Squiz edit+ guide for kelsi.org.uk How to edit content using /_edit
Contents
1. News Item allows you to add articles to your site These articles could be anything from a media release to a general article on your site m Form x A Form can be used to collect different types of information from users Examples include a contact us form feedback form job application customer surveys etc Standard page News item Events kelsi org uk _edit Adding an image Before adding an image to your page you will need to upload it into Squiz Make sure the image is the correct size before uploading Upload an image To upload an image e Click New on the top toolbar e Select file on the left hand side e Select image e Browse to where the image is saved on your computer and select it e Complete the name field e Complete the alt text field this is what will appear when you hover over the image e Select the location where the image will be uploaded to all images will need to be uploaded to the images folder which will appear on the far left of the tree e Click create e Complete the mandatory metadata fields for the asset e Apply for approval on the details screen once you are happy It is important to apply for approval and have the image made live otherwise members of the public will not be able to view it and it will show as a blank space on the page j i Asset Creation Wizard 9 Image y f Word Document Excel Document kelsi org uk edit 10 Placing an image on a page On2. there are any issues with content on this page you can immediately find someone to contact For images the information owner field is called Information about rights held in and over the resource Here you need to enter who provided you with the image and holds the copyright for it Has content field This field appears on page assets For the navigation to work properly pages without content need to have this field listed as No Pages with content need this field to say Yes kelsi org uk edit 18 Workflow screen This screen shows you the current workflow status of the asset If you have submitted the asset for approval this screen will tell you e How long the asset has been in workflow e Any approval or rejection messages e Who has edited or submitted the page If your page hasn t been approved and you think it should have been the messages will be stored here for you to see what you need to change If the page has been rejected it will go back into Safe Edit mode to let you edit You will then need to apply for approval again kelsi org uk _edit 19 Linking screen This screen shows where the asset is located in Squiz You will be able to see all the direct children assets of the asset you are looking at You can reorder assets on this screen by selecting the grey arrow buttons on the right hand side You can also go to the linking screen of the child assets from here If you are deleting an asset from the system
3. Squiz edit guide for kelsi org uk How to edit content using edit Digital Services kelsi org uk edit Contents Before Voll TE E E 4 Fiuidu u 4 Edit it atico iii 4 A A A 5 Asset informatio Mss m M A A AA 5 AA A E A E 6 Save yo r charges iced iniiaiee aei ia aeaaeae QURE raietan ei aitaa iri iaiT 7 Finding Aled SSC THT 8 Adding a NeW asset T 9 Adding ANAM T 10 Upload ari image E A E E da 10 Pl cing A IMASCOMIA pag retenres e A a 11 Adding a docutnent i eta er n Re ER AR Re ERR REPE E E v ERROR er dere enam 12 Upload ardo cumentos seisime oiee rne teni ees E uerus ee RANEE INSERERE T HIN REANO MEET E TRE T ae hese 12 Link to a document ON a page ere e te REI a 13 Adding a new version of a document ccsccccecessssesssseceeecessesaueceeeceseesesaeaeeeeecussesaaaeeeeceseesesaaaeeeesens 13 Detalle Nini ede s ERR Fe er eter cen perierat mute redet dot ve erae exec eerie enden 14 Changing the page iare ierit PP 14 Naming and renaming assets trece teet eter id eret eee ed ic 15 Naming an asset ce slats RERERIN EE 15 RENAMING AN asse scene AY 15 Changing the page name cssssccccscssssssssecececeeeesenaaeeeeceseeaaeceeeesceesesaaseseecuseeseaaaeeeeeeeessessaaeaness 15 CONTENTS SCLOEMN e 16 Inserting hyperlinks eeeeeesseesesesee nennen nnne nnne nennnnn nnne nn neni nn n
4. at only users with edit permissions can sea Status Namos Related Image Sat image Changing the page name You can rename the Page name and Page short name on this screen Changing this doesn t affect the web path of the page The page name and the page short name can be different The page short name is used in the navigation of the site so try not to make it too long It should be no more than 2 lines when you preview it kelsi org uk edit 14 Naming and renaming assets Naming an asset When you created an asset you would have given it a name The name you enter is used for the Page name Page short name and the Web path e Page name is the full name of the page e Page short name is displayed in the asset map and in the navigation menu of the site e Web path is used in the URL of the asset Where there is a space in the name there will be a hyphen in the URL Renaming an asset You can rename Page name Page short name and web path You can rename them all the same or rename them differently Changing the page name To rename the Page name or the Page short name go to the details screen of the asset make sure the page is in safe edit and under the names section change the Page name or Page Short Name kelsi org uk _edit 15 Contents screen To edit a page asset it should be under construction or in safe edit Any changes you make to the page in safe edit will not be live until it has been through approval
5. ce you have uploaded the image and made it live go back to your original page and using the WYSIWYG toolbar select the add image button Complete the fields and apply changes Image is decorative The image will then be inserted on to the page kelsi org uk _edit 11 Adding a document Before adding a document to your page you will need to upload it into Squiz Make sure the document is no bigger than 3MB before uploading Upload a document To upload a document e Click New on the top toolbar e Select file on the left hand side e Select the type of document you are uploading PDF Word Doc etc e Browse to where the document is saved on your computer and select it e Complete the friendly name field e Select the location where the document will be uploaded to upload documents underneath the page it will be linked to e Click create e Complete the mandatory metadata fields for the asset e Apply for approval on the details screen once you are happy It is important to apply for approval and have the document made live otherwise members of the public will not be able to view it and it will take them to the Squiz login screen N o d Asset Creation Wizard l Image PDF Upload a Portable Document Format POF Ne H E Word Document Excel Document kelsi org uk edit 12 Link to a document on a page Once you have uploaded the image and made it live go back to your original page and using th
6. dit 7 Finding an asset The Asset Finder allows you to navigate the assets within your system locating and redirecting to assets you want to edit To open the Asset Finder click on the asset finder button located to Open Asset Finder the right of the Current User button in the tool bar rege PA C IA v 2 E Asset Finder gt gt K Q on sg gt Home 18979 B Documents 4 Wdusion and specia i Bd Images m Support lor children gt pa a HR and tran Finance 19714 G Keen Pareeang Setan 21060 Em You can navigate through the asset tree to find the asset you wish to edit The colours on the side show the status of the asset The numbers after the name of the asset show how many assets are underneath it children At the top of the asset tree is the breadcrumb which shows you were you have navigated through the tree To select an asset to edit click on it so that is highlighted and press Select in the bottom right of the screen kelsi org uk _edit 8 Adding a new asset To open the Asset Creation Wizard click on the Create New Asset button located to the top left of the screen From this screen you can create any type of asset you need i Asset Creation Wizard of he type of asset you want to create Pages Standard Page oe LE Pages are used to create standard content within your site such as a page with headings hyperlinks vents and images Files Other News Item A
7. e hyperlink instructions link to the document Adding a new version of a document Once you have uploaded a document you may need to update it To do this e Navigate to the asset you need to change e On the details screen put the asset into safe edit e Under the details section of this screen use the browse button to choose the new document you want to replace the existing one with e Make sure the document is named exactly the same as the existing document and is also the same file type If you upload a different named document it will create a different link to the document The best way to ensure it is the same is to copy the File name and use this to name the document before uploading e f you are changing the name of the document it would be better to delete the original document and upload the new document separately e Once you have chosen your document press the save button e f you would like to view the document click Preview in the top toolbar e Onthe details screen apply for approval once you are happy kelsi org uk edit 13 Details screen On the details screen you can e Change the status of an asset e Set a future status for the asset if the page needs to go live at a particular time e Change the Page name and the Page Short Name EJ Content Metadata Workflow Linking URLs Ay Te asselis Live and has Workflow applied Switch lo Sate Edil status to work in a drake copy T where you can make changes th
8. e asset type e when the asset was published e when it was last updated Move to Trash hil This pop up also allows you to mark an asset for deletion by clicking the Move to Trash button at the bottom of the Asset Information pop up Clicking this button will navigate you to the Linking screen for the asset with the location links of the asset marked for deletion kelsi org uk _edit 5 Asset status You can see an assets status by checking the details screen or the asset information tab on the top toolbar The different colours relate to the asset status w STATUS COLOUR KEY a Archived 3 Under Construction O Pending Approval a Approved To Go Live uve D Up For Review O Safe Editing Safe Editing Pending Approval O Safe Edit Approved To Go Live The most common asset statuses are e Blue under construction when you create a new asset this is automatically this status e Green live e Pink safe edit The status of an asset is changed on the details screen kelsi org uk _edit Save your changes Once you have edited any asset and made changes to save your changes you must click the save button in the top right of the screen If you have not clicked save and try to leave the screen a warning message will appear to let you know your changes have not been saved You can then choose to return to the screen to save your changes or discard the changes and move away from the screen kelsi org uk _e
9. e grey button at the end of the URL box When you click this the asset map will appear 2 Y URL i Anchor Title Include Summary Open a New Window Apply Changes Navigate to the asset you want to use and click select in the bottom right of the screen The asset number will then appear in the URL box Click the apply changes button at the bottom to create the link If you are inserting a document or a form make sure it opens in a new window by sliding the Open a New Window button across If you are inserting a document you should also include the summary of the document This will show the file type and file size at the end of the document Editing hyperlinks Once you have created a hyperlink you can easily edit where it links to without breaking the link e Click anywhere on the link in the editor and it will bring up the link menu test link e Click the link button and it will show you the existing link options e You can then edit it Remember to click the apply changes button once you have finished kelsi org uk _edit EA WYSIWYG Content Container ld 20978 17 Metadata Each asset in Squiz will have mandatory metadata that needs to be completed Depending on the type of the asset different fields will need to be completed You can find the metadata on the metadata screen of each asset Mandatory metadata will need to be completed before you can make an asset live Some o
10. elsi org uk _edit 25 Who to contact If you need any help with editing or have any issues email kelsi kent gov uk kelsi org uk _edit 26
11. et click the asset information on the top toolbar Click the Move to Trash button at the bottom of the Asset Information pop up Clicking this button will navigate you to the Linking screen for the asset with the location links of the asset marked for deletion If you can you will need to go to these other assets to remove the links This will stop broken links once this asset is deleted If you can not edit the other assets shown on this screen or do not want to edit someone else s content please contact kelsi kent gov uk kelsi org uk _edit Kent Parenting Asset Information ID 21080 Type Page Standard Name Kent Parenting Service Published 14 Jan 2015 Last updated 27 Jan 2015 Move to Trash fiij 24 Approval process Once you have finished editing a page you will need to submit it for approval before it can go live This is done on the details screen Choose from the drop down menu Apply for approval and press the save button All approvals go to Victoria Fraser for checking against the standards and then will either be approved and made live or if there is anything that isn t quite right you will receive an email with the changes you need to make If you need to make changes to the page Victoria will let you know what these are by email The page will be back in safe edit mode and you will be able to edit as normal Once you have made the amends you will need to apply for approval again k
12. f the fields that display on the page will also be edited in this screen rather than the edit contents screen This depends on which paint layout is applied to the page Standard metadata For standard pages documents and images the main fields you will need to complete are listed below The rest of the metadata fields will be populated automatically The fields below with a next to them will need to be completed to make the asset live Description This should be a sentence describing the purpose of the page and what people will expect to find on it It should end with a full stop Keywords Here any words people will use to search for the page need to be entered Each word or phrase needs to be entered into a separate box and more keyword boxes will appear as you enter more words The order of these does not matter They are case sensitive Automatically included in the first keywords field is asset_name Do not delete this as it will make the name of the asset one of the keywords Super keywords This field will affect the search results of the page and help promote content If you think your page should be at the top of the search results email kelsi kent gov uk and request for this field to be completed It needs to be managed centrally so that pages don t counteract each other The information owner Enter the name of the person responsible for the content It is better to have a named person rather than a service so that if
13. hem for this site as Squiz may alert you to new messages Edit interface This is the main screen you will see once logging in with the admin url Account details asset tree search button TM SquizMatrix Content Metadata Workflow Linking URLs Change editing screen g ive Switch to Safe Edi al Q work in a drafilike changes that only users with edit permissions can see Status Change Cascade Status Change View Future Status Page Name Home Page Short Name Home Related Image Set Image B Enter an 0 or click selectto find an asset Editing screen kelsi org uk _edit 4 Assets Everything in Squiz is an asset Assets can be reused in multiple locations and have many common screens Examples of assets are e Standard pages e News items e Images e PDF files e MS Word documents e Users Asset information The Asset Information section of the top tool bar allows you to Kent Parenting quickly view the information on the asset that is currently being priate viewed Asset Information Clicking on the Asset Information section of the tool bar will display the Asset Information pop up as shown in the figure to ID 21080 the right Type a Page Standard The Asset Information pop up provides a more detailed summary of the asset currently being viewed including Name Kent Parenting Service e the status Published 14 Jan 2015 name Last updated 27 Jan 2015 e asset ID
14. or the status has been changed to live To change the status of the page use the yellow alert box at the top of the screen A WYSIWYG editor is used to create standard content It has similar icons to the MS Word toolbar EE A Pape Comes Show tsex owiwi Contents ar iS 15 mujes ie 22108 v food E9 x a t Bg WYSIWYG Content Containe ram a 3 If you hover over each icon while in Squiz a label will appear to let you know what it does Hal G 2 es ae A Ja e You will be able to type in the WYSIWYG field as if it is a normal Word document If you paste in content from Microsoft Word it will clean the text for you Use the H button to change the heading types on the page kelsi org uk _edit 16 Inserting hyperlinks Create a hyperlink on a page by highlighting the words you want to make the hyperlink and then click the link button You can use hyperlinks to link to e Documents e Other assets in Squiz e External sites e Email addresses e Anchors on the same asset or a different asset in Squiz When you click on insert a link a small screen will pop up External links You can type the URL into the first box on the pop up screen Make sure you include the protocol http or https when typing a URL otherwise it won t work and will make a broken link on the page Internal links To link to an asset in Squiz whether this is another page or document use th
15. sns ases sentia sanas esseri anda sss en 17 External KS s creen eter tek teh easter cce ester unt ibtd E MI LLLI DIE DIL iN MUR UE esi 17 TnruuEBnncee 17 Editing hyperlinks o enero ter tr a teret Estee ere er rias 17 Metadata E 18 Standard metadata ce ee ida 18 Has content feld res a dea era ERE earn 18 ferme gg 19 LINKIN Scree Ti O A DLL O 20 kelsi org uk edit 2 WIRES SC CAN A a E e FEET EUER TaS 21 Short URDS 22 Preview a page iere ede idas 23 Deleting al assetiZo EOI DOOR UO Gn GNE did 24 ApprovaliprOCess etit veneti eti tee teet Hte delo 25 Who tO Contatti aa 26 kelsi org uk edit 3 Before you start Squiz Matrix is the content management system used to manage various KCC websites including KELSI Logging in To log in use the following url e Squiz Edit interface for KELSI http kelsi org uk edit While we are in beta phase use http beta kelsi org uk edit e You can also log in by visiting any page on the site you would like to edit and putting edit at the end of the url for example service edit Your log in details are the same as the ones you use to log on to your computer The password will change each time you change your main log in When you first log in your browser may alert you that pop ups are being blocked Please enable t
16. t URLs kelsi org uk _edit 21 Short URLs To create a short url for a page you will need to email kelsi kent gov uk with the page you would like the short url for and what you would like Things to consider e Avoid using acronyms they don t mean anything out of context e Check existing short urls and don t duplicate there may be a more appropriate one already in existence e Create for offline campaigns e g if it is being printed on advertising used for radio campaigns etc e Make sure they use lower case letters URLs are case sensitive in Squiz and users tend to type all urls lower case so having capital letters would create a broken url e The URL needs to be specific to the content and will make sense forever make it specific e Only have 1 short URL per page otherwise users will get confused and think it is different content kelsi org uk _edit 22 Preview a page Once you have edited a page you can preview it when you are logged in by using the URL with _nocache at the end of it So for example to see the live version of this page use www kelsi org uk to see the edited version that isn t yet live use www kelsi org uk nocache It is important to remember to make images and documents live You can see them because you are logged in but this doesn t mean members of the public can You can also use the Preview button on the top toolbar kelsi org uk _edit 23 Deleting an asset To delete an ass
17. you will need to check the links on this screen and remove any necessary ones to stop broken links on the site Details Content Metadata Workflow URLs Location Links Website Locations Show in Menu Lenk Vei Direct Children kelsi org uk edit 20 URLs screen This screen lists the URLs of the asset The web path is automatically created when you create your asset If the page has never been live you can amend the web path as much as you need to When amending it remove the existing URL in the box and type the new one Where there are spaces you can type a hyphen Untick the add remaps tick box and click the save button The new URL you have typed will replace the old one and the old one is deleted from the system If the page is live you don t want to change the URL of the page very often if at all as users of the site could bookmark it and link to it and you don t want to stop them from finding the content The system will automatically create a remap for the page if you do change it but for system management reasons it s easier to have less of these If the meaning of the page is completely changing it might be better to create a new page rather than change an existing one If you do change the URL make sure you leave the automatically add remaps box ticked Once you have clicked commit it will show you on the screen any remaps created in the bottom half of the screen Web Paths d Add New Curren
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