding Hyperlinks With News Article Body/Copy

5.2.4F-Adding Biographies/Speech Links etc

5.1.3G- Adding External Related Content

5.1.3H - Adding Related Videos

5.1.4 Selecting Tags/Category

5.1.5 Publishing News Articles

5.1.6 External Stories Module Cheat

5.2 Shared Media Manager Cheat Sheet

5.2.1 Managing and Sharing Media aka Images

5.2.2 Uploading/Adding Images and Other Media

5.2.3 Approving Uploaded Draft Images

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5.2.4 Adding Art/Graphics (usually for special reports or info graphics to be used with news articles)

5.2.5 - Adding Headline Images (thumbnails)

5.3 Creating Photo Essays Cheat Sheet

5.3.1 Finding Images in Shared Media Manager to Create Essays

5.3.2 Building Photo Essays

5.3.3 Adding Images to an Essay in Draft or Published Status

5.3.4 Editing Photo Essay Captions

5.3.5 General Photo Essay Creation Guidelines

5.3.6 Preparing the Week in Photos Essay

5.3.6A – Preparing the Week in Photos Promo Graphic/Lead Rotator

5.3.6B Images for the Promo Graphic

Section 6: Procedures for Posting Items to DGOV

6.1 Top Stories Module Cheat Sheet

6.1.1 Managing Content via the Top Stories Dashboard

6.1.2 Adding Headline Media (Home Page Thumbnails), Subheadline Links, Single Word Links and

Video Links to Blurbs

6.1.2A Adding Headline Media (Home Page Thumbnails)

6.1.2B Adding Subheadline Links and Single Word Links to Top News Articles

6.1.2C – Adding Single Word Links to Content

6.1.1D - Adding Video Links

6.2 More Stories Module Cheat Sheet

6.3 Features Column Module Cheat Sheet

6.3. 1 Adding Feature Stories

6.3. 2 Adding Headers/Divisors to the Features Column

6.4 Lead Rotator Module Cheat Sheet - Publishing Rotator Photos, Graphics & Videos

6.4.1 Adding Lead Photos or Graphics

6.4.2 Uploading New Lead Photos from Hard Drive

6.4.3 Searching for Photos Already in AFPIMS CMS

6.4.4 Selecting Images for the Lead Rotator

6.4.5 Categorizing Images for the Lead Rotator

6.4.6 Adding Videos to the Lead Rotator

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6.4.7 Linking Related Content to a Lead Rotator Item

6. 5 Top Videos Module Cheat Sheet

6.5.1 Adding a video to the Top Videos Module

6.6 Blogs Module Cheat Sheet

6.7 Broadcast Events Module Cheat Sheet

6.7.1 Managing Events

6.7.2 Editing and Deleting Events

6.7.3 Sending Bulletin for Top Story Video Event Cheat Sheet

6.7.3A -Sending a Top Story Video Event GovDelivery Bulletin

6.8 Special Reports Widget Cheat Sheet

6.8.1 Adding a New Special Report to the Home Page ‘Widget’

6.8.2 Uploading New Graphics from Hard Drive

6.8.3 Searching for Graphics Already in AFPIMS CMS

6.8.4 Selecting Images for the Special Report slider

Section 7: Guidance for Content Management

7.1 Guidance for Posting Items to the DGOV Home Page

7.1.1 Placement Philosophy

7.1.2 Crafting Headlines & Blurbs

7.1.2A-Guidelines for Crafting Headlines

7.1.2B-Guidelines for Writing Blurbs

7.1.3 Thumbnail Creation & Use

7.1.4 Linking Related Content

7.1.5 Features Column

7.2 Guidance for Locating, Processing , Selecting Images for Posting

7.2.1 Imagery Elements/Guidelines for the DGOV website

7.2.1A Lead Photo Rotation:

7.2.1B Photo Essays

7.2.1C Week in Photos

7.2.1D Special Reports

7.2.1E Year in Photos

7.2.2 Photo Caption Writing & Editing Guidelines

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7.2.3 Locating Images for Posting

Section 8: Gov Delivery (product subscriptions)

8.1 How Gov Delivery Works

8.2 Passwords for Gov Delivery Products

Section 9: Special Reports

9.1 Special Report Kickoff Meetings

9.2 Designers’ Procedures - Special Reports

9.2.1 Design and Design Review Procedures

9.2.2 Procedures to Launch Special Reports

9.2.3 Guidance for Pre-launch Review

9.2.4 Guidance – Special Report Blurbs

Section 10: Uploading/Posting Documents

10.1 Uploading Documents/File Manager Cheat Sheet

10.1A Managing and Sharing Media

10.1B Adding Media (Documents)

10.1C Approving Media

10.2 Posting Documents on Publications Page

Section 11: Removing for Edits/Deleting Published Content

11.1 News Articles

11.1A Deleting a News Article

11.1B Removing a News Article With Plans to Republish

11.2 Pressops Content

11.2A Deleting a News Release

11.2B Removing a News Release With Plans to Republish

11.3 – Updating Today in DoD

11.4 – Removing/Deleting Images

Section 12 Site Metrics - Using Urchin

Section 13: AFPIMS CMS & Gov Delivery Troubleshooting

13.1 AFPIMS CMS

13.1.1 Identifying & Reporting Critical Issues

13.1.2 Identifying & Reporting Major Issues

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13.2 Gov Delivery

13.2.1 Identifying & Reporting DoD News Article Account Issues

13.2.2 Identifying & Reporting Press Operations Account Issues

13.2.3 Emergency Notifications/Listserv Malfunction

APPENDIX A – Categories & Tags

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INTRODUCTION

This manual provides guidelines and technical standard operating procedures in the form of “cheat sheets” for locating, collating, assessing, editing, processing and posting content to the Defense Department website, www.defense.gov.

Types of content addressed in this manual include the following:

1. DoD News Articles

2. Items posted to www.defense.gov that link to content on other sites

3. Images/graphics

4. Videos

5. Documents/PDFs

6. Press Operations products such as news releases etc.

7. Special Reports – self-contained Web pages (micro sites) that focus on events or topics

All content is posted to www.defense.gov using the AFPIMS content management system.

Each piece of content loaded into the system must be categorized and tagged for search engine optimization.

Some types of content are available by subscription via the Gov Delivery system described later in this manual.

In addition, the News Content Management Team monitors the site for 508 compliance.

http://www.defense.gov/

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Section 1: Defense.gov (DGOV) Overview

The Defense Department website is one of the premier cabinet-level websites. The site offers a wide variety of content including news articles and broadcast videos produced by elements of the Defense Department and specifically the Defense Media Activity. The website also features strong imagery taken by military photographers in the field.

The Defense Department home page has 10 sections:

1. Top Stories – showcases the top DoD News Articles and Videos

2. More Stories –features items moved out of Top Stories that still are relevant

3. Features Column – highlights Face of Defense and other feature articles & video stories

4. Lead Rotator –highlights the best imagery from military photographers and graphics linking to Special Reports, as well as graphics to promo livestream events

5. Photo Essays –features photo collections of images taken by military photographers

6. Top Videos –features DoD News broadcast pieces and full event videos

7. Special Reports Widget – highlights special reports

8. Blogs Column – features DoDLive and other blog posts

9. Broadcast Events – alerts viewers to livestream events

10. Video on Demand – links to www.defense.gov/video, which features all DoD videos http://www.defense.gov/video

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Section 2: Accessing the AFPIMS CMS

All users are required to take separate training on the use of the AFPIMS content management system (CMS) before they can be provided with a user name and password. Please notify your supervisor to schedule training.

In addition to the user name and password, a CAC login is required to access AFPIMS.

AFPIMS is a “what you see is what you get” or WYSIWYG system. The user view of the home page in editing mode is a mirror image of what users see on the live site.

To log into the system:

1. Copy and paste the AFPIMS URL into your browser: https://dgov.dod.afpims.mil

2. The user agreement will pop up; click OK

3. Enter user name and password and click “Login.”

https://dgov.dod.afpims.mil/

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4. In the upper right corner of the black AFPIMS navigation bar, click on Edit This Page and check Stay in Edit Mode

5. NOTE: Your view of AFPIMS may differ. The team lead, deputy team lead and the graphic designers have administrator privileges that allow them to create pages, add to the navigation system, and to create modules and move modules on the page. The remaining team members have content manager privileges that restrict page and module movement and creation.

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Section 3: Basic CMS Navigation

AFPIMS has three navigation bars: the black AFPIMS command navigation bar, the blue site management/content creation navigation bar and the module navigation bars on each of the home page modules (aka dashboards).

Users will learn how to use the navigation bars by following directions in the specific content area sections in this user guide.

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NOTE: From the black AFPIMS navigation bar, you must select EDIT and check STAY IN EDIT MODE to do anything.

Section 4: Categories and Tags

Content such as news articles, photo essays and individual images uploaded in AFPIMS must be categorized and tagged.

Categories are broad “buckets” that describe content.

Tags are more specific and help public users when searching for items on defense.gov.

Instructions on how to add tags are included in the SOP for each particular type of content.

Please refer to Appendix A in this guide; updates will be distributed as needed.

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Section 5: Loading Content into the AFPIMS CMS News articles and images must be uploaded into AFPIMS before they can be displayed on defense.gov or on special reports.

5.1 News Article Module Cheat Sheet

Overview News articles generally are created and published by the team of editors. Content managers also may publish launch announcements for special reports or promos for livestream events.

The content managers also access this module to link or insert related content that will appear on the article page and the defense.gov home page.

5.1.1 Create a New Article

1. Hover your mouse over News on the navigation bar, and click News Articles.

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2. To create a new news article, click Submit News located beneath the search box.

3. Fill in the Title block with the article headline – this is a required field.

4. Leave the Headline Title blank – the Headline title appears on the home page and is written by the content managers when they post the item to the page.

5. Select Unit from the drop down menu – this is the writer’s unit

6. Fill in the Dateline block with the story dateline (location - date)

7. Fill in the Author block with the writer’s name

8. Fill in the Summary section – this is the blurb that will appear on the home page; this may be edited/rewritten by the content managers when they post the item to the page.

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9. Click inside the Body Box before beginning to paste article text; make sure you see the cursor.

10. Highlight the text from the Word document and either drag and drop, or copy and paste the text, into the Body Box.

11. It is highly recommended that you click Save Draft after pasting in the body copy. The News Article will remain open so that you can continue editing or adding content.

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5.1.2 Previewing a News Article (new as of 1/26/16)

If you are inputting a News Article for the first time, you can see the preview before you click Save Draft. (It is highly recommended that you save the draft initially before making additional changes.)

If the article already has been published, you can preview any changes or addition of related content before clicking Update to re-publish.

1. To see a preview, click the PREVIEW tab.

2. You will NOT immediately see the preview – do NOT be alarmed! You must then click View Changes to see the Preview

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3. After you click View Changes, you will see the actual Preview. If you need to make changes, click the Content tab to return to the copy. Return to Preview and click View Changes to check your work. Repeat until you are satisfied.

5.1.3 Adding Related Content – Images, Embedded Content, Hyperlinks, Related Links, Bio Links

5.1.3A – Adding New Images not already in the Shared Media Manager

1. Scroll past the body section of the News Article Template to the Media – Images and Documents section. (Note: This section allows you to add images, documents and videos to the News Article, although video is not labeled.)

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2. Click on “Add Media.”

3. The media selector will expand.

4. Make sure the word PHOTO in the upper left tab is highlighted in yellow.

5. To upload a new image, choose Insert New Media, located in the upper right corner of the box with a green Plus symbol.

6. Click OK when you see the security notice; only released items may be loaded.

7. When the pop-up box opens, select Choose Files.

8. You may drag and drop the image(s) you want to appear with the article, or select the files from your hard drive.

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9. You should see a preview of your file to in the right Image Preview pane. You also will see your file(s) listed underneath the Finalize File(s) button. You can upload multiple images, and they will stack underneath the Finalize File(s) button.

10. Once you are satisfied with the image, click on Finalize File(s) button to complete the upload(s).

11. At this point, you should see the metadata embedded in the .jpg image. You may now edit the caption; be sure to fill in all the required fields for location etc.

12. Choose a category and add tags. See Section 4 and Appendix A in this guide.

13. To publish the image, change the status (at the top) to APPROVED

14. Select CONTINUE. Note: If you have uploaded more than one image, the next image should appear and you should repeat the process until all images are added.

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15. Once you are finished, you will return to the original screen. Click the X in the bottom right corner to close out and return to the article view.

16. To add images to the article, you will need to SELECT an image or images. When you have made your selection, choose ADD SELECTED MEDIA.

17. After the image has been added, by default “Top Rotator” will be selected;

however you must choose where it will be displayed.

18. From the image dropdown menu that reads “move to,” select Top Rotator if you want the image to appear above the article or select Headline Media if you want the image to appear as a thumbnail on the home page. To add video for embedding within the article, select “MISC.” Ignore the slideshow option.

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19. Once the image has been added, click the pencil icon to edit the caption and headline that will be displayed.

(NOTE: If you want to use the same image in the Top Rotator and as Headline Media, you will need to select and add the image twice, then use the image dropdown menu to select placement.)

5.1.3B - Adding images to the News Article Top Rotator that already are in Shared Media

Manager

1. From the Media – Images and Documents section in the article, you also can use the keyword search feature to add already published images to the article.

2. Choose site images from the tab on the right.

3. Set the date parameters for the search using the box in the upper left of this section.

4. Type in your keyword, and click the Search icon.

5. Click ADD SELECTED MEDIA.

6. Repeat from Step 16 above.

5.1.3C - Adding Videos to the News Article Top Rotator

1. In the Media – Images and Documents section, click Add Media

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2. A new button that says Add Video will appear with a box to paste in the DVIDS or YouTube ID (or full URL).

3. Paste in the ID number or full URL and click the blue Add Video for Top Rotator button.

4. Once the video has been added, click the pencil icon to edit caption (if caption is to be displayed) and the headline; click override. The override feature affects only the displayed caption and will not change the metadata. If you do not click override, the headline and caption (if caption is to be displayed) will be pulled from the metadata.

5. Once you have finished, the video will appear in the News Article Top Rotator with other still images. The Top Rotator is the default placement and those images should appear in a green box.

6. To re-order items in the News Article Top Rotator, click and hold on the crossed-arrow move symbol and drag into desired order.

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5.1.3D - Embedding Images and Videos Within the Body of the News Article

You can manually insert an image or video into the body/copy of a News Article by using a “token,” which is a swatch of HTML code that dictates which image or video will be displayed, size and alignment. All options/variables (i.e. size, alignment, notitle, nocaption, etc.) should be separated with a colon “:” as in the example below.

Follow the instructions for adding media to a news article, then from the “Move To” dropdown choose “MISC” (the item should turn purple). Once media has been added to an article, it can be embedded by pasting a token in the desired place in the body/copy of the News Article.

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For the token to work, it must be have an opening bracket [ and a closing bracket ]. To build a token, use the formula below and fill in the desired options. Each option in the token must be separated with a colon. You do NOT have to include all options; see NOTES below on when to leave out options.

1. Token formula: [media:ID#:{option1}:{option2}:...]

a. Media ID: Once media is added to an article, it is assigned a media ID and is visible in the Shared Media Selector. (Each image is numbered 1-??) Find the number.

b. Option 1 :

Sizes: thumb | small | medium | large | xlarge (small is the default)

NOTE: small is the default size if you do not add this option

c. Option 2:

Alignment: left | right | center

NOTE: text will wrap around left and right, large and xlarge will default to center placement, others will default left)

d. Option 3:

notitle – this will prevent the media title from displaying

NOTE: Use notitle when embedding still images Do NOT include this option when embedding videos and the title will display by default.

e. Option 4:

nocaption – this will prevent the caption from displaying

NOTE: Use nocaption when embedding videos Do NOT include this option when embedding still images and the caption will display by default.

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SAMPLE FORMULAS

[media:ID#] Inserts Small image/video left justified [media:ID#:right] Inserts Small image/video right justified [media:ID#:medium] Inserts Medium image/video left justified [media:ID#:small:notitle] Inserts Small image/video left justified ,no title [media:ID#:medium:nocaption] Inserts Medium image/video left justified, no caption

2. Insert a token into the Body/copy in the desired location. There should be no spaces before or after the token.

EXAMPLE

[media:1:large] – This formula adds the media that is labeled with Media ID:1, places a large version of this image in the center and displays the title and caption of the image.

(By default, large/x-large images are centered).

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3. Preview or Published mode, this is what the above example token with a still image will display:

4. Here is an example of how a video will display with this token [media:2:nocaption:small]

NOTE: Video “soundbites” should be placed next to the printed version of the quoted material as indicated by the writer. Simply highlight and delete that language and replace with the token you have built. Make sure that the token is NOT boldface.

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5. NOTE: To preview video or image embed placement, you CANNOT use the preview tab in the Article CMS. Instead, navigate to CM in the Blue Navigation bar, hover over My Articles and right click and select open in a new tab or window.

6. Next, select Draft All Users from the dropdown if you did not create the article.

7. Click on the headline of the article in which you have embedded an image or video.

Assess the visual placement of the items and check the headline and caption if displayed.

8. If you check the preview and need to move the token to improve the placement, return to the news article to edit, SAVE DRAFT and preview again.

9. If you have three media items to embed, they should be spread out through the copy.

10. Look at the image or video thumbnail – if the person is looking to the left, you would place that media item on the right using the word “right” in your token.

11. When you are satisfied, click SAVE DRAFT, preview one last time and then publish.

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5.1.3E - Adding Hyperlinks With News Article Body/Copy

Hyperlinks embedded in copy pasted from a Microsoft Word document will transfer to the body of the News Article in the CMS. NOTE: You will need to use the hyperlink option in the CMS to make the hyperlinked item open in a new window.

1. Highlight the language (word or phrase) that has a hyperlink.

2. In the menu in the body copy selection, click the Hyperlink Manager icon.

3. A new window will pop open.

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4. Do NOT touch the “Page” dropdown, or your link will disappear.

5. DO click the arrow in the “Target” dropdown and select “Open In a New Window.”

6. Click OK.

7. Be sure to preview the news article to test that the link is intact (complete) and functions as desired.

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5.2.4F Adding Biographies/Speech Links etc.

1. Navigate to the Related Items Section

2. Select RELATED CONTENT, which is the first tab, to add content that already is in

AFPIMS CMS.

3. From the dropdown, select the type of related content: News (for related articles), Biographies, etc.

4. In the next dropdown to the right, choose DGOV.

5. In the next dropdown to the right, type in the keyword for your search.

6. Click on SEARCH.

7. Review the search results and click Add Content.

8. NOTE: Biographies on sites other than DGOV should be added as Related

External Content

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5.1.3G- Adding External Related Content

1. Select the second tab, External Related, to add related content hosted on another site. Example: the president’s bio.

2. Add the URL, select Type, add the Title and click Add Related URL.

3. A one-word title will make the item appear at the end of the blurb on the DGOV home page. More than one word will cause the item to “subheadline” – placing it beneath the blurb on the DGOV home page as a bulleted item.

NOTE: All related items will stack, with the newest at the top of the list; use the up down arrows to order content.

2nd NOTE: To have a related item of any type show under the blurb on the home page of defense.gov, click the “eyeball” icon, and you will see “Dashboard Only” in green next to the item.

You will have to add some items twice, if an item needs to appear with the home page blurb (or as a subheadline on the homage page) AND on the News Article page.

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5.1.3H - Adding Related Videos

(These appear beneath article instead of in the News Article Rotator or as an embedded media item. An example would be the Full Event video on demand.)

1. Select the third tab, Related Video

2. Enter the Video ID (DVIDS or YouTube) and click Get Info to get to this screen:

3. Edit the description and click Add Video.

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5.1.4 Selecting Tags/Category

You must add keyword tags and select a category to the News Article before publishing.

Refer to the related list of categories and tags in Appendix A – do NOT make up your own.

5.1.5 Publishing News Articles

1. To publish a news article for the first time, click Submit at the bottom of the page.

2. To re-publish an already published news article after making changes, click Update.

Note About Editing/Adding Content: If you are trying to access a News Article to edit a blurb or headline or to add content, and another editor or content manager is working in the article or has it open on his/her screen, you will get a pop-up notification telling you who is in the article.

Please call/email the individual if you need to proceed and override by clicking OK. Otherwise, click cancel.

IMPORTANT: If you try a second time (without calling or emailing), and the individual still is in the article, do NOT check the box that disables notifications. This is a Chrome insert, but if you check that box, you will not be able to access the article again without logging out of the CMS, clearing the Chrome history, closing Chrome, re-opening Chrome and logging into the CMS again.

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5.1.6 External Stories Module Cheat

1. The External Stories Module is used to add stories from other websites to the CMS for placement on the DGOV home page.

2. In the blue navigation bar, hover over News and select External News Admin from the dropdown.

3. Select Submit External News

4. Fill in the Title

5. Enter the URL for the story located on another site (No .coms).

6. Click Save Draft to save for later or Submit to publish immediately.

7. The story will be available to be posted via the Top News, More News or Feature modules.

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5.2 Shared Media Manager Cheat Sheet

The Shared Media Manager is the tool used to upload and manage photos, art, and graphics on the DGOV website. It also creates a sharing environment in that it allows you to pull in images to DGOV from other sites hosted in AFPIMS and vice versa.

5.2.1 Managing and Sharing Media aka Images

The Shared Media Manager is located directly from the main navigation and can be accessed throughout different modules that allow you to add media to various products, such as stories.

In the top navigation bar, click on Media and choose Shared Media Manager.

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● Using the buttons on the left, you can sort to show Photos, Art and Graphics, Drafts, and Approved media. You can show any combination of those choices by clicking the buttons until they are yellow. Note that you may have to adjust the “created between” dates to see the media.

● Use the tabs – My Media, Site Media, Service Media and All Media - on the right side of the Shared Media Manager window to sort images.

○ My Media: These are images that you have uploaded from your hard drive.

NOTE: If all of the images you have uploaded are not showing, change the date range using the Created Between date boxes.

○ Site Media: Images that have been uploaded by all the users on your site.

○ Service Media: This includes all images uploaded by all the services into AFPIMS.

These images can be “shared” to your site by clicking the blue plus sign next to the image. Note that if you do not add an image to your site by using the share button, you cannot access this image using the media selector tool on other content items.

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○ All Media: Lists all media loaded within AFPIMS, regardless of branch. This will allow you to pull images from other service branches.

● The key at the bottom of the screen tells you how to use the icons beside each photo to approve, share, un-share, edit, and delete each item as well as indicating if the media is Approved, Draft, or being Encoded.

5.2.2 Uploading/Adding Images and Other Media

The following steps walk you through adding photos, art, and graphics. You can add as many images as you wish at one time.

1. Log in to the AFPIMS CMS.

2. Click Edit Page and from that dropdown choose Stay in Edit Mode.

3. In the top navigation bar, click on Media and choose Shared Media Manager from the dropdown.

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4. Hover your mouse over the pencil icon in the uppermost right hand side of the module and click on Insert File(s).

5. Take Note of the Security Notification about unclassified documents and click OK to proceed. NOTE: We cannot turn this feature off; you must click OK each time it pops up as you add items.

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6. Either click on the Choose Files button to select your media, or drag and drop it into the drag files here area. (NOTE: Not all browsers support the drag files here option. Those that do are listed.)

NOTE:

File name characters are limited to the number of characters in a VIRIN (Visual Information Record Identification Number) and must be in VIRIN format. VIRINs uniquely identify every image shot by DoD photographers by using four pieces of information: the date the image was shot, the service of the photographer, an identification of the photographer, and a sequence number.

NOTE: Images that have been cropped/color corrected will need to be saved with the letters a-z following the last three digits of the VIRIN before uploading.

EXAMPLE: 160322-D-XXXX-001a – This image was taken on 3/22/16 by a Defense Department photographer with Vision ID XXXX and is the first of a series of images taken by the photographer.

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7. You should see a preview of your file to in the right Image Preview pane. You also will see your file listed underneath the Finalize File(s) button. You can upload multiple images, and they will stack underneath the FINALIZE FILE(s) button.

8. Once you are satisfied that the images have uploaded, click on Finalize File(s) button.

9. At this point, the first uploaded image will appear, displaying embedded caption information. If no embedded metadata appears, you will need to enter it here.

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10. Edit the caption according to the AP style guide and the DoD News style supplement provided.

11. Next, make sure to fill in all the fields that are required including :

a. Creator (photographer’s credit)

b. Title (Each photo must have a title, which is displayed in the Photo Details page.)

c. Description (caption)

d. City

e. Province/region

f. Country (choose from dropdown)

g. Dateline - If nothing is entered into Dateline, the Photo Details page will display the city, state, and country.

12. Child media – Select child media if the VIRIN has been appended with the letters a-z.

13. Next, add Categories from Appendix A.

14. Then select Clear Tags to clear the photographer’s tags and add appropriate Tags from Appendix A.

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15. Now go back to the top: Type is set to default to Photo. Choose Art/Graphic for graphics. Choose Headline photo for thumbnails (this will not appear in the image gallery but will display on the home page).

16. Your image is now in DRAFT status. Select Approved from the status drop down menu at the top of the item to publish immediately.

17. Note: You may upload more than one image at a time and approve them later from the Shared Media Manager > My Media folder.

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18. If you have uploaded multiple images with captions, but are not ready to add them to the site, you may click Skip File at the bottom of the window, under Tags. This will keep the image stored in your draft queue, but will not place them in published status within the Shared Media Manager that is available to all AFPIMS CMS users.

19. If you are ready for the image to be made available on your site, click Continue (also located under Tags).

20. Once you have gone through all the loaded images, you will be taken back to the Upload File screen where a “You have successfully loaded X file(s)” message will appear in green above the Upload File area.

21. Your Images are now uploaded on your site, but must be approved in the Shared Media Manager before they are viewable by the public. You may now return to the Shared Media Manager to view your images if you choose.

5.2.3 Approving Uploaded Draft Images

Images saved in Draft form in your Shared Media Manager will need approval. Follow these steps to approve images:

1. From the dropdown menu returned to the Shared Media Manager

2. Be sure the Photos and Draft buttons are highlighted in yellow (click to select and make them turn yellow)

3. You should see the selection of draft images you have uploaded. You may narrow the selections by adjusting the dates in the Created Between fields. The orange icon with an exclamation mark indicates the image has not yet been published.

4. Click the edit file icon (pencil) on the image you would like to approve.

5. On the edit screen, choose Approved from the Status drop down menu.

NOTE: Approving an image publishes it to the Photo Gallery page (formerly known as the lead photo archive page) and makes it available to the public, as well as to other AFPIMS content managers on other sites (e.g. Navy, Marines, Air Force, Army).

6. Click Continue at the bottom of the edit screen.

7. Your photo has been published and is now available to all AFPIMS users and the public.

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5.2.4 Adding Art/Graphics (usually for special reports or info graphics to be used with news articles)

Follow the steps for uploading and publishing images, but select Type – Art/Graphic instead of Type – Photo

5.2.5 - Adding Headline Images (thumbnails)

Follow the steps for uploading and publishing images, being certain to select Headline as the type. These images will be available to be published as thumbnails with news articles on the home page once published, but will not be available to general public in the photo archives.

5.3 Creating Photo Essays Cheat Sheet

In the AFPIMS CMS, photos essays are created using the Collections feature in the Shared Media Manager. Draft photo essays can be created using draft images.

Photo essays may be created by the government photos editors and/or the content managers.

SPECIAL NOTES:

1. Each image within the essay must be categorized as “photo essays” – otherwise the image will not be visible when the essay is published even if the images are approved (published) and the essay itself is published.

2. Each image within the essay must be approved (published) and the entire essay approved (published) in a separate action. Photo essays can be published with draft images, but those images, even if categorized as “photo essays” will not be visible.

3. Images can be added to an approved (published) photo essay and the essay can then be updated.

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5.3.1 Finding Images in Shared Media Manager to Create Essays The government photo editors and content managers create photo essays using the Shared Media Manager, located directly from the main navigation and accessible throughout different modules that allow you to add media to various products, such as stories.

1. In the top navigation bar, hover your mouse over Media and click on Shared Media Manager.

● Using the buttons on the left, you can sort to show Photos, Art and Graphics, Drafts, and Approved media. Clicking an item will turn the button yellow.

● Use the tabs – My Media, Site Media, Service Media and All Media - on the right side of the Shared Media Manager window to sort images.

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○ My Media: These are images that you have uploaded from your hard drive. Note: If all of the images you have uploaded are not showing, change the date range using the Created Between date boxes.

○ Site Media: Images that have been uploaded by all the users on your site.

○ Service Media: This includes all images uploaded by all the services into

AFPIMS. These images can be “shared” to your site by clicking the blue plus sign next to the image. Note that if you do not add an image to your site by using the share button, you cannot access this image using the media selector tool on other content items.

○ All Media: Lists all media loaded within AFPIMS, regardless of branch.

This will allow you to pull images from other service branches.

● The key at the bottom of the screen tells you how to use the icons beside each photo to approve, share, un-share, edit, and delete each item as well as indicating if the media is Approved, Draft, or being Encoded.

● NOTE: Each image that will appear in a photo essay MUST be assigned the Photo Essays category in order for it to show up.

5.3.2 Building Photo Essays

1. Log in to the AFPIMS CMS.

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2. Click Edit Page and from that dropdown choose Stay in Edit Mode.

3. In the top navigation bar, hover over Media, then click Shared Media Manager.

4. On the left side, be sure to click Photo and Approved or Draft so the buttons are highlighted in yellow.

5. Next, click the Collections button. This will take you to the Collection Manager screen which lists the photo essays in draft and published status.

6. To create a new essay, there are two options:

a. Create Collection (a photo essay using images you select from published OR draft images located by sorting within the Shared Media Manager) or

b. Create Dynamic Collection (a photo essay that will continue to populate itself as new images with the tag you set are added into AFPIMS in published status – a feature that may be useful in creating essays to be used on special reports on a

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7. Typically, you will select Create Collection and get this form:

a. Collection Type – photo is the default

b. Status – Default is Draft; select Approved when ready to publish

c. Title – Enter the title of the photo essay

d. Description – Enter a short sentence describing the essay (Example: Secretary

Visits Canada)

e. NOTE: Do NOT repeat the initial photo caption.

f. Categories – type in: Photo Essays

8. Choose images to go into the essay by either searching for them by date range and typing the subject/key words in the Search box, OR by selecting My Images to see images you have uploaded. Be sure to select DRAFT status when searching for draft images.

9. The images you want should appear in the Shared Media manager box.

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10. Select the images you wish to add to the essay – you may select all the images at once – and click Add Selected Media at the bottom.

11. The images you have selected will appear in the lower part of the screen. STOP and select CONTINUE before you do anything else!

12. NOTE: If you try to edit captions for draft images at this point, you will be able to open an image, edit the caption, but when you complete that process, the essay will disappear!

13. Once you have clicked Continue, use the drag and drop feature (select and hold an item with your mouse) to put the images in the desired order (usually chronological).

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14. If you are satisfied with the essay/collection go to the top of the page and change Status to Approved to publish. NOTE: If you are working with draft images, the essay will appear as a draft photo essay in the Collections module list. If you are working with approved images, the essay will appear as a published photo essay in the Collections module list and can be linked to related products.

15. Approved images also are viewable in the Photo Gallery.

5.3.3 Adding Images to an Essay in Draft or Published Status

1. In the top navigation bar, hover over Media and choose Shared Media Manager.

2. On the left side, be sure to click Photo and Approved so they are highlighted in yellow.

3. Next, click Collections to open the Collection Manager. You will see the photo essays in draft and published status. Essays in draft status have an orange icon with an exclamation point. Published essays will have a green checkmark.

4. Open the desired essay by clicking the pencil.

5. Add images to the essay as outlined in Uploading Images Cheat Sheet.

6. Click Update at the bottom of the left hand box to update the file.

7. If you have been working in draft status and wish to publish, change the status to

Approved before clicking Update.

5.3.4 Editing Photo Essay Captions

Overview: The photo editors or content managers can create draft photo essays. These essays may contain draft (unpublished). All images within the essay need to be approved/published before publishing the entire essay in a separate action.

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1. To locate photo essays for editing, go to the Shared Media Manager and choose Collections.

2. You will get a list of all available essays – approved (published) and draft.

3. Click the pencil icon by the title to open the draft essay.

4. Click the pencil icon to open individual images to edit captions.

5. Be sure the image is categorized as “Photo Essays.”

6. Select Approved (if you are editing a draft image) and click Continue to save your edits.

7. Be sure to edit the title and overview caption for the essay; click Update when you are done.

8. When you are ready to publish the essay, change the status to Approved and click Update.

5.3.5 General Photo Essay Creation Guidelines

The essay must be a group of at least five photos that tell a story

When you look at a group of photos, select wide/ medium/ tight shots.

It is okay to not run a photo essay if you feel the photos do not tell the best story.

Look at the pictures as a group. Arrange the photos so they tell a story, but be careful that the dates are in chronological order.

All photos should be 240 resolution or higher

You can determine which image will display on the photo essay archive, and it does have to be cropped to a 6x4 ratio.

You can use vertical images in photo essays.

Use standard caption review guidelines when editing captions in essays.

5.3.6 Preparing the Week in Photos Essay

The Week in Photos feature is published each Friday, and is composed of the “best of the best” of the images that were featured in the Lead Rotator on the home page of DGOV each week.

Factors to consider when building the Week in Photos feature:

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Select 10 to 15 photos

The front action shots should start the essay (Afghanistan, Iraq)

Put feature photos at the end

All services should be reflected

Select a variety of shots – wide, medium and tight images

Be aware of color variation – you don’t want a row of brownish photos

Think of the essay like a slideshow and envision the images dissolving into each other – pay attention to what plays well together in sequence. You’re looking for something that makes the reader think and is greater than its parts.

Avoid repetition – if there are several versions of images on a certain topic/action, use the best one.

5.3.6A – Preparing the Week in Photos Promo Graphic/Lead Rotator

The purpose of the WIP promo is to engage the viewer and compel them to click on the link to the essay, where they will find a selection of the week’s best images.

A CM and designer create the promo. It includes five photos in three different sizes: large, medium and small. The images must show a range of color and activity; the images should reflect a range of services.

The large photo is #1; it needs to be an engaging scene with perspective; the action needs to be to the right, leading the eye into the promo.

The promo uses two medium photos: the center photo is #2 and the photo on the right is #3.

The action in the center photo generally should be straight on; the action in the photo on the right needs to be to the left to direct the eye into the page.

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The top small photo is #4; the bottom small photo is #5. Because these photos are small, they often work best with silhouette images. The viewer must be able to read the images; the action in the images generally needs to be to the right. The bottom image can serve as an anchoring device; if the image shows earth or a dark sea, it can help frame the promo. A photo with more sky or brightness generally would work better on top.

All photos must have high image quality and compatible tonal range. Avoid images that are overexposed or underexposed; include wide, medium and tight shots. The images should give the viewers a sense of place and action. The images should be tightly cropped to avoid anything that distracts the viewer from the impact of the image.

5.3.6B Images for the Promo Graphic

The CM selects the images from the specific week at hand; all images must have been published within those seven days. The images likely will be lead shots, but shots from within essays are fine. They need to work together as a unit.

To select the images, open two CMS windows. On the right, open the draft WIP collection and see what the photo editors have added. Look at each photo and ask: Is it a “best” photo. Does it have the AIIM elements: action, impact, information, and mission? If not, delete it. Look at the order.

Consider placing images from Iraq or Afghanistan first; continue with action images. Pay attention to the mix of services and environment. Tend to put more feature images lower. Think of the selection as a slide show and envision the images dissolving into each other. Look for irony and contrast in the placement; that is an excellent way to engage viewers in the collection of photos rather than individually.

The CM then open Lead Photos on the left to see what the team ran, comparing it to what the editors selected for the draft WIP collection. Determine if the strongest images are, in fact, in the collection. Avoid duplication. It may have several strong shots of the same action; the CM must pick the best for the collection.

The CM then opens All Images and makes sure the photo editors did not overlook a strong image from a photo essay that didn’t get published as a lead. If so, the CM adds it to the draft collection and places it to maximize its impact.

The CM then looks for five or six images that will work together for the promo. The CM downloads them and opens them in Bridge. Under the View heading, click on manual sort. This will allow the CM to move them around and see what works next to each other.

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(NOTE: As this point, you may want to use Photoshop to make sure each image is edited effectively and all images work as a group.

Designer’s Role

Once the CM has a selection of five images, email them to the designer. Also send an email with the suggested order with the date in AP style (April 8-14). The designer will assemble the images in a template and send it back to you. The designer may make suggestions. When the CM sees it, the CM may realize some images are not working as had hoped and may want to adjust the order – or find a new image.

Once the CM and designer agree, the CM will send the promo to the director for approval.

Publishing the Promo Graphic and Week in Photos Essay

The director will email approval or direction. The CM also will need to publish the WIP collection and send the designer the link. The designer then sends the promo and link to social media and adds the promo to the rotator.

A CM needs to send the listserv with the promo.

The CM should publish the promo late Friday afternoon and put it in first place, unless there are directions to put another image in that position. Also, in the title for the rotator, the CM should make sure there is a colon to separate Week in Photos from the date. So it would read:

Week in Photos: April 8-14

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Section 6: Procedures for Posting Items to DGOV

6.1 Top Stories Module Cheat Sheet

The Top Stories Dashboard module appears on your home page view within the AFPIMS CMS. This module is used to place Articles in the Top Stories section of the home page of Defense.gov, where they appear with a headline and a blurb. NOTE: Changes to headlines, headline media (home page thumbnails) and related content must be done in the original article using the News Article dashboard found in the top navigation under News. Or, you may, from the Top Stories dashboard, click the pencil icon next to the relevant headline to go directly to the article if you are only making an adjustment to the single article.

6.1.1 Managing Content via the Top Stories Dashboard

1. Navigate to the home page in AFPIMS where the Top Stories Dashboard module is located on the top left (see image below). (Be sure to click on the Edit Page tool in the Top Navigation to select the Edit This Page button. Note: Check the box to Stay in Edit Mode if you are making several changes to the page (recommended).)

2. Hover your cursor over the pencil icon in the uppermost right hand corner of the Top Stories Dashboard and click on Admin.

3. A new view will open showing the options to Choose Items and listing Selected Items.

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4. Under Choose Items, choose News or External News in the Content Type from the drop down menu to generate a list of available News or External News articles.

a. Add as many items as you wish (there should usually be only four or five items with blurbs in the Top News section).

b. You also may search for articles published on other APFIMS sites (service sites), or search for a specific Defense.gov News Article.