Document

Using WebMaster www.health-services-evolution.net.au 9 September 2009

Table of Contents Table of Contents ................................. ................................................................................... 2

1. Accessing WebMaster ............................... ........................................................................ 4

1.1. Logging into the System ............................................................................................... 4

1.2. Logging Off ................................................................................................................... 4

2. Navigating WebMaster .............................. ......................................................................... 5

2.1. Main Administration ...................................................................................................... 5

2.2. WebMaster Navigation Bar ........................................................................................... 5

2.3. Breadcrumbs ................................................................................................................. 5

3. WebMaster File Uploads Manager .................... ................................................................ 6

3.1. Image/File List ............................................................................................................... 6

3.2. Managing Categories .................................................................................................... 7

3.3. Uploading an Image ...................................................................................................... 8

3.4. Uploading a Document ................................................................................................. 9

3.5. Uploading Media Files ................................................................................................ 10

3.6. Edit File Details ........................................................................................................... 11

3.7. Archiving Uploaded Files ............................................................................................ 11

4. WebMaster Pages Manager ........................... .................................................................. 12

4.1. Pages List ................................................................................................................... 12

4.2. Add a New Page ......................................................................................................... 13

4.3. Edit a Page ................................................................................................................. 14

4.4. Delete a Page ............................................................................................................. 14

5. WebMaster Editor .................................. ........................................................................... 15

5.1. WebMaster Editor Toolbar .......................................................................................... 16

5.2. Formatting Text ........................................................................................................... 18

5.3. Links ............................................................................................................................ 19

5.4. Images ........................................................................................................................ 22

5.5. Adding Media .............................................................................................................. 23

5.6. Adding a Horizontal Line ............................................................................................. 23

5.7. Tables ......................................................................................................................... 24

6. WebMaster Newsletter Manager ...................... ............................................................... 26

6.1. Add Members and Email Addresses .......................................................................... 26

6.2. Find a Member or Email Address to Edit, Delete or Change Subscriptions ............... 26

6.3. Edit Members and Email Addresses........................................................................... 26

6.4. Delete Members and Email Addresses ...................................................................... 26

6.5. Activate/Deactivate a Member .................................................................................... 26

6.6. Create and Send an Email .......................................................................................... 27

Catalyst Media WebMaster - Guide

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7. WebMaster Noticeboard Manager ..................... ............................................................. 31

7.1. Add News Item ............................................................................................................ 31

7.2. Edit and Delete Items ................................................................................................. 32

8. HSE Subscription Manager .......................... ................................................................... 33

8.1. Add a New Subscriber ................................................................................................ 33

8.2. Subscriber Details ....................................................................................................... 33

8.3. Update Subscriptions .................................................................................................. 34

8.4. Subscriber Reports ..................................................................................................... 35

8.5. Subscriber Forms........................................................................................................ 36

8.6. Subscriber Documents ............................................................................................... 38

9. HSE Stream Manager ................................ ....................................................................... 39

9.1. Create a New Stream ................................................................................................. 40

9.2. Create a New Information Page ................................................................................. 41

9.3. Edit Content (Stream and Information Page) ............................................................. 41

9.4. Upload Documents (Information Page only) ............................................................... 42

9.5. Edit Forms (Stream only) ............................................................................................ 43

10. Banner Ad Manager ................................. ......................................................................... 45

10.1. Add a new Banner ...................................................................................................... 45

10.2. Edit a Banner .............................................................................................................. 46

10.3. Banner Ad Locations .................................................................................................. 47

11. Custom Form Editor ................................ ......................................................................... 49

11.1. Create a new Form ..................................................................................................... 49

11.2. Edit a Form ................................................................................................................. 49

11.3. Edit Form Name, Hide/Show Fields, Edit Submit Button............................................ 50

11.4. Add a new field ........................................................................................................... 50

11.5. Edit a field ................................................................................................................... 50

11.6. Use a Form in a Stream .............................................................................................. 51

12. Products Manager .................................. .......................................................................... 52

12.1. Create a new Item....................................................................................................... 52

12.2. List items within a category ......................................................................................... 54

12.3. Edit & Delete Items ..................................................................................................... 54


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1. Accessing WebMaster 1.1. Logging into the System To login to WebMaster simply type in the address of your website followed by /admin . WebMaster Address: www.health-services-evolution.net.au/admin This will bring you to the WebMaster login area.

Enter your login name and password, in the fields provided and click the Login button to login to the WebMaster system.

1.2. Logging Off When you are finished using WebMaster it’s recommended that you logout. To logout simply select the Logout option from the Admin menu.


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2. Navigating WebMaster 2.1. Main Administration The Administration Section is the first screen that you will see when logging into WebMaster. It consists of a list of links to all the WebMaster modules that you have permissions to use.

This section is always available from the navigation bar by selecting Admin from the Navigation bar.

2.2. WebMaster Navigation Bar You can navigate to different WebMaster modules using the navigation bar located at the top of the WebMaster window. This navigation bar contains icons that link to the modules that you have access to.

2.3. Breadcrumbs Most of the modules in WebMaster have a familiar breadcrumb trail just below the navigation bar. This is a list of links to show where you are and how to get back. When you see these links you can click on them to move back to a previous section of the module.


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3. WebMaster File Uploads Manager The WebMaster File Uploads Manager is used to upload files to your online workspace so that you can then add them to your website using the WebMaster Editor in the WebMaster Auditing Pages Manager. Images, PDF’s and other documents can be uploaded to your website for use in your content using tools provided in the WebMaster File Upload Manager. Images can be resized and converted between file formats as they are uploaded.

3.1. Image/File List The Image/File list displays a list of files, organised by category that you currently have uploaded or stored for use on your website.


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3.2. Managing Categories To keep files organised you can create new categories in addition to the standard General, Document and Media categories. To manage categories click the Categories link on the left of the Image/File List page or select Categories from the Uploads menu in the navigation bar.

3.2.1. Add Category 1. Click ‘Add Category’ on the right of the page.

2. Enter the name of your new Category

3. Click the ‘Add Category’ button.

3.2.2. Reorganise Files with Categories To move files between categories use find the files you need to move on the Images/File List page.

1. Select the files by checking the box next to them. (You can select multiple files)

2. Select the category from the drop down list at the top of the page and all selected files will be moved to the selected category.

3.2.3. Edit or Delete Categories You can edit the name of a category or delete a category using the Edit and Delete links on the Categories page.

NOTE: If you delete a category that contains Images/Files these will be automatically moved to the standard General category.


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3.3. Uploading an Image 1. Click the Upload Image link on the right of the Image/File List. 2. Click the Browse button and select the image to upload using the Browse Dialog that

pops up.

3. Enter Alternate text for the image. This is a description of the image where your site visitors are unable to see the image (i.e. visually impaired), or have image visibility disabled on their Internet Browsers.

4. Enter a Title for the image. This should be a concise name that describes the image.

5. Select a Subject from the dropdown list. Choose the subject that most accurately fits

the image you are uploading. 6. Select a resize option if the image needs to be resized for use on the website. (If you

need to resize only choose a size that is smaller than the original. Resizing to a larger size will result in a low quality image)

7. Select a conversion option if the image is not already in JPG or GIF format. JPG is

best for photographs while GIF is more suited to smaller images with fewer colours such as logos and icons.

8. Click the Upload button to transfer the file to the Uploads Manager. This process will

take varying amounts of time depending on the size of the image.


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3.4. Uploading a Document Documents such as PDF, RTF and ZIP can be uploaded to then be provided on the website for download.

1. Click the Upload Document/Media link on the right of the Image/File List in the Uploads Manager.

2. Choose the Document option (as opposed to Media) and select the Category to

store the document in.

3. Enter a Title for the document. This should be a concise name that describes the document.

4. Select a Subject from the dropdown list. Choose the subject that most accurately fits

the document you are uploading. 5. Click the Browse button and select the document file to upload using the Browse

Dialog that pops up.

6. Click the Upload button to transfer the file to the Uploads Manager. This process will take varying amounts of time depending on the size of the file.


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3.5. Uploading Media Files Media uploads are used for uploading sound, video or animation files for use on the website. File formats currently supported in the WebMaster Editor are .WAV audio files and .SWF Flash files.

1. Click the Upload Document/Media link on the right of the Image/File List in the Uploads Manager.

2. Click the Browse button and select the document file to upload using the Browse

Dialog that pops up.

3. Select the Media option. (The Media category will automatically be selected - media files must be stored in the Media category to be available in the WebMaster Editor.)

4. Enter a Title for the media file. This should be a concise name that describes the

media file.

5. Select a Subject from the dropdown list. Choose the subject that most accurately fits the media file you are uploading.

6. Click the Upload button to transfer the file to the Uploads Manager. This process will

take varying amounts of time depending on the size of the file.


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3.6. Edit File Details To edit details of an image/file click the Edit link next to the file in the Image/File List. This will show the edit file form that allows you to alter the category for the image/file or change details such as the Title, Subject and Alternate text.

3.7. Archiving Uploaded Files Click on the Archive button next to the file you wish to archive. This action removes the file from the active list of files used in your website, and moves it to an archived space where it can be retrieved at a later date. The file is still visible on the website.

3.7.1. Reinstating Archived Upload Files 1. Click on the Archive link at the top of the Image/File List to switch to the list of

Archived files. 2. Click on the Reinstate link next to the file you wish to Reinstate to the active Upload

Files Space. This moves the file from the Archive list back to the active workspace where it can be used on your website.


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4. WebMaster Pages Manager The WebMaster Pages Manager allows you to edit the pages of your website.

4.1. Pages List The pages list is, as the name suggests, a list of pages. Pages are grouped by Major Section.


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4.2. Add a New Page Click on the Add Page link in the top right of the page. Enter the details for the page:

� Page Title � appears in the title bar of the website � appears at the top of the page when it is displayed on the website

� Menu Title is used to name the page in the menu. This may be the same as the

Page Title or a shorter version if the Page Title is quite long. � Major Section/Parent Page allows you to select which Major Section the page will

appear under.

� Order in Menu is a number that denotes where you want the current page to be listed in the menu in relation to the other pages in the current major section. For example, a page with an order of 5 is displayed before one with a page order of 10. If this field is left blank the page is automatically added to the end of the list.

� Show in Menu can be set to either Yes or No. If you select Yes the page will appear

in the menu on your website. Similarly, selecting No means the page will not appear in the menu.

Click the Add New Page button to create the page and you will be directed back to the page ready to add content. After you have created the page you have exclusive access for editing this page until you submit to your administrator for approval or you assign it to another user.


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4.3. Edit a Page To edit a page simply click the Edit link next a page on the Pages List.

4.3.1. Editing Page Details To change any of the details that you entered when adding a page such as the Title, Major Section or Page Order simply click the Details tab when editing the page. You can then change the values of the fields just as you did when you first created the page. Click the Update Page button to save your changes.

4.3.2. Creating/Updating Page Content To create or update the content of your page you will use the WebMaster Editor located below the Web Page Details area. Section 5 includes information on how to use the WebMaster Editor.

4.4. Delete a Page In the list of pages, simply click the Delete link next to a page. This will prompt you to confirm the deletion – clicking ok will then delete the page.


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5. WebMaster Editor WebMaster uses custom created tools and web applications to enable you to actively edit site content with a high degree of adaptability. The content area of the WebMaster Editor is where your page content can be edited. The toolbar provides a range of formatting and insertion options, as well as easy to use facilities to add uploaded images and link documents to your pages.

� The Editor tab uses WYSIWYG (What you see is what you get) interface. You do not

have to have any HTML knowledge to use the Editor. � Clicking the HTML tab, will show the HTML code that is used to write web pages. You

will need knowledge of HTML coding to use this option. � The Preview tab allows you to see what your page content will look like in the

website.

To obtain help on any of the toolbar options, click on the Help tool ( ) for a description on the tools displayed. The image below shows the help screen for the toolbar.

5.1. WebMaster Editor Toolbar


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WebMaster Editor Toolbar

Save

Clicking the Save icon saves the changes you have made to the server. NOTE: It is important to Save frequently – we recommend at least every 10 minutes. Due to the nature of the internet and the way your internet browser interacts with the security on the server, not saving for a period of time may result in the system logging you out because your connection has timed out. If you were working on content when the system logs you out your work will be lost.

Bold, Italics, Underline Select some text and choose either Bold, Italics or Underline

Alignment Click in a paragraph or on an image then choose either Left, Centre or Right alignment.

Numbered List Click on a paragraph then click the Numbered List Buttonparagraph a Numbered List.

Bulleted List Click on a paragraph then click the Bulleted List Button to make that paragraph a Bulleted List.

Indent/Outdent

Click on a paragraph then click the Indent Button to indent that paragraph or the Outdent Button to outdent it.

Link/Remove Link

Select some text then click the Link Button. In the Link Window that appears type the website address or choose from one of the dropdown lists to link to a page, document or anchor

Clicking the Save icon saves the changes you have made to the

NOTE: It is important to Save we recommend at

least every 10 minutes. Due to the nature of the internet and the way

owser interacts with the security on the server, not saving for a period of time may result in the system logging you out because your connection has timed out. If you were working on content when the system logs you out your

Select some text and choose either Underline.

Click in a paragraph or on an image then choose either Left, Centre or Right alignment.

Click on a paragraph then click the Numbered List Button to make that paragraph a Numbered List.

Click on a paragraph then click the Bulleted List Button to make that paragraph a Bulleted List.

Click on a paragraph then click the Indent Button to indent that

Outdent Button to

Select some text then click the Link Button. In the Link Window that appears type the website address

from one of the dropdown lists to link to a page, document or anchor.


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To remove a link click on the text or image that is linked and click the Remove Link Button.

Insert Media Click the Media icon to Insert a Flash or Sound file.

Insert Image

Click the Image Icon to Insert an image. Click the image you'd like to add then choose any options from the Config Window that appears. Once the image is inserted you can double-click it to change it's properties.

Horizontal Rule Click this button to create a horizontal line across the page.

Create Table Click the Table Icon to Create a Table with any number of columns and rows.

Edit Table

Click inside a Table then Click the Edit Table Icon and a window will be displayed with options to modify the table by changing it's Width, Alignment and Border Style.

Add Table Column or Row

Click inside a Table then Click either the Add Column or Add Row Icon to add a Column or Row to the right of or underneath the current Column or Row.

Delete Table Column or Row

Click inside a Table then Click either the Delete Column or Delete Row Icon to remove the current Column or Row.

Style Menu Select text and set a Heading or Paragraph style from this menu.


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Font Menu Select text and choose a Font from this menu.

Size Menu Select text and choose a Size from this menu.

Cut, Copy, Paste

Help Click this icon for an overview on the function of each tool.

5.2. Formatting Text There are a number of text formatting options in the WebMaster Editor. Formatting text in the editor is similar to using a word processor. To change the characteristics of text, highlight the text you need to change, then select the formatting option from the Toolbar. All of the familiar tools are available as shown above: Bold, Italics, Underline, Alignment, Lists and Indenting. The Style menu shows your preconfigured Headings or styles f or text. You should use this in preference to Font and Size options to keep style consistent throughout the site.

HINT to Create a Single Line Break: When you press the ENTER key the standard website action is to create a new paragraph which has spacing above and below to separate it from the previous paragraph. If you need to just insert a single line break within the current paragraph (with no spacing) hold the SHIFT key when you press the ENTER key.


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5.3. Links 5.3.1. Inserting Links Links are an invaluable way of linking to different pages within the website or to external websites. You can also link to an Anchor, which is a designated section of the current page. For example, on a long page you may create an anchor at the top of the page. You can then create a number of links further down the page linking to this anchor. When a visitor to the website clicks on one of these anchor links they will be moved back up the page to the top. Links can be added to text or to an image within a page.

1. Highlight the text (or image) that you want to add a link to.

2. Click the ‘Add Hyperlink’ Button.

3. Choose from the options as shown on the image below.

Insert Page Link allows you to choose from pages already present on your website. Insert Document allows you to link to documents that you have uploaded in the WebMaster File Uploads Manager. (For more information on how to upload files, see Section 0


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Uploading a Document.) Insert Subscribe to Mailing List Link allows your website visitors to sign up to mailing lists created in the WebMaster Mail Manager. Open Link in a New Window will open the linked page in a New Window. TIP: Links to a page outside of your website should always open in a New Window. This way when the visitor closes the new wi ndow they will be back at your website. If you are linking to a page outside of your web site, you can type in the full address of that page in the text box.

4. Click the Link Button to add the link to your selected text or image.

5.3.2. Removing a Link

1. Highlight the text or image that you want to remove the link from.

2. Click the Remove Hyperlink Button from the Toolbar.

5.3.3. Adding an Anchor Link Adding an Anchor link to the page is good practice where the web page is fairly long. This will allow your visitor to quickly ‘jump’ from one section of the page to another.

1. First you need to create an Anchor point on the page. Click a point on the page with your mouse where you want to create the Anchor. In the example below, the anchor point will be in the third paragraph.

2. Click the Anchor button. 3. Give your ‘Anchor’ a name and click the New Anchor button.

You will now see an icon of an anchor on your page.


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You can now link from another part of the page to this new anchor using the Link tool. 1. Highlight the text that you wish to link and select the Create Hyperlink button.

2. Select your named Anchor from the drop down menu in Insert Anchor Link and click

the Link Button.

5.3.4. Linking to a Document A document such as a PDF, RTF, DOC or ZIP file is added as a link. When a visitor to your website clicks on a link to a document they will be prompted to view or download the file. For details on creating links see Section 5.3.1 Inserting Links.

5.3.5. Creating a Link to Subscribe to a Mailing List If you have the WebMaster Newsletter Manager you can create links on your website for visitors to subscribe to a mailing list.

1. Highlight the text you wish to link and select the Create Hyperlink button

2. Select a mailing list from the Subscribe to Mailing List Link drop down

3. Click the Link button

5.3.6. Link to Contact Form and pass a message for the Comments Field When you link to a page which has “Contact” in the name, you will get an extra dialog box appear asking you to enter a message to show in the comments box on the contact form. Simply type your message in the box and click OK. Then click the Link button as normal. You should then test the link to confirm that it does work. When you click on the link now, it should take you to the Contact page and add your message to the comments field on the contact form.


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5.4. Images 5.4.1. Adding Images

1. Click the Insert Image button.

2. Select your image from the window that appears by clicking on its thumbnail.

3. You can choose from the following options in the Image Property window before adding the image.

Alignment: Left – Image is aligned to the left and text wraps around it. Right – Image is aligned to the right and text wraps around it. Middle – Image is placed on the line of text and aligned so that the middle of the image is inline with the text on the line. Caption/Alt Text: Alternative text for the image if the image is not displayed such as in a non-image browser. This text also appears in a normal browser when a user holds the mouse over the image. Border: Border style for the image. Horizontal Space: Space to the left and right of the image. Vertical Space: Space above and below the image.

4. Once you have selected your options click the Insert Image button to add the image to the page.


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5.4.2. Modifying Images You can move an image around the page by simply clicking and dragging it. To change the properties such as Alt Text and Spacing you can double click on the image. If you need to change the size of an image you should re-upload the image and select a different size. NOTE: While the editor does allow you to resize ima ges using the normal method of dragging the handles on the corners of a selected i mage this does not change the size of the uploaded file. If the image is slow to downl oad on the website resizing it in this way will not make the download any faster. Resizing an image in this way also lowers the quality of image.

5.5. Adding Media

1. Click the Media button.

2. In the window that is displayed choose the type of Media you wish to add – Flash or Sound

3. From the Media Source drop down box, select the file.

4. Enter properties for the file:

→ For Flash files, specify the size of the animation (Note: size is in pixels)

→ For Sound files, if you wish the file to continue playing continuously, click the

Infinite Loop check box.

5. Click the Insert Media button to insert the media.

5.6. Adding a Horizontal Line Lines are great used as a break in a section of text.

1. Click on your page where you would like a line to appear.

2. Click the Horizontal Line button.


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5.7. Tables Tables are useful additions to a page. Tables can be used to organise data into rows and columns and also as a way of arranging text and graphics on the page.

1 2 3 4 5 6 Button 1: Create Table. Click the Table Icon to Create a Table with any number of columns and rows. Button 2: Edit Table. Click inside a Table then Click the Edit Table Icon and a window will be displayed with options to modify the table by changing its Width , Alignment and Border Style . Buttons 3-4: Add Table Column or Row. Click inside a Table then Click either the Add Column or Add Row Icon to add a Column or Row to the right of or underneath the current Column or Row. Buttons 5-6: Delete Table Column or Row. Click inside a Table then Click either the Delete Column or Delete Row Icon to remove the current Column or Row.

5.7.1. Adding a Table

1. Click on the page where you want to add a table.

2. Click the Create Table button.

3. Select how you want your table to appear from the Insert Table window as shown below. (Note: You can edit your table later if you need to change it.)

Alignment: Left, Right or Centre alignment. Rows and Columns: Number of rows and columns for the table. Width: The width in pixels or as a percentage of the total width of the page. Border Style: Displays a number of options for the table appearance on your page.

4. Click the Insert Table button.

You can add text and images to a table in the same way you add content to the rest of the page.


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5.7.2. Editing a Table Editing a table allows your to change the alignment, the width and also the border styles of your table.

1. Highlight your table by clicking on its border or by clicking inside the table.

2. Click the Edit Table button

3. Make the changes to the alignment, width and border style.

4. Click Update Table Button.

5.7.3. Adding Columns and Rows to a Table As well as editing the appearance and position of a table, you are also able to add extra Columns and Rows where required. Adding an extra Column:

1. Click inside a cell in the table.

2. Click the Add Column Button . (Note – the new column will be added to the RIGHT of the selected cell.

Adding an Extra Row:

1. Click inside a cell in the table.

2. Click the Add Row Button . (Note – the new row will be added BELOW the selected cell.

5.7.4. Removing Columns and Rows from a Table Removing a Column from a Table:

1. Click inside a cell in the Column that you want to remove.

2. Click the Remove Column button. The selected column will be highlighted and you will be prompted to delete the selected column.

3. Click OK to confirm deletion of the column.

Removing a Row from a Table:

1. Click on a cell in the Row that you want to remove.

2. Click the Remove Row button. The selected row will be highlighted and you will be prompted to delete the selected row.

3. Click OK to confirm deletion of the row.


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6. WebMaster Newsletter Manager

6.1. Add Members and Email Addresses To add new subscribers to a mailing list click the “Add Member” link in the top right of the page. This shows a simple form where you can enter the member details and select which mailing lists they belong to.

6.2. Find a Member or Email Address to Edit, Delete or Change Subscriptions 1. When you first enter the Newsletter Manager, use the Search box to find a user by

typing in part of their email address. 2. The search will show a list of members with links to edit and delete. You can also

activate and deactivate users from here.

6.3. Edit Members and Email Addresses When you have found the member you need to change, clicking edit link will show a simple form where you can change the email address and also update which mailing lists that user is subscribed to.

6.4. Delete Members and Email Addresses When you have found the member you need to delete, clicking delete link delete will completely remove the user from the mailing list system.

6.5. Activate/Deactivate a Member To simply unsubscribe a user, rather than completely delete them, you can search for a user as described above. The search will show a list of members with a link to Active or Deactivate each member. If you only need to unsubscribe them from a mailing list, use the edit link where you can tick boxes to indicate which mailing lists the user is subscribed to.


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6.6. Create and Send an Email Click the “Mail” link next to the list you would like to send an email to – this will show you a list of mail messages you have previously sent, a list of messages you have started to create and a link to “Add Mail Message”.

6.6.1. Add New Mail Message Click the “Add Mail Message” link to start creating a new message.

Select/enter some basic details about the email: To: Select the mailing list you want this email to be sent to. From: Type the name of the person, department or business that you want to see in the

FROM field of the email. Subject: Type a subject for the email – think carefully about what will grab the attention of

your customers when they receive the email. CLICK the “Add Mail Message” button and the message will be created and the mail message editor will be shown below so you can start writing your email.


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6.6.2. Write the Email in the Editor Just type your message in the editor and use the editing tools just like you do when editing a page.

Different people read emails using different programs so there are some things that may not always look the same for everyone that receives your email. The heading styles you use on pages are not available in this editor because different email programs interpret them differently. To personalise the email you can insert the members First Name, Last Name and Email address anywhere within the email. Next to the Size menu you will see a “Member Details” menu – just click in the text where you want the detail to appear and then choose which detail from the menu. You can click the “Preview” tab to see the email with an example name and email address.

6.6.3. SAVE your work in the Editor Regularly Always remember to click the button to save your changes to the message (you should do this at least every 10 minutes to make sure the server doesn’t forget that you are logged in).


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6.6.4. Preview and SEND the Email Above the editor and mail message details, there is a pale green section with a link “Preview/Send Mail Message »” – click this link to preview the message and get ready to send. On the mail preview/send page you can see what the message will look like with the details from the first subscriber on the list – their name etc will be inserted into the email as a live example. An unsubscribe link will be added to the end of the message automatically. Clicking the “Send Mail Message” button will send the email to each subscriber one at a time – you can watch this process as it flicks through each email address. When the email has been sent the page will show the list of mail messages with a message showing how many emails were sent. The message will show the date sent and number of members sent to. Clicking “Sent Status” will show a complete list of all email addresses showing which were successful and which failed to be sent – failure at this stage usually indicates a mistyped or fake email address missing a critical element like the “@” symbol.


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6.6.5. Send a TEST Email It’s often a good idea to send your big newsletter to a test mailing list, including yourself and perhaps a few colleagues at work so you can do final checking before sending it out to all of your customers. To do this, create a new mailing list and only add yourself and a couple of others to this list. Then add your mail message to this list and when you have the message complete, send it. You will then get the message in your inbox and can do a final check. Once you have checked the message you can go back and edit it before resending. Once you have made the changes you can select the real mailing list and send it off to your customers.

6.6.6. EDIT and RESEND an Email Click the “Mail” link next to the mailing list where the sent message is recorded. Click “Edit/Resend” next to the particular message that you would like to change or resend.

The mail editing page looks the same as before except the message at the top is slightly modified so you can see the date you last sent this message.

Use the editor again to make changes to the message and then click the button. In the message details, you can change the To, From and Subject of the email and click the “Update Mail Message Details” button to save these changes. Click the “Send Again »” link in the pale grey section at the top to preview the message before sending it again – the rest of the send process is the same as before. On the send message page, check the “Clear existing Sent Message list?” checkbox just above the Send Mail Message button to ensure that the email goes to all users on your mailing list (otherwise anyone on your test list would be ignore on the resend).

7. WebMaster Noticeboard ManagerThe WebMaster Noticeboard Manager manages News Items areas, as well as individual streams

7.1. Add News Item To add a news item simply click the


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WebMaster Noticeboard Manager The WebMaster Noticeboard Manager manages News Items for the Public and Subscriber

individual streams.

To add a news item simply click the Add Item link in the top right of the page.

for the Public and Subscriber

link in the top right of the page.


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You can then enter the following details about the news item:

Headline will appear as the header for the news item.

Order is the position the news item will have in the list. The order is based on the date created but if you enter a number here it will override the normal date order and position the item at the top of the list in relation to other items which also have a News Order defined. Larger numbers are moved to the top of the list. Active notes whether the item is displayed on the website or not.

Display On is a list of checkboxes, one for each of the website areas. This is where you select the website area where the news item should be displayed on.

Description is a large text area for you to enter the actual detail of the news item.

Once you have entered all the details click the Add News Item button to save the item and display it on the website.

7.2. Edit and Delete Items To edit and delete items use the Edit and Delete links next to an item on the list. The edit fields are the same as when you first add an item.


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8. HSE Subscription Manager The HSE Subscription Manager allows you to add, update or view information related to your current subscribers.

You can search for a particular subscriber by entering their name or login in Search for Subscribers and clicking Search. You can also search for any subscriber who is registered for a particular stream by entering the stream name in Search for Subscribers , then selecting Streams from the dropdown and clicking Search.

8.1. Add a New Subscriber Subscribers may be added to your website in two ways.

1. Click the Add a New Subscriber link in the top right of the page. 2. The subscriber can enter their details and create an account through the Subscriber

Registration form on the public website. Subscribers who register through this method will automatically appear in the Subscription Manager as an Inactive Subscriber.

8.2. Subscriber Details Click the Details link beside the Subscriber’s name to edit their details. You will be presented with the Subscriber Details form. Along with the standard personal, business and contact details, there are three special fields in the Subscriber Details form.


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Active indicates whether the subscriber has a current subscription with HSE. Changing this value to No will disable their access to the Subscribers area. Uploads Start is the day of the month when the subscriber is allowed to begin uploading their Online Form or Excel / PDF Form data. Uploads End is the day of the month when the subscriber must have finished their Online Form or Excel / PDF Form data uploads.

If you need to extend a Subscriber’s upload period, you can temporarily change the Uploads Start or Uploads End fields for that month. Click Update Subscriber to update the subscriber details.

8.3. Update Subscriptions Click the Subscriptions link beside the Subscriber’s name to view or update their current subscriptions.

Each Stream is listed with a checkbox beside it. Tick the checkbox to register the current Subscriber with the selected Stream. The Subscriber will have permission to view Forms, Reports and Information Pages for the selected stream. Click Update Current Subscriptions to confirm the Stream selection.


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8.4. Subscriber Reports Click the Reports link beside the Subscriber’s name to view and upload reports.

To upload a new report, use the drop-down at the top right of the page to select the Stream for which the report is issued, then click Upload a New Report for Stream .

Title is the name of the report which will appear on the Subscriber’s report list. Document allows you to browse for the report file saved on your computer to upload Click Upload Report to make the report available for the Subscriber.


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8.5. Subscriber Forms Click the Forms link beside the Subscriber’s name to view Online Form data submitted by the Subscriber, view Excel / PDF forms uploaded by the Subscriber, or add custom forms for the Subscriber.

8.5.1. Online Forms

To download an Excel Spreadsheet containing the Online Form data, select a date range (default is the current month) by entering a From and To date in the text boxes provided, using the format dd-mm-yyyy. Then click Download for the desired Online Form, and save the Excel file provided. Note: You can also download an Excel Spreadsheet containing all data for a month (not limited to a single subscriber). Please see the HSE Stream Manager guide for more information.

8.5.2. Excel / PDF Forms

To view an Excel / PDF form which the Subscriber has uploaded, simply click on the form title to download the file.


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8.5.3. Custom Excel / PDF Forms

In addition to the default forms available for all Subscribers for each Stream, you can provide a customised form for a single Subscriber. If you wish to customise or personalise a form for a particular Subscriber, select the appropriate Stream using the drop-down list, then click Upload a Custom Form for Stream .

Title is the name of the custom form. If you want to provide an additional form for that subscriber, enter any form title. If you want to override the default form, you must enter exactly the same title as the default form. Document allows you to browse your local computer to find the customised form.

Click Upload Report to add the custom form.


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8.6. Subscriber Documents Click the Documents link next to the subscriber’s name to view or add custom documents for the selected subscriber.

If you wish to upload a custom document for a subscriber, select the appropriate Info Page from the drop-down list, then click Upload a Custom Document for Info Page. These documents will appear alongside the standard documents on the selected Info Page, for the selected subscriber only. No other subscribers will be able to view or download this document.

Title is the name of the custom document. Description is a short description of the document Document allows you to browse your local computer to find the document file. Click Upload Document to add the custom document.


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9. HSE Stream Manager The HSE Stream Manager allows you to manage your Subscription Streams. You can add or remove Streams, update Stream details, provide content pages, and create Online or Excel / PDF forms for your Subscribers to use.

In the main Streams menu, there are two types of entries. Entries in bold text are Streams , which Subscribers can register for and contain Forms, Reports and other information. Entries in normal text are Information Pages , which can be used to present information, downloads or other content. All Information Pages are associated with a Stream; Subscribers cannot register directly to an Information Page. To create a new Stream or Information Page, click Add new stream or Add new page at the top left of the page. To edit an existing Stream or Information Page, click Edit beside the title. To delete an existing Stream or Information Page, click Delete beside the title.


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9.1. Create a New Stream

Stream Title is the full name of the Stream.

Active indicates whether the Stream is ready to be used. A Subscriber cannot register for a Stream if it is set to Inactive. Link to Parent Stream allows you to create a sub-stream by specifying the parent. For example, the “Finance Coaching – New Manager” stream has “Education Services” set as the parent stream. Order allows you to specify an order for the Stream to appear in the menu. A lower number will appear earlier in the menu, while a higher number will appear later. Stream Price allows you to note the subscription price for the Stream. This information is currently for your reference only. Show Forms / Reports indicates whether the Stream has any Online Forms, Excel / PDF Forms or Reports associated with it. If No, the Forms and Reports pages will not be available for this Stream. This may be helpful for an informational Stream which does not provide regular or individual reports.

Click Create new stream to save the Stream details.


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9.2. Create a New Information Page

Page Title is the full name of the Information Page.

Active indicates whether the Page is ready to be viewed. If the page is set to Inactive , it will not appear in the page menu for Subscribers to view. Link to Parent Stream allows you to specify which Stream the Information Page belongs to. Only Subscribers who are registered with the specified Stream are able to view the Information Page. Order allows you to specify an order for the Page to appear in the menu. A lower number will appear earlier in the menu, while a higher number will appear later.

9.3. Edit Content (Stream and Information Page)

The Content tab allows you to edit the content for the specified Stream or Information Page. Note: Please see the Pages Manager guide for more information about the Details, Content, Html or Preview tabs.


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9.4. Upload Documents (Information Page only) The Documents tab allows you to upload documents to appear on the page.

Title for this file is the document name which will be displayed on the page Description is a short description of the document contents Select file allows you to browse your local computer for the document to upload You must select one of the Document Displayed in options for your document. Document List automatically inserts the document onto the Information Page, in the documents panel on the right-side of the page.

As Link in Page Editor does not automatically insert the document, but instead allows you to link the document from within the Pages Manager content area. See the Pages Manager guide for more information about inserting a document link.

Click Upload to upload a new Document for this Information Page.


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9.5. Edit Forms (Stream only) The Forms tab allows you to upload Excel / PDF Forms for the Stream, create Online Forms, or download submitted data from Online Forms. The Excel / PDF Forms which you provide can be downloaded by the Subscriber. The Subscriber will then complete the form with the required data, and re-upload it. Online Forms allow the Subscriber to enter data directly from the website. Once this data has been submitted, you can download an Excel Spreadsheet containing this data.

9.5.1. Upload an Excel / PDF Form To upload a new Excel / PDF Form, enter the following details: Title for this file is the form name to be displayed to the Subscriber. Description is a short description of the form contents, or the data to be provided. Select file allows you to browse your local computer for the document to upload. Click Upload to upload a new Form for this Stream.

9.5.2. Remove an Excel / PDF Form To remove an existing form, click the Remove link beside the appropriate form.


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9.5.3. Add a new Online Form To add a new Online Form, enter the following details: Form name is the form name to be displayed to the Subscriber. Description is a short description of the form contents, or the data to be provided.

Select form allows you to select an existing Custom Form which you must have already created using the Custom Form Editor. Note: Please see the Custom Form Editor for more information about creating a Custom Form. Briefly, the Custom Form Editor is used to specify the fields and data for the form. The HSE Stream Manager is then used to link that Custom Form to a particular Stream.

Click Add Form to add the Online Form for this Stream.

9.5.4. Download Online Form data To download an Excel Spreadsheet containing the Online Form data, select a date range (default is the current month) by entering a From and To date in the text boxes provided, using the format dd-mm-yyyy. Then click Download for the desired Online Form, and save the Excel file provided. Note: You can also download an Excel Spreadsheet containing only data for a particular Subscriber. See the HSE Subscription Manager for more information.

9.5.5. Remove an Online Form To remove an existing form, click the Remove link beside the appropriate form.


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10. Banner Ad Manager The Banner Ad Manager allows you to add Banner advertisements to your website in a number of different locations. At the end of each month, a notification email is sent to the owner of each banner ad containing a report of the number of impressions and click-throughs for each banner ad. This data is also available at any time by clicking on View Reports for the desired ad. See below for a description of each of the different banner ad locations.

10.1. Add a new Banner To add a new Banner, click Add Banner Ads in the top right of the page.


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Link to Page indicates the page of your website on which the Banner Ad will appear. Title is the title of the Banner Ad.

Display Text is the text which will be added as the Alternate Tag for the Banner Ad image; this text is often used for text-to-voice readers and other accessibility tools. Link URL is the URL (website address) which the viewer will be taken to after clicking on the Banner AD. Link Text is the text which appears in the URL link. Image fields allow you to browse your local computer for an image file to upload into one of the Banner Ad locations. This image must be a standard image file (JPEG, GIF, PNG are recommended), and will be automatically resized to fit the Banner Ad content area. Note: You should only upload an image into the area you want it to appear in. If you want the Banner Ad to be available in multiple positions, you can upload more than one image. See below for a list of the Banner Ad areas for your website. Business Name is the name of the business or organisation requesting the Banner Ad. Email is the email address which the automatic monthly report will be sent to.

10.2. Edit a Banner To edit an existing Banner, click Edit for the appropriate banner ad.


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10.3. Banner Ad Locations The images below demonstrate the areas of your website where Banner Ads can appear. Each area corresponds to one of the Image upload fields in the Banner Ad form. The following images are examples only.

10.3.1. Public Banner Ads

Image (Public Small) dimensions: 234 x 60 Image (Public Footer) dimensions: 468 x 60


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10.3.2. Subscriber Banner Ads

Image (Paid) dimensions: 468 x 60 Image (Premier) dimensions: 120 x 240 Image (Free) dimensions: 234 x 60


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11. Custom Form Editor The Custom Form Editor allows you to create Custom Online Forms to be linked to a particular Stream. The Custom Form Editor is first used to create and specify the fields and data for a form. You can then use the HSE Stream Manager to attach the newly created form to a Stream. Once this form has been attached to a Stream, Subscribers can use the form to submit their data using the Subscriber area of the website.

11.1. Create a new Form To create a new form, click Create Form in the top right of the page.

Name is the title of the form. Each form must have a unique name.

Submit Button Text is the text which appears on the submit button when the Subscriber is entering data

Click Create Form to create the form.

11.2. Edit a Form To edit an existing form, click Edit beside the relevant form.


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11.3. Edit Form Name, Hide/Show Fields, Edit Submit Button Name allows you to change the form name. Form Fields allows you to select the fields (see Add a new Field below) which you want to appear on the form. Submit Button Text allows you to change the text which appears on the submit button for the Subscriber. Click Update Form to save any form changes.

11.4. Add a new field Name is the name of the data field. Field Type indicates the type of data field. See Edit a field below for more information. Required indicates whether or not the user must enter a value before submitting the form. Max Length sets the maximum number of characters for a Text Box or Text Area. Click Add Field to add the new field.

11.5. Edit a field

Click Edit Form Field Details to modify the details for a particular field. There are a number of different field types, each with varying options.


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11.5.1. Text Box / Text Area / Label

Text Box, Text Area and Label all contain the default form options (see Add a new field above). A Text Box is a single row for the user to enter text. A Text Area allows the user to enter text in multiple rows. A Label is a display field which is used as a heading. The user cannot enter data for a label field. The name you give the label will appear in a heading style.

11.5.2. Drop Down List, Radio Button List, Check Box List

In addition to the default form options (see Add a new field above), the Drop Down List, Radio Button List and Check Box List allow you to add values which can be selected by the Subscriber when entering the form details. To add a new value, type the value in the text-box and click Add . A Drop Down List presents the values in a Drop Down text box. Only one option may be selected by the Subscriber. A Radio Button List presents the values in a series of radio buttons. Only one option may be selected by the Subscriber. A Check Box List presents the values in a series of check boxes. The Subscriber may check more than one value.

11.6. Use a Form in a Stream After creating a form and specifying the data fields, you must attach the form to a Stream. See HSE Stream Manager for more information.


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12. Products Manager The Products Manager allows you to create a list of products or items to be sold on your website, it allows website managers to select and purchase the items completely online using the integrated PayPal system that is linked to your website. Already setup in the products manager are two categories, these are Products and Workshops , and can be used accordingly when adding your new items.

12.1. Create a new Item To create a new item, click Add Item in the top right of the page.


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Parent Category This allows you to select which category you want your new item to be added to. You have the choice of “Products” and “Workshops”.

Name is the title of the item. Each form must have a unique name. (This field is required)

Description in this area you can enter important information about this item, you have the ability to format the text with the bold, italics, and other buttons on the toolbar. Price enter the price of the item per item that the customer must pay Stock Level enter number of the items you have in stock, as items are purchased you have to change this level (unfortunately it does not automatically do this) once the stock level is set to ‘0’ the item on the website will change to ‘sold out’. (This field is required) Active indicates whether the item had appeared on the website. Changing this value to No will disable the item on the website. (This field is required) Order allows you to specify an order for the item to appear in the page. A lower number will appear towards the top of the page, while a higher number will appear towards the bottom Document enables you to upload a document relating to the item, for example if the item was a workshop, you can upload a schedule, or brochures etc. To do this click on the browse button and select the file you wish to upload. External Link you can insert an external link if you item has further information on a separate website you can insert the link to that website in this box. Photo enables you to upload a photo of the item or an image relating to the item you are adding. To do this click on the browse button and select the image you wish to upload.

Click Add Product to create the form. This is what your item will look like on you website:


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12.2. List items within a category To view and edit the items that already exist in the website, first select the category that you wish to see by clicking on the corresponding ‘view’ button.

Click this to view items in the Products category etc.

A list of items that have been added to the selected category will appear.

To return back to the category selection page, use the breadcrumb to and select the “top” button.

Or alternatively you can select the products button from the WebMaster top menu.

12.3. Edit & Delete Items Select the category that contains the item you wish to edit.

Click on the edit button of the corresponding item you wish to edit. (if you wish to delete this item, select the delete button and click yes when the confirmation box appears)

Here you can edit the details pertaining to that specific item (this form is the same as adding a new item 12.1), once you have made you updates, select the “update product” button.