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GWGH Version December 2009
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NHS Education for Scotland
Good Work Good Health Community Website
http://www.knowledge.scot.nhs.uk/work
Guide for administration of the website
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Contents
Introduction Page 3
Homepage Page 4
Set page properties Page 4
Adding information/widgets Page 5
Moving widgets/information Page 7
Main navigation and sub pages Page 15
Resource Library Page 16
Search Page 18
Collaborating and networking (Wikis, Blogs, Discussions) Page 18
Guide for Specific Topic Pages managed by other administrators Page 20
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Introduction
Welcome to the ‘Guide for establishing and maintaining a community website’. The purpose of this is to provide guidance on how to setup and manage information on a community website. The specific
sections of this document demonstrate a ‘step-by-step’ process to make changes to information. This
includes inserting documents, making links to other websites and adding resources. Links can also be made through NHS Shared Learning (www.sharedlearning.scot.nhs.uk) to enable
suitable education packages to be offered and available to staff across NHS Scotland.
Support is available from NES KSG to set up and develop a community website and also to enable
searches relevant to specialities to be undertaken through Knowledge for Care Scotland (previously NHS Scotland e-Library) www.knowledge.scot.nhs.uk . A Memorandum of Understanding will set out
the responsibilities and expectations of all parties involved to ensure the continuing maintenance of the website.
NES KSG will have created your website and you will have agreed the aims, audience etc.
Other related documents Demo of admin functions
Developing your website Permissions table
Information Governance
Memorandum of Understanding
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Homepage
Administrators can select the layout of the homepage and select and configure widgets to be included. Consider what is important to the community e.g. to include a welcome message explaining the aim of
the community, you will need to include a text box.
When you log in as an Administrator the Edit bar is visible
Select ‘Edit page’ and the appearance of the bar changes to ‘Edit mode’
Select ‘Edit page’ and the appearance of the bar changes to ‘Edit mode’
From here you can:
• Set page properties
• Add widgets
• Create subpages
1. Set page properties e.g. select the size of the columns
Enter the name of your page
SEO = the text used to
optimise the page for search engines.
Select the appearance you require.
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2. Adding information/widgets
The pages on the website are built up using widgets. This is a list of all available widgets and below is
instructions on ways you can use each of the widgets in your website.
Widgets
Comments Enable members to comment
Community members
Display lists of community members and administrators with links to their profiles on Knowledge for Care Scotland.
Logged-in users will have access to full details; non-logged-in users to
minimal details. Only available for the whole community so only use on one page.
Contact us Enables users to email administrator of website
Images Add images or logos to your page. You can add as many images as you like to a widget.
Member edit permissions Allocate edit rights to a webpage, wiki, blog, discussion
Member view permissions
Allocate viewing rights to a webpage, wiki, blog, discussion
Quick Links /related links Displays links to selected key resources for the community or a particular
page. Community Administrators are able to insert this widget on specified
pages and populate with key links (including pages within the website) relevant to that section of the website.
Community administrators are able to add, edit, remove, preview and
publish lists of links.
Recent community
activity
Provides links to:
Pages, resources, discussion and comments, and new community
members added within a defined time period. Only available for the whole community so only use on one page.
RSS Feeds
RSS feeds can be selected by community administrators from the Feeds library or added direct.
RSS feeds allow you to see when websites have added new content,
without having to visit the site. It is a standardised format that lets you subscribe to a website using a specific piece of software. A library of
feeds is available on Knowledge for Care Scotland Only available for the whole community so only use on one page. but links can be provided direct to an RSS feed. For users with IE6 access to RSS feeds is limited as they need to click on stories not the title. It is advisable to include a message to this effect.
Shared Spaces links Links to e-Library Shared Spaces can be added to text boxes or Quicklinks
widget.
Tag cloud – Resources
Facility to display tags allocated to community resources
Tags are lists of keywords selected and associated with a resource by the users of the resource. Only available for the whole community so only use on one page.
Tag cloud – Members subject interests
Facility to display tags allocated by members of the community to describe their subject interests as part of their Knowledge for Care
Scotland profile.
Subject interests and profiles of community members will only be visible to logged-in users. Only available for the whole community so only use on one page.
Rich Text Area Community administrators are able to add, edit, preview and publish
authored text, with full WYSIWYG functionality.
Topic directories Add links to predefined searches of the Knowledge for Care Scotland content. The content for this type of widget has to be managed by NES
KSG team. If an administrator wishes to include topic searches the need
to negotiate this with KSG.
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It is possible to have more than one of each type of widget on a page if required.
To help you choose the right one, this is examples of what each one enables you to do:
• Rich Text Area - allows only text information to be added, for example a welcome message.
A URL (website) link can be added to the text also.
• Contact Us – allows you to enter your email address and enable users to contact you if they
have any queries about your website.
• Related Resources/Quicklinks – allows you to enter text information and you can add
resources from the ‘Community Resource Library’, Knowledge for Care Scotland (KFCS)
website, a URL (links from other websites) or a resource from your PC.
Some examples of use:
Title on the widget Type of widget to use
Welcome Rich Text Area Resources and Organisations Related Resources/Quicklinks
Guideline and Documents Related Resources/Quicklinks
Links Topic Links * Patient Information Related Resources/Quicklinks
Charities and Support Groups Related Resources/Quicklinks Links to specific wiki Rich Text Area
Events and Education Rich Text Area Community Contacts Contact Us
* The ‘Topic Links’ widget can only be added in consultation with NES KSG team. It will enable searches for relevant information through Knowledge for Care (e Library) to be undertaken and
results displayed.
To insert a widget on your page click on the ‘Add Widget’ link from the ‘Edit’ panel.
This will allow you to select what type of widget to add.
Click on Add Widget in the Edit
Mode
Select type of widget to add (e.g. Rich Text
Area)
Rich Text Area widget Related Resources /
Quicklinks widget
Contact Us widget
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Once selected, the widget will appear on your page. You will need to publish the page for the widget
to be visible on the site.
Moving widgets/information
Widgets can be moved around the page to enable information to be positioned where you would like
it.
Select the widget to be repositioned and click and hold the left hand button on your mouse.
Move the widget to where you would like it to be positioned by dragging it into position. A grey box should initially appear where the widget is moved from and then a grey box will appear to where the
widget can be moved to.
Once the position of the widget is satisfactory release the widget and it will be moved to that position.
Press the ‘Publish Page’ button to make changes visible.
Content of widgets
The title will initially be the type of widget inserted.
To edit the widget and add or change information, press the ‘Edit’ button on the widget. Press ‘Save’ after completing this and the title will be changed on the widget.
Remember to publish the page to make changes visible.
The editing and addition of information/text will be dependent on the type of widget inserted.
Each widget can be edited at any time and removed from the page by selecting ‘Remove widget’.
Widget to be moved
Grey box to move widget
into
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Rich Text Area – adding text
• Press the ‘Edit’ button on the widget.
• Type in the text that you would like to have written in the widget. For example a welcome
message. You may find it useful to look at a website already established to get an idea of the
types of text entered. If you are copying and pasting text it is best to use ‘ctrl v’ to paste
• Once text has been typed in, check for content and spelling and then press ‘Save’.
• The saved widget will then display the information that you have typed in. If you are satisfied
with the content on the widget press the ‘Publish Page’ button and this will make the widget
visible for others to see.
• The widget can be edited at any time.
5. Publish Page
Option to Remove Widget
4. Click Save
3. Enter content
2. Type in title of widget
1. Click on Edit
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Rich Text Area – adding a URL/website link to a text box
Related Resources/Quicklinks
• Press the ‘Edit’ button on the widget
• Enter the title of the widget e.g. Quicklinks
• Type in the text to describe the types of links in the widget eg guidelines, policies etc. Then
select the type of resource you are adding. This will add the link to the resource into the
widget AND into the resource library, if it is not already added.
3. Link button for creating a
URL/website link
1. Click Edit
2. Select words in body of text to link to a URL/website and press the link button (looks like a chain link - the break link/URL symbol is beside it for you to break hyperlinks).
4. Type in URL/website
address
5. Insert button (or click cancel)
4. A box appears to Insert/edit link
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Once the type of resource has been selected, insert the requested text in the boxes. For example a URL (website link) could be added by inserting the title of the resource followed by the URL. Boxes
with an * are mandatory fields and it is good practice to fill in the other text as requested.
If uploading a document from your pc remember to consider copyright. See the community rules for more information.
• To remove press the ‘Edit’ button. A ‘Remove’ button will then appear next to each resource
added to the widget. Click the ‘Remove’ button and the resource will be removed from the
widget but not the resource library.
• Press the ‘Publish Page’ button to make this visible on the website.
• The widget can be edited at any time. If the widget needs to be removed press the ‘Remove
Widget’ button.
Add a resource to widget:
- Community Resource Library - KFCS - URL - Resource from PC
1. Add a resource URL box 2. Insert title of
resource
4. Add
3. Insert URL of resource and fill
in the other fields
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Contact us functionality
“Contact us” enables all users of the website to send an email to one or more designated community administrators.
• Add the widget to a page
• Press the ‘Edit’ button on the widget.
• In the ‘Text Content’ box add text for the users so they know who they are emailing and why
you want to hear from them eg ‘to contact the community administrator to add or update
resources, please enter details below with your query and press the submit button’.
• Type in your email address as the Community Administrator in the ‘recipient box’.
• Click ‘Save’.
Comments box
This allows users of the website who are logged in to add a comment. The comments are visible to
all visitors to the website.
The administrator selects the number of comments to be displayed on one page within the widget.
Topic links
These topic searches need to be created by NES KSG so if they would be useful you need to contact KSG with details of the type of result you require. This widget allows an expert search of the entire
Knowledge for Care content , or selected targets eg Medline, Embase. Topic links can provide
searches for articles, journal titles, books for your area of interest.
You need to specify • Subject/topic
• Search criteria
For more information, please contact mkn@nes.scot.nhs.uk
Limited access to pages to view and edit – member edit/view permissions
It is possible to limit view and edit rights for areas of the website.
Insert text in Text Content
box
Insert email address in
Recipients box of Community Administrator
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Default - edit and view rights:
• websites can be viewed and edited by all
• to contribute users need to be logged in with an NHS Scotland Athens username
Limit options:
• Only members can view or edit, i.e. users who are logged in and opted to join the community
(no moderation) • Selected members can view or edit – administrators can search for names in the list of
members and add them to the permissions.
This enables the administrator to devolve responsibility for pages to individuals or for example for a small sub group to collaborate on a document.
N.B. It is not possible to limit who views resources added to the library.
See permissions table for more details.
To limit who can edit a page, wiki, blog, discussion
Use the Member Edit Permissions widget
You can opt to only let members of the community, i.e. have clicked to join the community as
opposed to all people who are logged in and who can comment. Alternatively you can list the individuals who can edit by searching for names
To limit who can view a page, wiki, blog, discussion
As above but select the ‘Member view permissions’ widget.
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RSS feeds
Simply, a feed allows websites to distribute their content and helps users to stay up to date with the latest content added to a site. More and more sites are offering feeds and it is fast becoming the most
popular way to keep up to date with all new information. Feeds are also widely known as 'RSS'. There is a library of feeds for you to use which contains feeds
from websites, journal publishers (contents pages of journals) and topic searches of Knowledge for
Care Scotland (e-Library) content. Administrators can also add feeds not found in Knowledge for Care Scotland
The RSS widget enables the administrators to select RSS feeds from the Library that would be of interest to the community.
To select feeds click on the Feeds Library link in the widget
When the page opens
1. Check you are logged in – you may have to log in again
2. Search or browse topics and/or types to identify
feeds
3. Go to ‘My Feeds’ to add new feeds to your community, if they are not in the library.
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Each Feed record provides the option to ‘Add to My Community’. You will need to be an administrator of the community to add feeds. To add the
feed click the ‘Add to Community’ option and choose which community to
add the feed to.
You can add as many feeds as you want to a CBT
Tag clouds
You can include a tag cloud for all resources and / or a tag cloud of member’s subject interests.
Resources Tag Cloud
From the My Feeds Community
Page:
4. Manage feed across multiple CBTs
5. Add Feeds straight to your community that are not
available from the library
6. Remove Feeds
Click on the second tab to add the feed to a community.
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This is displayed as default on the Resource Library page but you can include it also on the home
page. It provides access to the community library’s resources via the tags associated with the resources.
Members subject interests tag cloud
This displays the subject interests associated with the profiles of the members of the community.
Recent activity
Recent activity widget lists resources, discussions etc added to the website. Administrators select the type of resources to be displayed.
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3. Main navigation and sub pages Administrators can configure the main navigation and the sub pages and any subsequent pages under each heading. It is a good idea to consider developing a site map before creating the pages.
Creating a new page
Log on to the website by clicking on the ‘Log in’ link and entering your Athens username and password.
Click on ‘Edit Page’ link.
To create a new page click on the ‘Sub Pages’ link
This will bring up a screen which enables you to enter the name in the ‘Create a New Sub Page’ boxes.
Log in
Select the section to add a
new page eg Organisations
Sub Pages link
1. Enter the details of the
new page
2. Select Page Layout
4. Publish
3. Create
5. Sort the order of the Subpages
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Enter the ‘page name’, ‘SEO (Search Engine Optimisation) title’ and ‘SEO description’ in the boxes.
For example:
Page Name: Paediatric Renal SEO Title: Paediatric Renal
SEO Description: Paediatric Renal Specialist Community
SEO = these fields help optimise the site for search engines. You might want to add extra keywords,
not in the page name, but a user might use when searching
Decide on the ‘page layout’ by choosing from the options available.
Add widgets following the instructions above. (See the adding widgets section for help with building a
new page).
Resource library All resources added to the community are stored in the community resource library and are available
to everyone who comes to the website.
Adding resources
Community administrators and community members can add resources by:
• uploading documents from pc or network (max size 4mb)
• add URLs of websites
• associate Knowledge for Care Scotland (e-Library) resources to the website
Note: Only administrators can withdraw resources and edit associated metadata.
Remember from Knowledge for Care Scotland search results page you can allocate resources to be
added to the community resource library and using keywords and tags indicate some of the ways the resource is useful.
Resources can be managed by adding tags. These can be associated with the resources by the
person adding or at a later date by any member of the community. Tags are displayed as a ‘cloud’ or list and clicking on a term will display all the associated resources.
Go to the Resource Library From the Add resources widget select the type of resource to be added
New sub page has been
created. The star* next to
means it is unpublished until you go into the page and click Publish Page
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1. Add a resource from Knowledge for Care Scotland (e-Library) 2. Add a url of a website
3. Add a document from your pc
Once the type of resource has been selected, insert the requested text in the boxes as displayed
below. Boxes with an * are mandatory fields and it is good practice to fill in the other text as requested.
1. To add from Knowledge for Care Scotland you have to search and select the resource you
want.
Search for term
Select the resource form the list and click add resource button
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2. Add a url of a website
Click the ‘Add’ button.
3. Add a resource from your pc
To add from your pc the option to browse your computer will be visible. This process is similar to
attaching a document to an email.
If uploading a document from your pc remember to consider copyright. See the community rules for
more information.
Search Search: This is available on all websites. On set up of the website administrators select to search:
Only the resources added to the community resource library OR
Resources added to the community resource library PLUS all the resources available via the e-Library
(now named Knowledge for Care Scotland)
Collaborating and networking
Comments box
Comments box can be added to any page to encourage members to provide input into the website.
Wiki Wiki: A piece of software which enables users to create, edit and link webpages. A wiki website is
usually created collaboratively and allows members of the creating community to edit its content.
Add a resource URL box
Insert title of resource
Add
Insert URL of resource
Add tags to help users find the
resource
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Community administrators select to include this functionality at the set up of the website, or to add or
remove it at a later date. Community administrators are able to:
• Create wikis
• Give designated (or all) community members rights to add and edit content and to upload
resources to each wiki. • Give designated community members rights to create new wikis.
• Give designated community members rights to view wikis.
• Include some other widgets on wiki pages eg permissions
Suggested text to help users will be available on your website wiki pages and you can amend, delete
etc as you wish. A copy will be available at the end of this document.
Blog Blog: An online journal created by a particular person. The owner posts messages to a dedicated website and allows others to add their own comments. Topics often include the owner's daily life or
views on politics or a particular subject important to them. Community administrators select to include this functionality at the set up of the website, or to add or
remove it at a later date.
Blogs can only be edited by the person who created it. Other users can comment via the comments widget if provided by the owner of the blog.
Community administrators should be able to:
• Create blogs
• Give designated community members rights to create new blogs.
• Give designated community members rights to view blogs.
• Include some other widgets on blog pages eg permissions
Suggested text to help users will be available on your website blog pages and you can amend, delete etc as you wish. A copy will be available at the end of this document.
Discussions Community administrators select to include this functionality at the set up of the website, or to add or
remove it at a later date.
Community administrators should be able to configure discussion forums to: • Enable all community members to publish and respond to topics and comments.
• Enable only designated community members to publish and respond to topics and comments.
• Enable only designated community members to view topics and comments.
Suggested text to help users will be available on your website discussion pages and you can amend, delete etc as you wish. A copy will be available at the end of this document.
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Guide for Specific Topic Pages managed by other administrators If you have specific pages or areas of your website you can devolve responsibility to individuals or
groups to manage. Below are the instructions to provide help for these page administrators including the option to link specific areas of wikis ,blogs and /or discussions.
Creating sub sections or special interest areas within your website that will be managed by other administrators.
Encourage these additional administrators to consider content - Types of resources
The below titles provide a checklist for collecting together information for a topic area / page on the website.
• Organisations: Identify organisations with website addresses.
• Guidelines: Identify guidelines and provide PDF, word document or website link for each one.
• Documents: Identify documents of interest relevant to speciality and provide PDF, word
document or website link for each one. • Patient Information: Identify patient information documents/tools and provide PDF, word
document or website link for each one. Searches can also be undertaken by NES staff via the
e Library • Charities and Support Groups: Identify charities/support groups and provide website
addresses
• Journals: Identify journals relevant to speciality that would be useful as quick links.
• Information Searches (through e Library): Identify key subjects/topics which would be useful
for quick link searches and provide search criteria to be used.
How to become an Administrator of pages within the community website
In order to develop a special interest page within the community website a Community Administrator
is required. Within your speciality group please decide on an individual who will be responsible for maintaining and updating resources and information on your community of practice page.
The allocated Community Administrator needs to make sure they are registered on e-Library with an Athens username/password. This can be achieved by pressing the ‘Log in’ button on the Community
homepage.
This link will allow you to either ‘Log in’ by entering your ‘username’ and ‘password’ to edit the
website or use discussions.
Log In
Athens Username
and password Register for an Athens
Username & Password
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Once logged on to the community please register select to join the community. There will be a link
next to the ‘Log In’ button to allow you to do this – ‘Join community’.
To become a page administrator please contact the Community administrator.
By becoming a Community Administrator you will be able to develop and edit a topic area / page.
Many of the instructions (from the previous sections) e.g. about adding widgets will be relevant to
page administrators. In addition here are some tips for highlighting the collaboration tools on your web pages.
Adding a link to the discussion topic, wiki or blog from another page
Here are the instructions for a discussion topic but the same applies for a wiki or blog.
Create a ‘Rich Text Area’ widget using the guidance above and title it ‘xxx Discussions’.
Click on the grey ‘Discussions’ button.
Make sure you are in edit mode by clicking on the ‘Edit Page’ link.
Once in edit mode you are able to create a discussion area specific to your community by entering details in the ‘New Topic’ widget.
Link to Discussions
Search discussions
New Discussion
Topic widget
Links to other discussion
areas
Discussion Title
Discussion description
Create discussion button
Information and guidance on using Discussions
Discussions started by you
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In the ‘Title’ box add the name of your ‘topic’. Add a description of your discussion area.
Your community of practice details will now be displayed in the widget on the right hand side called ‘Discussion Topics’.
The page administrator can decide to link to the full discussion landing page, a particular topic area or
an individual discussion.
Example: Click on the discussion “Vocational Rehab” in the ‘Discussion Areas’ widget - this discussion page will open and you will see the link to the Good Work Good Health discussion. Click on this clink
and the web address will be displayed in the address bar. Select and copy this web link in the address bar.
Accessing the Discussion pages:
Web address: select and copy
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• Return to your ‘special interest groups and projects’ page and go to “Communities of
Practice”.
• Press the ‘Edit’ button on the ‘Discussion’ widget.
• Enter some text, highlight the text and click on the link button (looks like a chain) in the
Insert/edit link box that appears. • Paste in the web link you copied earlier from the discussions page.
• Choose “Open link in a new window” and give the link you are creating a title.
• Click on Insert (or cancel if you wish to start again).
• The text will now be underlined.
• Press the ‘Save’ button and the ‘Publish Page’ button.
A link directly to the discussion page has now been made in the Communities of Practice part of the website.
Link button (looks like a chain symbol) for creating a web link
Click Edit, write some text and highlight it then click the link button (looks like a chain symbol)
Paste link website URL
from Discussion page
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