Drupal Basics User Manual
Contents
1. Email Links A While editing a site page with your cursor highlight the text you would like to make into a link and select on the link button te B A popup window will display similar to the image below Insert Edit Link Mozilla Firefox MHC mtholyoke edu https dprod mtholyoke edu sites eee Insert Edit Link Link URL mailto tchamber mtholyoke edu _ Target NotSet xl Title Class Not Set C Enter mailto followed by the email address in the field to the right of Link URL i e mailto username mtholyoke edu see above image No spaces are allowed otherwise the email link will not work D Press Insert to create the link 14 Mount Holyoke College Drupal Basics User Manual 07 29 13 7 Images Images on Standard Pages You have two options for adding an image a standard page 1 Atthe top of the page which will align left of your text 2 AL ihe bottom of the page which will align to the left and has an optional caption field text will show below the image The process for adding the image is the same for both locations However an image at the top of the page will automatically reduce in size to fit the image and text side by side To add an image to a page A Browse for the image Add Image Below Page Body optional Browse Upload Upload the largest available image Images will scale to the maximum width allowed by the page Files must be les2. Drupal Basics User Manual Mount Holyoke College 7 29 2013 Author Theresa Chamberland This user manual describes how to use Drupal to update your section of the Mount Holyoke College website and covers topics such as logging in creating new webpages and the basic information you need to use Drupal successfully Contents Mocs 6 1 7 x N crncre rete sete dia acc E E shaded aestouceouan ss eesedeanteceancancsee E 3 WV SAIS I SNS Caled Beal 3 a lt 7 oe eee a cee nee eee ee eee ee ee ee ee eee ee eee 4 Lee 4 MY OF STO eT 4 COON eee E 4 COR C amus LOJI e a E E R EA E ences 4 on campus Res T 4 BNO e race sees secs E 6 v N gie K e e n a T ST dea E e E E E E T E E 8 ECM Ee SUI AG TTT 8 OS TS SI TTT 10 Tei FONA eae cra ete epee etc steers TOR E T 10 LIK de 12 cm lt gt See nee ee ent ee eee ree ee ee ee eee ee ee eee 13 BrOK 9 TT 13 MOH 991 TTT 13 ST GINKS e e E E E 14 e Tv s L E E EE EEO 15 Mages on Sandara FACS S cae a 15 E B lt e Fiere E E 16 Re oa TTT 18 e POA O a E co ae ee ee 19 COmMmamn TIPO aee E eee ee ee ee ee 20 12 Creato Now eis ale Ts Pago ae ee ene eee ne nee eee eee eee eee 21 Toa Eo L 6 71 aerate ee eet E ee ee eee eee eee ee eee 23 L eae de ca e 0 lt 1 6 19 eee one en ee eee eee eee eee 23 My E o TTT 23 2 Mount Holyoke College Drupal Basics User Manual 07 29 13 1 Overview Drupal is the Web content management system which the College uses to update and maintain officia
3. If you need help in Drupal email the College Web Team webhelp mtholyoke edu rather than writing to one individual as the mail list goes to the full web team LITS and Communications and our students Access To obtain access to Drupal send an email to webhelop mtholyoke edu include the name of the department s you maintain You must attend an Introduction to Drupal workshop before you will be given access to Drupal Workshops Information about Drupal workshops is available online www mtholyoke edu go drupalworkshop Login Before you can add or edit content on your section of the College website you need to attend Drupal training If you work on more than one section of the College site inform the trainer so they will give you access to all the sections you maintain on the College website Off Campus Login To access Drupal off campus you will log into Drupal the same way you do on campus On Campus Login You may use any platform i e PC or Mac and any Web browser i e Firefox Internet Explorer Safari Chrome etc to work in Drupal To log into Drupal from on or off campus follow the instructions on the next page 4 Mount Holyoke College Drupal Basics User Manual 07 29 13 A Once you have access to Drupal go to the webpage you want to edit Scroll to the bottom of the page and select login below the contact the College details Note you may login from any MHC webpage that ha
4. 10 minutes have passed and you have tested the PDF link from the live page 10 Revisions This option allows you to retain old versions of content If you make a mistake during your updates you can always revert back to a previous version 19 Mount Holyoke College Drupal Basics User Manual 07 29 13 11 Content Types When creating new pages there are several types of content that may be available on your website however not all content types are available for all sites Art Museum Basic and Home Page for Art Museum use only Campus Police Basic Page for Campus Police only Embedded Media use for embedding video and photos from YouTube Vimeo or Flickr This page may contact both videos and Flickr slideshows See how to create or edit an embedded media page in the Beyond Basics User Manual Image with text used to create a page with an unlimited set of images and text Images will automatically resize to a maximum width and align to the left of the text See how to create or edit an image with text page in the Beyond Basics User Manual People Pages used for faculty staff student or alumnae people pages See how to create or edit a people page in the Beyond Basics User Manual Random Text Callout rotating featured person used on the academic department websites This feature is being phased out If you need an image removed email webhelp mtholyoke edu for assistance New images are not lon
5. is not yet available 4 Add content to the Body Follow the steps you used to edit a page 5 Select the Parent Item pull down menu and click on the location you want the new page to appear in the left navigation 6 Scroll to the bottom of the page and check the box to the left of Provide a menu link located next to Menu settings Menu settings Se an Provide a menu link Motin menu Revision information New revision 7 More options will appear 21 Mount Holyoke College Drupal Basics User Manual 07 29 13 8 Select the Parent Item pull down menu and click on the location you want the new page to appear in the left navigation Menu settings Benefit IZ Provide a menu link fenefits URL path settings Menu link title Alias hr benefits Benefits URL redirects serene Rete Hide link in navigation Revision information Parent item pee Seas Human Resources lt Human Resources gt Human Resources Forms Holiday Schedule Comment settings Closed Authoring information By admi 2012 04 18 17 18 46 Payroll wv admin on ZU12 U4 16 14 16 46 400 S Students Time Sheet Direct Deposit Faculty amp Staff Performance Management What Is It How It Works Planning Coaching Evaluating Employment aa o Affirmative Action Preview View cha Local Resources Demographics Resources Publishing options Published In the example above the new page will be added to the main
6. the page you would like to attach a file and select the edit tab 2 Scroll down to the section below the text editor window to the area where you can add files and select Browse and go to the document on your computer etc you would like to upload ADD FILE PDF DOC XLS ETC Add a new file Files must be less than 20 MB Allowed file types pdf doc docx ppt pptx pps ppsx xls xlsx swf flv mp4 mov mp3 m3u aif rtf txt tif eps zip rar js 3 After you select your file select Upload ADD FILE PDF DOC XLS ETC Add a new file Upload Files must be less than 20 MB Allowed file types txt pdf doc xls docx xlsx pptx 4 Scroll to the bottom of the page and select Save Do not add the text link before saving 16 Mount Holyoke College Drupal Basics User Manual 07 29 13 C Add Text Link to PDF 1 Select Edit to return to the text editor 2 Inthe text editor highlight and then copy the text that you want to become a link to the file Body Bis FRO SL ema om OBL Drupal Manuals Drupal Basics 11 06 12 this is the original manual which does not include the new content types below Embeded Media Page 03 20 13 Use this content type to create a page with videos and or photo slideshows from YouTube Vimeo or Flickr ge 03 19 13 Use this content type to create a page with an unlimited set of images and text Images will automatically resize to a maximum width and align to the left of the tex
7. date any links to the file If you link to the same PDF on more than one webpage you must manually update those links as well Consider pointing to one page which links to one page listing your PDF s Always check your live webpage after logging out of Drupal to make sure the file is 1 working downloading and 2 the correct version of your file If you experience problems with this process email webhelp mtholyoke edu for assistance A Remove the Text Link 1 Highlight the link text and then selecting the unlink icon ed d h nm Paragraph 25 39 ii 9 B Remove the PDF 1 Select Remove which is located to the right of the file E siteimprove_user_manual030513 pdf 1 01 MB Insert Siteimprove manual C Check the PDF File Name Before you upload the new file to Drupal rename the file name as follows 1 Remove spaces use_underscore_between_words 2 Use lower case letters only do not use upper case letters 3 Use letters or numbers only do not use special characters 18 Mount Holyoke College Drupal Basics User Manual 07 29 13 D Upload the new PDF See instructions earlier in this manual E Link to the PDF See instructions earlier in this manual F Test the New Link 1 See instructions earlier in this manual 2 Also test the link logged out of Drupal 3 It may take up to 10 minutes for the changes to appear on the page Do not make any further attempts to update the document until at least
8. ger being added to these image banks Standard Page used for most webpages See next section for instructions on how to create or edit a new standard page Video Gallery used to make a list of embedded videos YouTube Vimeo Each video will display in a lightbox and should contain a brief description See how to create or edit a video gallery page in the Beyond Basics User Manual Webform for forms or questionnaires You must attend a webform workshop before you may edit or create webforms We encourage to use Drupal for your forms rather than other applications such as Google forms We provide Drupal support and we can help you update the form change the form owner and retrieve the data etc See the Webform User Manual 20 Mount Holyoke College Drupal Basics User Manual 07 29 13 12 Create New Standard Page A Select Add Content Once you have logged in you should find link called Add content at the top of your personal menu N My Workbench Advanced help Hello theresa Log out Add content Find content Directories Login Calendar Campus Map Select this and you ll see a list of the types of content you can create This list reflects the privileges assigned to your user account or to the role your account is part of B Select Standard Page from the list of content types Add content rome Standard Page 1 Add the Title 2 Select the Section 3 The Featured Image option
9. ink and select on the link button g5 Sr HTML Paragraph iW 8 dd Ei A Mount Holyoke s campus is recognized as one of the most beautiful in the nation by the Princeton Review Whatever the reason for your visit we want you to feel welcome and enjoy the e B A popup window will display similar to the image below Insert Edit Link Link URL Vabout visit lodging Target Not Set Title Class C To link to another MHC webpage 1 Type or paste the relative URL i e about visit lodging in the link box as shown above 2 Select the Insert button the popup window will disappear 3 Exception Athletics copy the full URL for all Athletics pages as this site is not in Drupal 13 Mount Holyoke College Drupal Basics User Manual 07 29 13 D To link to another website 1 Copy the full URL address from the website i e http Awww nytimes com and then paste the URL in the link box as shown above 2 To make the external link open up in a new window select the Target tab and set the target to open link in new window MHC Protocol is to open a new window or tab when linking to a site that is not affiliated to the College Do not set the target to open a new window to another section of the College website the Alumnae Association ISIS or any MHC applications or affiliated websites 3 Select the Insert button the popup window will disappear
10. l College websites When visitors view a page Drupal pulls the relevant bits of content from the database and composes all of the components of the page in a template This makes it easy to quickly add or change content without requiring knowledge of HTML or other Web technologies on the part of the user person providing the content Most of the content on a Drupal based site is stored in a database Users fill in forms via a web browser to add text and images or to upload files such as PDF s or documents Download the most recent version of this user manual http www mtholyoke edu web This MHC Drupal User Manual contains proprietary information It is the express property of Mount Holyoke College and is to be used exclusively for creating updating and expanding Mount Holyoke College websites by authorized MHC community only This document is not for distribution in any form outside the College without permission Why this CMS is called Drupal A Drupal is an English rendering of the Dutch word druppel which means drop as in a water droplet The name was taken from the now defunct Drop org website whose code slowly evolved into Drupal Dries Buytaert the developer wanted to call the site dorp Dutch for village for its community aspects but mistyped it when checking the domain name and thought the error sounded better Source Wikipedia 3 Mount Holyoke College Drupal Basics User Manual 07 29 13 2 Help
11. ll libraries tinymce j Paste from Word Use Ctri V on your keyboard to paste the text into the window F If there are text links review them to make sure they are correct 11 Mount Holyoke College Drupal Basics User Manual 07 29 13 G Links to PDF files must be removed from the text and the PDF file will need to be uploaded to the page Instructions on how to upload and link PDF files are in additional documentation H After you save the page review all links to verify they are accurate Links to other MHC sites should be relative i e acad English not https www mtholyoke edu acad english Links to non MHC affiliated websites should open in a new window Text Styles When entering headings in your articles use the Format drop down menu as shown below Mount Holyoke College is a nationa inclusive excellence is demonstrate committed to the value of diversity Faculty To set a heading style select the line of text that you wish to make into a heading in the content window and then choose a style from the format drop down box 12 Mount Holyoke College Drupal Basics User Manual 07 29 13 6 Links Broken Links We offer training in Siteimprove a web tool that provides reports on broken links and misspellings You may register for this training online https www mtholyoke edu web training Text Links A While editing a site page with your cursor highlight the text you would like to make into a l
12. navigation If you want it to appear as a sub navigation page such as a sub page of the section titled Employment then you would select Employment and after the page is saved it will be listed in the left navigation under Human Resources gt Employment 9 Select Preview or Save Note if you do not select save after editing or creating a page the changes will be discarded If you are in the preview mode and click on a link changes will be discarded 22 Mount Holyoke College Drupal Basics User Manual 07 29 13 13 Log Out Once you have finished all of your site updates and work log out of the system You will find the Log out link in the menu bar Select the Logout link and the system will log you out ia Hellotchamber Log out My Workbench Dashboard Content Structure Appearance People Modules Configuration Reports Advanced help Heip Add content Find content Performance Edit shortcuts It s a good idea to make your edits log out and review them when you are not logged into your website 14 Conclusion There is a lot more functionality in Drupal than covered in this starter manual This manual will continue to expand over time 15 Glossary Content Management System CMS CMS refers to the MHC Web Content Management System It is the program Drupal that we use to create a framework for the content of our website Section The College is one website each office department or program i
13. on About MHC This field is synchonized across all revisions INCLUDE ABOVE BODY Add another item Add Featured Image optional Browse No file selected Upload Upload the largest available image Images will scale to the maximum width allowed by the page Files must be less than 20 MB Allowed file types png gif jpg jpeg Paragraph um iw nm Paragraph GA SSS 29 Mount Holyoke College is a national leader in creating and sustaining diversity The College is a truly multicultural community where inclusive excellence is demonstrated in numbers as well as in perspectives Mount Holyoke College is an equal opportunity employer committed to the value of diversity in its faculty staff and student bodies In partnership with the College community the Human Resources Department supports the mission of the College by providing programs and services that attract develop and retain a highly qualified and diverse work force The Department is committed to working strategically with the community in advocating for a work environment where the contributions of each employee are recognized and where every individual is treated fairly and equitably We provide leadership in identifying and responding to the community s changing needs and in providing guidance in the development implementation and administration of policies and procedures in support of our mission Path p 9 Mount Holyoke College Dru
14. pal Basics User Manual 07 29 13 4 Find Content Once logged into Drupal you should be able to navigate to any page in your menus to edit view your pages Some pages may not be linked to a menu item such as your left navigation To get to a specific page you may navigate to the page as you would in a web browser or you can search for your content A Select Find Content f My Workbench Advanced help Hello theresa Log out Add content Find content Directories Login Campus Map B In the Find content display complete one or more of these fields Title About add key word if you don t know exact title Type Standard Page you also may choose Any Sections About MHC you leave this blank Select Apply required DOW C Add a key word or title in the Title field i e Why a Woman s College Titl A Type B Published Sections C items per page Why a Women s College Any Yl Yes lt l Sections 25 v Data Warehouse studentprograms About MHC History D Apply TITLE SECTION TYPE PUBLISHED AUTHOR LAST UPDATED vy ACTIONS Why a Women s College About MHC Standard Page Yes admin 1 year 2 months ago D You are now ready to edit the page select edit to go directly to the edit section of the page to make changes or select the page title link to view the page 7 Mount Holyoke College Drupal Basics User Manual 07 29 13 5 Edit Content This section covers making changes to e
15. pal Basics User Manual 07 29 13 C To make the text editor window larger drag the bottom right edge corner D To preview your change scroll down the page and select Preview This is optional you may chose to select SAVE and then review your page Use the Preview feature carefully Your changes will not automatically be saved after you preview the page you must select save after you have previewed your changes or all changes will be lost Also do not click on links while in preview mode as you will be directed off the preview page and your changes will be lost E Once you are satisfied with your change if you selected Preview scroll to the bottom of the page again and hit the Save button Spell Check At this time the text editor in Drupal does not have a spellcheck feature You may copy text from the text editor and paste it into Word and use that spell check If you do this use the Paste from word feature to paste your content from Word into Drupal or you may end up with the fonts on your page looking messy See details below Input Format for more information We offer training in Siteimprove a web tool that provides reports on broken links and misspellings You may register for this training online https www mtholyoke edu web training Input Format When you cut and paste from other applications the HTML produced may cause havoc with your web page which results in fonts showing up in your content that
16. s a section of the College website When writing about the web i e in the catalogue you may continue to refer to your website Versions Any time a change is made to a content page Drupal automatically saves a version of that content which allows content to be reverted to an earlier version Workbench The workbench where you work on sections you have access where you will find your recent edits and where you can search for content 23 Mount Holyoke College Drupal Basics User Manual 07 29 13
17. s includes login at the bottom of the page B After clicking on the login link at the bottom of the page you will be BSR 5 B wate Ss redirected to the authentication login page This landing page is five college collaboration used for authentication do not bookmark this page Select the Mount Holyoke logo at the bottom of the page gt SMITH COLLEGE MOUNTIJOLYOKE C Enter your MHC username and password Username Pe Click on login Password Login D After you click on login you should see your workbench screen which looks similar to this RS My Workbench Advanced help Hello chen25c Log out Find content Directories Login Calendar Campus Map Be 5 Mount Holyoke College Drupal Basics User Manual 07 29 13 3 Regions To help you find your way around in Drupal become familiar with the regions assigned to each section of the page Each webpage is broken down into regions such as s Banner image not all sections of the MHC site have banner images e Left navigation s Body Content e Third column Callouts MOUNTYJOLYOKE ABOUT ADMISSION ACADEMICS STUDENT LIFE ATHLETICS OFFICES GIVING NEWS EVENTS Banner image Left atcW alert lees Body Content Third column Callouts Directorios Calendar Cams Maz ADMISSION ACADEMICS STUDENT LIFE ATHLETICS OFFICES TU 3 NEWS EVENTS Banner image Third column Left Callouts LEIEL IA Body Content 6 Mount Holyoke College Dru
18. s than 20 MB Allowed file types png gif jpg jpeg B Select Upload An alternative text box will appear after you select upload C Add alternative text in the dialogue box below the image this is required for all images Alternate text This text will be used by screen reader software so that a person who is listening to the content of a webpage for instance a person who is blind can interact with this element The College is required to add alternative text to be compliant with website guidelines under Title Il of the ADA Americans with Disabilities Search engines also use this text when the image cannot be loaded 15 Mount Holyoke College Drupal Basics User Manual 07 29 13 8 Upload File To update or replace a version of a file that has already been uploaded to a webpage see instructions on page 3 on how to replace a PDF with a newer version These instructions also apply for uploading other files such as Word docs or Excel spreadsheets A Check the PDF file name Before you upload the file to Drupal rename the file name as follows 1 Remove spaces use_underscore_between_words 2 Use lower case letters only do not use upper case letters 3 Use letters or numbers only do not use special characters B Upload PDF You will upload the PDF save the page and then go back into the edit mode to link to the PDF Do not link to the PDF until after you save the page or the link may not work correctly 1 Go to
19. t PDF Uploading PDF s may have changed since you were trained in Drupal basics Video Gallery Manual Use this content type to make a list of embedded videos from YouTube or Vimeo Each video will display in a lightbox and 3 With the text still highlighted scroll down to the description field which is below the file you uploaded and paste the text in the Description Field 4 images text031913 pdf 645 87 KB Insert Description Image with Text Page 4 Select Insert 5 Scroll to the bottom of the page and select Save D Test the New Link 1 Check your text link to make sure the PDF opens correctly 2 Log out of Drupal and check the link again 3 It may take up to 10 minutes for the changes to appear on the page Do not make any further attempts to update the document until at least 10 minutes have passed and you have tested the PDF link from the live page 17 Mount Holyoke College Drupal Basics User Manual 07 29 13 9 Replace File When replacing a PDF or other file the new updated file must have a different name than the previous version The old version of your file will remain in Drupal s database This means the old document can be found via Google s search engine If you need a file to be removed from the web database email webhelp mtholyoke edu and ask for the file be removed include the file name and the URL of your section of the web in your email Replacing a PDF file does not up
20. xisting content on the website When editing a page there are several components that may be updated including e Title e Section s Body where the main content is locate e Revision information e File attachments e Images Edit Existing Pages Time Out Warning there is a time out feature that may log you out while editing a page in Drupal When using the text editor on a single page for more than an hour Drupal may log you out If you need to do a lot of edits to a page save the page after 15 minutes or long to avoid being logged out When you are logged into Drupal you will see an edit tab on pages that you are authorized to edit If you do not see the edit tab you do not have access Email webhelp mtholyoke edu to request access Why a Women s College Home About Employment at Mount Holyoke Fast Facts Employment at Mount Holyoke History Notable Alumnae View Convert Deve Global MHC Workbench Access About MHC College Administration Mount Holyoke College is a nabonal leader in creating and sustaining diversity The College is a truly multicultural community where inclusive excellence is Visit A Navigate to the page you want to change and select the Edit tab the results will look similar to this 8 Mount Holyoke College Drupal Basics User Manual 07 29 13 Employment at Mount Holyoke Home About Employment Workbench Access About MHC Title Employment at Mount Holyoke Secti
21. you don t want To avoid adding fonts and bad HTML to your webpages always use the Paste from word feature to paste your content from another application such as Word L Paragraph lt urm 10 Mount Holyoke College Drupal Basics User Manual 07 29 13 A Copy the text from the other application B Place your cursor in the body field of the text editor in the area where the text will be pasted C If the Word icon does not appear in the menu option switch the text format to Full HTML from the pull down menu below the text body L Paragraph lt ma 25 AS As the first of the Seven Sisters the female equivalent of the once predominantly male Ivy League Mount Holyoke established higher education for women as a serious endeavor Our long distinguished history of educating leaders arises from a powerful combination of academic excellence in a global learning environment a tight knit diverse and international community a worldwide network of influential alumnae the conviction that women can and should make a difference in the world Path p Disable rich text Text format Full HTML gt More information about text formats D Select the Word icon B E When the popup window appears paste the content in the text window and then select insert The popup window will close and your text will appear in the body field 68600 Paste from Word https www mtholyoke edu sites a
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