scoefinalsite is a content management system meaning we, as the user, type in every day english...
TRANSCRIPT
SCOE
Web Site User Guide
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ContentsIntroduction ................................................................................................................................ 8
Our Vision ................................................................................................................................... 8
Log In .......................................................................................................................................... 8
Dashboard .................................................................................................................................. 9
Web Page Layout ....................................................................................................................... 12
Basic Navigation ........................................................................................................................ 12
Module Overview .................................................................................................................... 12
Editing a Page ........................................................................................................................ 13
Adding Links, an Overview ..................................................................................................... 17
Examples of Types of Links and the Appropriate Target .......................................................... 18
Adding Links To External Web Pages ...................................................................................... 18
Adding Links To Previously Loaded Documents ...................................................................... 20
Breaking The Links To Either Web Addresses Or Files ............................................................ 22
Creating Email Links .............................................................................................................. 23
Creating Pages ....................................................................................................................... 24
Adding Pages .......................................................................................................................... 24
Moving Pages ......................................................................................................................... 28
Deleting Pages ........................................................................................................................ 30
Parent, Child, & Sibling Pages ................................................................................................ 31
Uploading Files, an Overview .................................................................................................. 32
Uploading Files, Using the File Manager ................................................................................. 33
Using Tables .......................................................................................................................... 34
General Tab ........................................................................................................................ 34
Right Clicking a Table or Cell .............................................................................................. 35
Right Clicking the Table - (Options) ...................................................................................... 35
Right Clicking a Cell - (Options) .......................................................................................... 36
Cell (Sub)Menu ................................................................................................................... 36
Row (Sub)Menu ................................................................................................................... 36
Column (Sub)Menu ............................................................................................................. 36
Using Anchors ........................................................................................................................ 37
Instructions for Using Anchors ............................................................................................ 37
Resizing Images ...................................................................................................................... 39
Inserting Alt Tags on Pictures ................................................................................................. 42
Editing Instructions ............................................................................................................ 42
Alt Tag Guidelines ............................................................................................................... 43
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Item Pages .............................................................................................................................. 44
Page Components................................................................................................................ 44
Maintaining Page Banners ............................................................................................................. 46
Page Banners and Layout ........................................................................................................... 47
Publishing Banners ................................................................................................................ 49
Publishing Pages ....................................................................................................................... 51
Requesting a Page to Published as an Editor .......................................................................... 51
Methods of Publishing for the Publisher ................................................................................. 51
Calendars .................................................................................................................................. 56
Module Overview .................................................................................................................... 56
Creating a Calendar Page ....................................................................................................... 56
Display Options ...................................................................................................................... 57
Calendar Manager .................................................................................................................. 61
Adding Events ..................................................................................................................... 63
Calendar Elements .............................................................................................................. 63
Alerts ........................................................................................................................................ 66
Site Members ............................................................................................................................ 71
eNotify ....................................................................................................................................... 73
Module Overview .................................................................................................................... 73
Dashboard ............................................................................................................................. 73
eNotices ................................................................................................................................. 74
eNotice Geography ................................................................................................................. 75
Outline of Steps to create eNotice ........................................................................................... 76
Examples of eNotices .............................................................................................................. 77
Example of E-Mail from the Recipient’s Perspective ................................................................ 78
Mailing Lists........................................................................................................................... 78
Creating a New Mailing List ................................................................................................. 79
Adding Recipients ............................................................................................................... 80
Bulk Uploads of E-mail addresses for E-Notify Groups ........................................................ 81
Prepare you upload file ........................................................................................................ 82
Uploading into E-Notify ....................................................................................................... 82
Forms Manager ......................................................................................................................... 84
Module Overview .................................................................................................................... 84
Dashboard ............................................................................................................................. 84
Forms List .............................................................................................................................. 84
Manage Categories ................................................................................................................. 85
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Manage List Library ............................................................................................................... 85
Module Rights ........................................................................................................................ 87
Manage Templates ................................................................................................................. 88
Creating a Form ..................................................................................................................... 88
The Build & Edit Tab .............................................................................................................. 89
Layout Element Library ....................................................................................................... 89
Standard Element Library ................................................................................................... 91
Grouped Element Library .................................................................................................... 91
Form Info ............................................................................................................................ 92
Activation ............................................................................................................................ 92
Submission ......................................................................................................................... 92
Payment .............................................................................................................................. 92
The View & Enter Tab ............................................................................................................ 93
The Notifications & Redirects Tab ........................................................................................... 93
The Permissions Tab .............................................................................................................. 93
The Results Tab ..................................................................................................................... 94
Working with Forms ............................................................................................................... 94
Registration Module – Older Version .......................................................................................... 96
General Overview ................................................................................................................... 96
Registering for an Event ......................................................................................................... 97
Process of Registering for an Event ......................................................................................... 98
Managing the Event ............................................................................................................. 105
Creating an Event ............................................................................................................. 105
Monitoring Sign Ups ......................................................................................................... 105
Cancelling a user’s registration ......................................................................................... 107
Default Reports ................................................................................................................. 108
Creating a Sign-In Sheet ................................................................................................... 108
Creating a Billing Control Sheet ........................................................................................ 109
Adding Events ...................................................................................................................... 109
Standardized Format for Registration Events........................................................................ 110
General Page Information Displayed on Page Manager Tab ................................................ 110
Registration Event Properties ............................................................................................ 111
Registration Fields Cheat Sheet ............................................................................................ 112
Registration SKU’s ............................................................................................................... 113
Cancelled Website Events ..................................................................................................... 115
Registration Events ........................................................................................................... 115
Calendar Events ................................................................................................................ 115
General Comments ........................................................................................................... 115
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Registration Manager – New Version ........................................................................................ 117
The Dashboard ........................................................................................................................ 117
Event List ............................................................................................................................. 117
Manager Module Rights..................................................................................................... 117
Module Reports ................................................................................................................. 119
Creating Events .................................................................................................................... 120
Registrants and Attendees ................................................................................................. 120
Creating a New Event ........................................................................................................ 121
Program/Event Settings .................................................................................................... 121
Payment Settings .............................................................................................................. 123
Attendee/Ticket Settings ................................................................................................... 124
Program/Event Capacity ................................................................................................... 125
Program Waitlist ............................................................................................................... 125
Labels ............................................................................................................................... 126
Create Sessions .................................................................................................................... 126
Display Groups ................................................................................................................. 126
Creating a new Display Group ........................................................................................... 126
Creating New Sessions ...................................................................................................... 127
Saving Session Options ..................................................................................................... 129
Build Forms ......................................................................................................................... 130
Form Builder Basics .......................................................................................................... 130
Adding New Forms ............................................................................................................ 131
Conditional Form Elements ............................................................................................... 131
Set Notifications ................................................................................................................... 131
Admin Notification ............................................................................................................ 131
Attendee/Registrant Notification ....................................................................................... 132
Redirect ............................................................................................................................ 132
Additional Settings ............................................................................................................... 133
Gateway Reporting and Invoices ........................................................................................ 133
Seat Reservation Timer ..................................................................................................... 133
Registrations & Reporting..................................................................................................... 133
Default Reports ................................................................................................................. 133
Custom Reports ................................................................................................................ 137
Formatted Reports ............................................................................................................ 137
Permissions .......................................................................................................................... 139
Adding Events to the Website ............................................................................................... 139
Creating a New Page .......................................................................................................... 139
Registering for an Event (End User Process) ...................................................................... 140
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Website News .......................................................................................................................... 141
Business Services Management of Credit Card Payments ........................................................ 147
Accessing Online Payment Information on the Website ......................................................... 147
Issuing Refunds On The Credit Card .................................................................................... 147
Adding Shared Departmental Mailboxes to Your Outlook ......................................................... 150
CAPTCHA Codes ......................................................................................................................... 153
What Are They? ...................................................................................................................... 153
Cannot see any verification letters or numbers ............................................................................ 153
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IntroductionOur website is Powered by Finalsite. As a component of our disaster recovery plan, we engaged Finalsite, based in Connecticut, to host our website.
Their intuitive user-interface and easy-to-learn website content tools have enabled us to decentralize web management and delegate maintenance of content areas to those who know the content best, regardless of their technical skill level.
By hosting our site within their data center Finalsite has eliminated our need to install, and maintain software. We no longer are troubled by corrupted software or hard-drive crashes. In addition, if our network operation center suffers from downtime, we are able to provide information, and possible solutions, to our customers and peers simply because our website continues to be up and running.
This premise of this document is not to replace Finalsite’s knowledge base system which includes not only narrative text but also informative instructional videos.
OurVisionOur vision is to have a crisp, clean web site with balanced colors that are soothing to the eyes. Much care has been taken in laying out banners, borders, and the like. Excessive bolds and multiple font colors, table colors, and icons draw away from the crisp clean look of the site.
Each page should have the same page name as appears on the left banner, use Heading one font
Main text should utilize paragraph font Minimize bold, box styles, colored boxes and the like. Utilize tables and bullet points to line up data as much as possible No clip art; moderately utilize outside organization’s logos. Email addresses need to use java script, see appropriate area in document for
guidance. Avoid long web pages; items below the fold are often not read Three click rule – try to get your user to their page in three clicks or less Keywords should be used in moderation and unique to your specific use. Use spellcheck Different publishers are designated in most cases. Utilize them as a second set of eyes
for presentation, spellcheck, general format consistently.
LogInFinalsite supports several browsers: Internet Explorer, Firefox, Mozilla, and Netscape to mention a few. On the site administrator login page, the version requirements for the above browsers are described. Firefox works by far the best throughout the application.
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Type the following URL noting the ‘s’ after http which will direct you to the secured server. https://www.shastacoe.org/admin.cfm. It is often convenient to create a shortcut on your desk top or make the address a favorite.
Figure 1: Log In Screen
Your Username will be the same as your typical windows login. If this is your first time that you have logged in, the password will be the Gr33tings. You will be prompted to change your password on your first log in; it will be up to you to manage your password thereafter. The option to change your password is on the dashboard.
DashboardThe dashboard is the entryway into the application. There are two major sections; the tabs across the top and the main body.
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Figure 2: Dashboard
The tabs across the top include Published, Unpublished, Page Manager, Site Manager, and Support. In addition, there are three icons as well; a house, blue star, and a red X. The tabs at the top right of the screen are:
Published – allows you to view how the page will look on the live website without having to log out of the application.
Unpublished – allows you to edit the page while you are residing on it; a very user friendly approach.
Page Manager – work behind the scenes at the page level. Site Manager – access point for other modules and administrative functions Support – access point for Knowledgebase as well as other applications.
The icons are:
House – quick link to the dashboard Blue Star – to bookmark your pages if desired Red X – this is how you log out of the system
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The main body is layed out in three columns. Feel free to explore the contents on your own. We want to identify the key sections:
Column One: o My bookmarks – a list of your pages that you have bookmarked for easy access o My recent activity – list of the last five pages you worked on, these are links
Column Two: o Software updates – review to keep abreast of Finalsite’s modifications o Support blog – quick, easy to read articles o Finalsite Happenings – upcoming webinar trainings that you may attend
As in any software package, there are multiple ways similar functions can be accomplished. In this outline, we have recapped the most straight forward approach. Italicized text represents commands that need to be selected. Emphasized comments are underlined in order to bring your attention to the information provided.
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WebPageLayout Within a web page there are four basic segments
Top Banner – macro site navigation and branding pictures Left Banner - left side bar navigation Content page – center section containing SCOE created text Right Banner - right side bar navigation
Figure 3: Web Page Layout
BasicNavigation
ModuleOverviewFinalsite is a content management system meaning we, as the user, type in every day English while Finalsite in the background does all of the fancy programming. The left navigation titles are created by the page names you assign. The content page is where the body of the website is located. The right banner, currently maintained by Information Technology, provides contact information, links to important references, and calendars. Any section, be it a page or banner you have authorization to modify will display the golden e while you are working within the unpublished tab. The beauty of the unpublished tab is changes may be made over a period of time while maintaining completed pages on the live web site. Once
Top Banner
Left Banner
Content Page
Right Banner
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the modified pages are complete, it takes just a few seconds to publish the pages to the live web site.
EditingaPageNavigate to the unpublished tab and the page you desire to modify.
Figure 4: Unpublished Page for Editing
By selecting the golden e, the pop-up editor will open. From the editor, you can add text, tables, pictures, and links. The editor itself is a basic word processor; it is by no means Microsoft Word.
Golden e
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Figure 5: Pop-up editor
Note the rows of icons available. A complete list of the icons is available by accessing Finalsite’s knowledge base\editor (web editor). We will comment on only a few in this manuscript.
Figure 6: Pop-up editor Icons
Save changes. There is no reminder to save when exiting. If you select the X to close prior to saving the changes, you will lose all modifications.
Cut text. This button will not work in Mozilla/Firefox and Ctrl+X must be used instead
Copy text. This button will not work in Mozilla/Firefox and Ctrl+C must be used instead.
Pastes content into the editor and keeps formatting. This button does not work in Mozilla/Firefox and Ctrl+V must be used instead. Use this paste when pasting between site pages.
Pastes content into the editor. Any text pasted using this button will lose all formatting and utilize the sites default formatting. This paste is best to use when pasting information within tables.
Use this button when pasting content from Microsoft Word. If your page format is unruly, the reason is most likely due to copying from a Word document but not selecting this icon. This paste does not work well when pasting information within tables.
Code sweeper deletes excess code sometimes introduced into the HTML when pasting content from other applications. Use this when there are oddities in the way your text displays that do not seem related to any formatting changes you have done. This is a good habit to always do when pasting information from external sites.
Format eraser removes all formatting from text, allowing it to more easily adopt the look and feel specified in your website's style sheets. Alignment and spacing problems can often be resolved by highlighting the area of problem text, clicking format eraser, and perform your formatting within the editor. This is a good habit to always do when pasting information from external sites.
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Open in this window / frame: This will replace the web site page with the link you have requested. For example, when you jump from the SCOE home page to the calendar page, all you see is the calendar. If the Open in new window (_blank) option was used instead of the Open in this window / frame, you will have two of our websites open, one residing on the home page and one on the calendar causing confusion.
ExamplesofTypesofLinksandtheAppropriateTarget
Desired Task Desired Target
Open a document Open in new window (_blank)
Launch a slide show Open in new window (_blank)
Launch a movie trailer Open in new window (_blank)
Jump to another page within our website Open in this window / frame
Jump to a non-Shasta county school external website Open in new window (_blank)
Jump to a Shasta county school external web site Open in this window / frame
Create email link Open in this window / frame
When you jump to a non-Shasta county school external website we suggest you use the Open in new window (_blank) option. The reasoning behind this is so that when the visitor closed the link they will remain on our site. When you jump to a Shasta county school external website we suggest you use the Open in this window / frame option. The reasoning behind this is since the majority of our users visit our site attempting to locate al school site, when the visitor selects this link it will take them to their desired site and close ours.
AddingLinksToExternalWebPagesWhen creating external links you are not to simply note the http:// address within the content of the page but rather create a launch pad from which to leap to the external website.
1) Highlight the words you would like to use as the launch pad for the link. 2) Select the insert/edit link button 3) Type or paste the web address into the ‘link URL’ box including the http:// 4) Within ‘Target’ utilizing the drop down button, select ‘Open in new window (_Blank). This
option is not the default. You must select the drop down arrow and select this option. 5) Click on Insert
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Figure 7: Adding external link
Figure 8: Insert/edit link editor
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AddingLinksToPreviouslyLoadedDocuments1) Highlight the words you would like to use as the launch pad for the link 2) Select the insert/edit link button 3) Select the ‘Site File’ button 4) This will take you the file manager portion of the web site. Single click on the file name
you want. 5) The system will bring you back to the insert/edit link popup and now the file name will be
in the ‘Link URL’ box. 6) Within ‘Target’ utilizing the drop down button, select ‘Open in new window (_Blank) 7) Click on Insert
Figure 9: Linking to an uploaded file
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Figure 10: Insert/edit link editor
Figure 11: File Manager
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Figure 12: Completed Insert/edit popup editor
BreakingTheLinksToEitherWebAddressesOrFiles1. Highlight the launch pad 2. Select the ‘Unlink’ button
Figure 13: Unlink example
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CreatingEmailLinksWhen adding references to email address, you should not simply note the recipients email address within the content of the website. Doing so enables website spiders to obtain your email address increasing spam emails. The best way is to create a launching pad to link to your email and adding background code to avoid website spiders.
Using this method prevents spam and hackers from spoofing email addresses.
1. In the pop-up editor, enter text, such as "Contact Us' or "Email Us". 2. Highlight the text and click on the link icon. 3. In the link pop-up window, substitute the following in the Link URL box.
NOTE: no http. javascript:mailMe(‘xxxxx[nospam]shastacoe.org')
NOTE: This is case-sensitive. Substitute your individual or department's group email address for the xxxxx.
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CreatingPagesThere are multiple types of pages supported by Finalsite. We encourage you to access Finalsite’s knowledgebase to obtain complete documentation. We will only address the highlights. We will be addressing only the most common which are: Standard – basic text page Calendar Registration Survey Item The standard page is the default page type when adding a page. If you are creating a page other than the standard page, you will actually have to save the page prior to the page attributes assigned to that particular page to appear. For example, if you are creating a registration page, you have to select a registration page and save it prior to the event information appearing. We will be addressing creating standard pages in this section. Instructions on non-standard pages can be found elsewhere within the documentation as well as Finalsite’s knowledgebase. The relationship of parent, child & sibling pages are discussed in the following section.
AddingPages1. Navigate within the website where you would like to add a page 2. Select the page manager tab. There is a quick link on the page manager tab drop down
menu. We suggest you do not use this because it does not display all of the required options. 3. Select the option at the top of the screen
Figure 14: Page Manager tab example
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Figure 15: Add Page link option
4. The default location for new page is as a child of the current web site page you are residing on. If you would instead want it to be a sibling, you will need to select that option.
5. If any of these options mentioned do not appear, toggle between the basic and advanced controls.
6. Page Type: Standard page is the default. If you want other than the default, select the drop down arrow and select the appropriate page.
Figure 16: Adding a page example
7. Page formats will be one of the following:
a. Default Page Format – the basic content page where you will do your typing. b. Sub-page list (1 col)– this creates a link on the page to go to additional pages, see Figure
17 for an example.
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Figure 17: Sub-page example
c. Expanding List – this creates a box type list to go to for additional pages, see Figure 18 for an example.
Figure 18: Expanding page example
d. Sub-page list (2 col Images) and (3 col images) are used exclusively with Item pages and will be discussed in that section.
8. Sequence: a. Pages are alphabetized by default by the page name. It is best to use the default sort
especially when pulling and page categorizing pages. b. If you want your pages in a particular order, these numbers allow you to sequence
your pages in the order you would like them to appear on the navigation bar. We suggest numbering them in by fives, but no less than two for easy insertion. You need to use the leading zero in order for it to sequence correctly.
9. Page Name: title that will appear on the left side navigation bar
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10. Page Notes are bits of text displayed on the page, often known as a teaser. a. When the page format of expanding list is selected this paragraph appears with a
‘read more’ and another button to select and read the entire text; otherwise known as a teaser.
b. When the page format of sub-page list (1 col) is selected, this paragraph appears below the page link.
11. Page Content 1 a. You can type your information here if you would like.
b. We suggest using the FinalSite editor, accessed by selecting the icon because of the additional features available in the tool bar.
Figure 19: Page Manager Options
12. Pulling Pages: a. Used to copy a page from somewhere else on the website so you don’t have to
duplicate the work. b. Changes made on the original page will be made here as well c. This process is described later in the manuscript or Finalsite’s Knowledgebase.
13. Page Categorization a. Option appears once the page has been saved.
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a. Used when you want to duplicate several pages of information within the website. b. This process is described later in the manuscript or Finalsite’s Knowledgebase.
14. Save this page a. If you want your changes you must SAVE them. b. There is no prompt to remind you.
Figure 20: Adding a page example
MovingPages1. Navigate within the website to the page you would like to move 2. Select the page manager tab. There is a quick link on the page manager tab drop down menu
which you may use if you prefer. 3. Select the MOVE option at the top of the screen
Figure 21: Page Manager tab example
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Figure 22: Move Page link option
4. Once you select the move link, a pop-up appears listing our web pages. Note some page names have a red plus before them while others have a red underline, representing a link.
5. The red plus indicates there are pages under the title displayed, or underlined. By selecting the underlined page name, this becomes the new parent for the page you are moving. If it is not the correct page and you need to navigate below this main page, by selecting the red plus you will expand the pages below it. Please note the red plusses will continue to appear until there are no longer any sub-pages.
Figure 23: Listing of site pages for move operation
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6. After you select the page you want to move, a new pop-up appears indicating the page has
been successfully moved and directing you WITH A LINK to close window to return. You need to select the close window link in order to complete the process and actually move the page. If you close the window using the ‘x’, the process will not be completed and the page will not move.
DeletingPages1. Navigate within the website to the page you would like to delete 2. Select the page manager tab. There is a quick link on the page manager tab drop down menu
which you may use if you prefer.
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3. Select the DELETE option at the top of the screen
Figure 24: Page Manager tab example
Figure 25: Add Page link option
4. If any sub-pages exist, you must delete those pages prior to deleting the parent page. If a page has been previously published, the deleted page must be published to write over the page on the live website.
Parent,Child,&SiblingPagesWhether or not a page is a parent, child, and/or sibling is all a matter of reference; in fact a page can be all three at the same time. The best way to envision this concept is to think of an outline. Figure 20 shows a sampling of our web pages. Notice the boxes to the left of the page names as well as noting there are three distinct columns of white boxes. These columns are representing the tree structure of the pages within our web site. Notice the pages entitled Shasta County Schools, Programs and Departments. These pages are siblings to each other because they are on the same level as each other as represented by their white boxes in the same column. A further example is Administrative Services, Business Services, and Early Childhood Services as well as Business Services Calendar of Events, Business Services Forms and Procedures, and District and Internal Business Services Resource Links are also siblings because they are on the same level with each other. To continue the theory, Business Services is a child of Departments, a sibling to Administrative Services, and a parent to Business Services Calendar of Events.
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When adding pages you must designate whether the new page will be a child or a sibling of the page you are working from. If the new page is created in the wrong location, it is very simple to
move it to the correct location by using the option. If you create a page and then cannot find it, you have most likely buried is as a child page and just need to move it to where it belongs.
Figure 26: Parent, Child, Sibling example
UploadingFiles,anOverviewFiles uploaded to the website, regardless if they are a document or media file, are stored on Finalsite’s servers in Connecticut. The file structure is similar to what we would find here on our own computers. IT has created folders to assist you in the logical filing of your documents. Securities have been created which only allow you modification rights to documents filed within your folders. You still may view documents belonging to others, as identified by the red magnifying glass. One limitation of the file manager is that files cannot be moved around, or re-filed once they are uploaded. If you load a file into the wrong spot, you will need to delete it and re-load it.
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Files uploaded should be an Adobe document. If you are loading an Excel or Word document because it is to be used by staff, please note the file type on the web site. The reasoning behind the Adobe file is the availability of the free Adobe Reader download. SCOE is currently migrating from Office 2003 to Office 2007. By loading only Adobe Reader documents, a site visitor is ensured that they will be able to read the document regardless of the version of Office, or other productivity software they are using.
UploadingFiles,UsingtheFileManager1) Used to copy files up to the website for later placement. For example, copying a file from your
desk top to the web page 2) Select the Site Manager Tab
a. Select the File Manager Button b. Navigate to your file folder.
i. Your permissions should be that you can only manipulate files within your folders.
ii. You may view other files, but you may not delete or edit c. Across the top are three buttons, of which you will be using two:
i. Upload Files 1. Select the folder where you want the document to be copied to 2. Select upload files 3. If uploading multiple files then choose the bulk uploader tab; if one file
select the basic uploader tab. 4. Browse to find your source, the copy from location 5. Select upload now
ii. New Folder 1. Create a new subfolder within your folder
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UsingTablesTables are useful when you want to present information in a row/column format. By using tables, you ensure that the text is aligned properly for all browsers. When you click the button the following menu will appear:
GeneralTabThe main function of the "General" tab is to control the number of Columns and Rows in the table. Other functions include:
Cellpadding: Space between the content of a cell and the cell walls as measured by the number of pixels.
Cellspacing: Space between each cell as measured by the number of pixels. Alignment: Align tables to the center, left, or right of a page. Border: Thickness of the line marking off cell borders as measured by the number of
pixels. Width: Width of a cell as measured in pixels. Width will automatically adjust itself if left
blank. Height: Height of a cell as measured in pixels. Height will automatically adjust itself if
left blank. Class: Allows a Cascading Style Sheet class to define the look of your table. If necessary,
these are predefined during the design phase and can be used to help your website maintain a uniform look and feel.
Table Caption: Selecting this box will create a table cell at the top that runs the entire width of your completed table where you can then type in a caption. This is preformatted to contain centered text.
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RightClickingaTableorCellRight clicking either on a table or in a table cell will yield a list of options. You may need to explore a little deeper into the menu to get what you really want. Below are some screenshots of the right click options.
Example: Right Click a Table
(Example shown is from Internet Explorer)
Example: Right Click a Cell
(Example shown is from Internet Explorer)
RightClickingtheTable - (Options) Cut: Cuts the entire table. This button may not work in some browsers and Ctrl+X for Cut
must be used instead. Copy: Copies the entire table. This button may not work in some browsers and Ctrl+C for
Copy must be used instead. Paste: Pastes the entire table. This button may not work in some browsers and Ctrl+V
must be used instead.
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Insert/edit Link: Create or edit a hyperlink on the selected text, or the whole table. This feature works in Firefox but not in IE. Notice the ability to select text while a table is selected and you will see a set of insert/edit links at the top of the menu.
Unlink: Removes a hyperlink on the selected text, or all links in the table. Only applicable in browsers where Insert/edit link feature functions.
Insert/edit image: Allows you to insert an image into the text/table. May not work in most browsers.
Alignment: Allows you to change the alignment of the entire table on the page. The "full" option may not appear to stretch your table the entire width of your window so it is a good idea to save your work and view it in your browser.
Inserts a new table: Edits the properties of the table.
RightClickingaCell‐(Options) Inserts a new table: New table is inserted within the existing table. Table properties: Opens up a menu for controlling the properties of that table. Delete table: Deletes the entire table
Cell(Sub)Menu Table cell properties: Opens a menu for controlling the properties of the clicked cell.
There is a dropdown menu that can be used to propagate changes to all cells in the row or table.
Split merged table cells: Splits a merged table cell in half to created another cell Merge table cells: Merges the content of selected cells into one. If no cells are
selected, a window will pop up allowing you to specify which cells to merge relative to the original cell.
Row(Sub)Menu Table row properties: Opens up a menu for controlling Table Row properties Insert row before/after: Insert a new row before or after that row. Delete row: Delete that row from the table. Cut table row: Deletes the current row from the table. Copy table row: Copies the current row into memory for pasting elsewhere. Paste table row before: Pastes copied row above current row. Paste table row after: Pastes copied row below current row.
Column(Sub)Menu Insert column before/after: Insert a new column before or after that column. Remove column: Delete that column from the table.
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UsingAnchors Anchors work well when a page has quite of bit of information which the user tends to scroll through. Anchors are used to create links on the same page; for example a FAQ list when the questions and answers encompass more than one page.
InstructionsforUsingAnchorsNavigate to a website page you would like to add a FAQ. Utilizing the FinalSite editor within an unpublished page you can create the following sections List of just questions – will basically be acting like your table of contents. Duplicate question as well as inserting the answer to the question; the Q & A section. The [Top] feature allows the user to jump to the top of the screen after scrolling through
data. Within the Q & A section, click in front of the question and select the anchor icon on the tool bar. A window will appear asking you to name the anchor and click insert when finished. The anchors name can have no spaces nor be duplicated. You will see an anchor in front of the question. Move up to the Q section, highlighting the entire question that you want to link to the anchor. Select the link button (insert/edit link) on the tool bar. A pop up appears with a drop down area entitled Anchors on the General Tab. Use the drop down arrow to see all the anchors you have created. Select the appropriate anchor and click insert. Anchor Specifics
You can create all of the anchors at one time and then link them all or do them one at a time; i.e. question #1, question #2, etc.
You can have multiple anchors on the same text as long as you name them uniquely; i.e. Question #1 also serves as [top].
You can have multiple links to the very same anchor; i.e. you can have [top] after each question all referring to the one [top] link at the beginning of the page.
[Top] anchor Move to the top of the page to designate the top. It can be a header or even a
blank line. Click in front of the line and select the anchor button on the tool bar. Name the
anchor and click insert when finished. Move to the bottom of the page and highlight [top], select the link button on the
tool bar. . A pop up appears with a drop down area entitled anchors on the general tab. Use the drop down arrow and select the top anchor.
You can have as many references to [top] that you would like, i.e. after each Q & A.
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ResizingImages Upload the image as you would any other file. Navigate to the image you want to resize, and select the blue edit pencil.
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Choose the select function drop down arrow and select SIZING\RESIZE
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Change the WIDTH, it is just something you will have to play with. Often I will look at a similar picture and begin with those parameters. Ensure the ‘MAINTAIN ASPECT RATIO’ is checked as it will automatically make the corresponding change in the height as to whatever width you choose. Once you are happy, select APPLY.
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If you are happy with the final product, select FINISH for the save options. We recommend to save as another filename, and include the dimensions within the name. For example Arrowhead_Necklace_322_150 Select the red SAVE IMAGE button.
The image is now ready to be used however you want.
InsertingAltTagsonPicturesAlt tags are a description that is placed on images that enable reading programs for the Blind to describe an image. Not only is labeling the images a polite thing to do, it is required in order to be compliant with the American Disabilities Act.
EditingInstructions1. go into the pop-up editor 2. click on the image, select the image icon 3. In the title box and image description, type the description of the image
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4. Normal save routine
AltTagGuidelinesSo that the comments will be uniform, we have established the following guidelines: 1. Single image of individual: Portrait of ______________ 2. Single image of multiple individuals: Group portrait of _______ 3. Planetarium images
a. Picture of ___________ b. Video trailer of ________
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ItemPagesThese page types are utilized within the commerce module, basically the on-line store.
PageComponents1. Item name is the label that will appear below any icon added to the webpage. 2. Item SKU is a unique number for each item. This is utilized by staff in order to pull the
appropriate items. 3. Sales price is not utilized because it is basically an idiot light. The standard price is crossed
out and the sales price is noted on the page. 4. Item description is displayed when the site visitor expands the details. In addition the item
name becomes a hyperlink. 5. Images are thumbnail images that appear on the webpage. 6. If the item represented has size or color options, it is here where they are identified.
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Maintaining Page Banners There are three basic banners on each page, but only two are required, the top and the left.
Top Banner: o The left side is consistent throughout the website with the right being optional and
specific to the department. If a department does not have a unique banner, the Whiskeytown picture is the chosen default picture.
o Landscape pictures work the best and must be resized depending on the number of pictures you want to include.
o The best practice to determine the required picture size is to navigate to a page that you have access to utilizing the desired banner. Then select Page Manager, and note the top banner used. Locate the picture in the file manager and determine its size.
o Resizing images is discussed elsewhere in this document. Left Banner:
o The page name of the actual web page is what is displayed here. The exact page name should be also used as the header of the individual page so that the visitor does not become lost.
o The depth of pages displayed is controlled in the Page Banners and Layout section of the Page Manager. The best way to determine which banner to use is to navigate to a page that you have access to utilizing the desired banner. Then select Page Manager, and note the left banner used, and select it on your working page.
o See below for more discussion on page banner selections
Figure 27: Banner Geography
Top Banner
Left Banner Right
Banner
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Right Banner:
o The use of a banner is typically based on the users preference o Banners are discouraged on registration events, survey pages, and pages with
charts as the volume of presented data is overwhelming. In addition, if your page is long due to the volume of text, consider removing the banner so that more of the page can be utilized, greatly decreasing the length.
o If a right banner is used, the bottom banner must be default bottom for right banner.
o If a right banner is not used, the bottom banner must be default bottom.
Page Banners and Layout The below screenshot outlines the Page Banners and Layout area found on the Page Manager tab for each webpages. To select from the available banners, select the chevron for the appropriate banner and choose from the dropdown options. As noted, by checking the box at the right all sub-pages will be updated as well. This option should only be used on your own pages under the Right Banner and Bottom Banner options. If this is done incorrectly, possibly overriding other pages on the website, it will most likely be irreparable, short of recreating all of the banners from scratch.
The banners are currently being converted so that they use a table so the spacing and centering is consistent. If it has not been converted, then please do so when editing the banner. The banners utilize the same editor options. Banner selections under the Page Banners and Layout of the page manager should be as follows:
Page Banners Right Banner No Right Banner Right Banner Desired banner No banner selected
Bottom Banner Default bottom for right banner Default Bottom
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The finished product should look as it appears. 1. Insert chart with one column, one row, width 192, height 10 2. Insert text as your header. Format is Header 4 3. Insert photo as desired. Follow image resizing instructions
as well as alt-tag, both are discussed in other sections of this document.
4. Below the photo, insert another chart. This one with one column, X rows, width 192, and height may remain blank. X is the number of rows you desire.
5. Center text. Name is in bold, single space, and then inserts title. Do not include level designations, I, II, etc.
6. It is a nice presentation if you leave one row of blank text between text areas. Single space between areas of text.
7. If adding email addresses to the banner, make sure you use the proper method of adding email addresses and utilize the Java script.
8. If a break is needed between the banner boxes, you need to insert a banner middle. The default banner top and middle are maintained within site manager\design\page banners\right\_default elements
9. If you are creating a new banner, make sure to include the top element as well. For more in-depth instructions on creating banners, Finalsite’s knowledge base has several very informative videos.
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PublishingBannersAny administrator with publishing rights can publish banners. Finalsite does not use the same email feature for banner publishing as it does for page publishing. The publisher and the editor will need to work out their own system of notification. To publish the banners the publisher needs to know the name of the banner. Most names are logical, however if need be the surest way to determine the banner’s name is to navigate to the page displaying the banner to be published, select the page manager tab, scroll down to Page banners and layout section and note the name of the right banner. The most expeditious method of publishing banners is to go to select the page manager tab. Most users are familiar with the banner on the
right hand side of the page which displays the website tree and unpublished pages. What you may not know is if you scroll all the way down to the bottom of the page there is a section for unpublished banners. Simply check the corresponding box and select the red publish selected box.
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PublishingPagesIn most instances there is an editor and a reviewer/publisher. The purpose is so each page will be quality controlled for content, spelling/grammer, and format prior to publication.
RequestingaPagetoPublishedasanEditorAfter the content of a page has been edited and saved it can then be published. The page remains unpublished, and not visible by the public, until it is published. A page that is in need of
publication will have a in the upper left corner of the site.
By selecting the a dropdown box will appear listing those individuals that may publish the current page. You will note that I personally am listed. This is due to the fact that I am the website administrator and have access to all pages. I prefer not to publish pages and will do so on only rare occasions. Select the individual who you would like to publish, make any necessary notes and send. The publisher will receive an email requesting the page be published and providing the cookies so that they can easily navigate to the appropriate page.
MethodsofPublishingforthePublisherThe publisher has a two options to publish. The choice made will depend on how many pages need to be published as well as personal preference.
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1. Quick Publish – after approving the page, hover over the page manager tab until the dropdown box appears. Select the publish this page option.
2. Multiple Page Publish – On the page manager tab, which can be navigated to by either
selecting the Page Manager tab or selecting the icon. On the left hand side a list appears of all of the unpublished pages. Simply place a check mark on the pages you would like to publish, scroll down to the bottom of the list and select the publish selected button. The drawback of this method is only the actual page name appears in the list so you may have difficulty with deciphering which page is the one you want to publish if the names are similar.
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Calendars
ModuleOverviewThe focus will be the following topics:
Creating a calendar Page
Display options
Calendar Manager
Adding/Changing/Deleting Events
CreatingaCalendarPageCreate a calendar page by creating a page and selecting a page type of calendar page. You must save it so the system will know you are working with a calendar page.
1. Styles designate how the calendars will be displayed on the webpage. Calendars can be in blocks, lists.
2. The administrator may designate which calendars are available on this page and whether or not the user can customize their own views. Our website will leave cookies on the visitors computer so that each time they visit their calendars will be exactly how they like them.
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Make sure you save the page as normal prior to navigating away.
DisplayOptions1. Top Hover:
This option will display a down arrow button that when clicked, calendar grid will display
for easy navigation from week-to-week, month-to-month, or year-to-year.
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Calendar appears after the down arrow clicked.
2. Left Side:
Drop down arrow for grid
mode
Search Icon
Event Alerts
Delete Event
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3. Right Side:
Edit Events
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4. Events List
a. An event list is not a physical calendar, merely a different way to display a calendar.
b. I have chosen to use the Top Hover Calendar in my event list below.
c. The display options are date headers, in-line dates, month headers, and date after
event.
5.
Date Headers In-Line Dates
Month Headers Date After Event
Event Detail
Event Note
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CalendarManager The dashboard is the gateway into the calendar manager and provides a snapshot into recent activity.
The calendar tab displays the active calendars and their associated groups. It is best to group your calendars due to the volume of calendars within our site. If a calendar is not assigned a group at the time of creation, one may be assigned to it later.
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Choose the calendar you would like to work on. You may select a different calendar by choosing the more calendar options and select from the list. You will only be allowed to modify a calendar you have rights to. Notice that published events are in regular text while unpublished events are in bold. If an event is unexpectedly not appearing on the website, verify that it is in fact published.
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AddingEventsOnce you have navigated to the events tab, there are three ways to creat an event. 1. Select the create event red button 2. Right click on a day and select either the quick add or the create event 3. Double click on a day to quick add I prefer to use the create event, regardless of the method in which you select it. The reason is that the quick add does not provide all of the detail that I need to completely populate the event The premise of calendar events is to first create an event and then designate what calendars you would it to appear on. This provides greater flexibility for the user when events appear on a variety of calendars.
CalendarElements1. The time and location will appear on the physical calendar or event list. When the event detail
is expanded it will appear there as well. 2. If a beginning time is stated fields for the ending time will appear as well. You may leave the
ending time blank if you would like. 3. Events may repeat by daily, week days, MWF, TTH, weekly, monthly yearly 4. Designate which calendars you would like the events to appear. 5. Content added to the Notes section appear directly on the calendar 6. Content added to the description section appear when the event details are viewed. In
addition, the event name becomes a hyperlink. It is best to note relevant details here so that the calendars do not become burdensome with too much detail.
7. Typically the events are listed by date. By selecting a priority the default sort is modified based on the criteria selected.
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8. If a survey form is connected to your event, this is where the unique survey identifier is noted.
9. Save and publish the event.
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Alerts Site members can sign up for alerts and reminders.
1. Alerts are used to notify the member for content changes including content in forums, blogs, or news categories.
Figure 28: Example of an Alert icon
2. Reminders are identified by a gold bell next to an event. If the event is in the past, the
bell will no longer appear. The user can establish the criteria of the reminder in days, hours, etc.
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Figure 31: Example of Site Login for new site member
As part of Finalsite’s pursuit for more website security, they have embeded CAPTCHA’s in a variety of areas. A CAPTCHA is a type of challenge-response test used in computing as an attempt to ensure that the response is generated by a person. Obviously intended to be difficult to read so that a computer can not read it, sometimes it is even too tough for a human to read. By selecting on the
icon you can request a new challenge word.
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Figure 32: Example of signing up for new subscription updates
By reviewing my site member account, the user can:
1. Modify profile as to name, address, and email or phone contact information 2. Change password 3. Monitor group memberships and subscriptions.
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Figure 33: Site Member Profile Screen
Figure 34: Site Member may change their password
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By reviewing my site member account, the user can:
1. Modify profile as to name, address, and email or phone contact information
2. Change password 3. Monitor group memberships
and subscriptions.
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Figure 35: Site member may modify their subscriptions
SiteMembersVisitors must be site members to register, make online purchases, and to receive alerts and reminders.
Administrators need to be mindful of duplicate entries for site members. The primary key for members is their email address. If a member has multiple accounts it is because they have registered with multiple email addresses.
If a site member registrar multiple participants for events, it is the site member who will receive any email correspondence unless the administrator adds the attendees to their email list.
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eNotify
ModuleOvervieweNotify is an email blast from the website. It has an image of our building and logo for branding, the content is created by the administrator, and an individual email is sent to each recipient. Notices can be templated, scheduled in advance, and the list modified until it is sent. Site members can sign up to receive the notices or the administrator can input email addresses or bulk upload them from Excel. Potential uses are registration thank you’s for registering/attending, reminders and newsletters.
DashboardThe dashboard displays recent activity, quick links to a few options, and the main menu. We will be specifically discussing eNotices and mailing lists within this document. Finalsite’s Knowledgebase should be referred to for additional information.
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eNoticesSelect the ENOTICES tab across the top of the screen.
Notices are organized by folders. The name of the folder appears on the email so make it useful to the recipient. When creating your notices, you should be within the folder you would like the notice to be filed within.
Create a new eNotice by selecting the new icon
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eNoticeGeographyBelow is a screen shot of a blank eNotice. Below that image is a chart that refers to the numbers referenced in the screen shot. Once we become familiar with the general areas, a quick reference to the general steps of preparing an eNotice is provided.
Figure 36: Screen shot of new eNotice
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Geography of New eNotice 1
The TO section allows you to select from previously created list, groups established via Group Manager, Constituents established via Constituents, or by a dynamic filter. The most common is the List option. If you want to add individual addresses use the BCC option. As these are
considered incidental, they are not included in the statistics. 2 Select the FROM email that you would like to appear on the message. It does
not need to be your own, perhaps your supervisor. All FROM addresses you have previously used will appear in the drop down menu.
From Label, if completed will appear rather than the FROM email address 3
It is imperative to include a subject line. So much, that if you forget to include it a pop up will appear verifying your omission. Spam filters automatically weed out emails without subject lines.
4 Select the template option. By doing so a portion of SCOE’s letterhead will appear on the email. Not only for branding, but the recipient will know of its genuine.
5 Text area for your message. Including attachments is not an option due to spam filtering policies; instead include a link to the website for the information/flyer that you wanted to attach.
6 Typical pop up editor functions available as well as a basic mail merge
option denoted by the icon. Mail merge options included: first name, last name, full name, last name
first name, and email address. Also Finalsite’s user name and password may also be included.
7 Save Draft – Always a good practice, especially on rainy stormy days Send Test – Pop up appears requesting an email address for test email.
Email will appear as sent by the system excluding the mail merge since the merge is done at the time of the bulk send
Count Recipients – Handy when utilizing multiple lists; not sure of the point except out of curiosity.
Preview Notice – Come on, do I really need to describe this? Send Now – CAUTION! There is no undo!! Schedule Send – Can schedule the notice to be sent at a later date and time.
OutlineofStepstocreateeNotice
1. Navigate to appropriate folder 2. Select New eNotice 3. Select pre-defined list for the recipients 4. Select FROM email address or label 5. Insert subject 6. Select template 7. Insert message 8. Customize message including adding mail merge information. By personalizing it the
message will not feel like a bulk email message. 9. Don’t forget spellcheck!!! 10. Send test to yourself 11. Send or schedule it, your choice.
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ExamplesofeNotices
Figure 37: Thank You for Registering
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ExampleofE‐MailfromtheRecipient’sPerspective
Figure 38: e-Notify from Recipents' Perspective
MailingLists May create eNotify lists to assist with distribution. If someone is a member of more than one list
and emails are sent out to multiple lists, only one email will be received by the recipient. When creating lists you may make it private or sharable. Lastly, you can allow members to sign up for the lists as well via a subscribe link.
FROM: The folders name and email address entered on eNotice. TO: Individual emails are sent to each recipient.
Recipients name is inserted via mail merge.
Neva worked up this text as our example.
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CreatingaNewMailingListUnder the Mailing List tab select the new mailing list box. A popup will appear asking for a name for the list. Not all areas will be covered. See Finalsites Knowledge base for further instruction.
New Mailing List Screen 1 Display Description: This message will display when a visitor signs up to be on
the list. This message can be used to manage their expectations of the email notices.
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Notes: only viewable by eNotify admins.
3 Manager Emails: Individuals listed here will receive email notifications every time someone signs up for it.
4 Allow Signups: No – Only eNotifiy administrators will be allowed to sign up receipents Yes, Public – Any site visitor may sign up for this list Yes, Limited – User needs to be included in one of the designated categories
to be able to sign up.
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AddingRecipientsSelect the Recipients tab on the left hand side and the Recipient Sources screen will appear
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You may pull for the site members lists by using dynamic filters, groups, and constituents, Many of our lists are either manually input or imported from the registration module via Excel.
BulkUploadsofE‐mailaddressesforE‐NotifyGroupsWithin E-Notify you are able to create e-mail lists for mass distribution. What is unique is that a recipient may be a member of several groups. If an e-notify message is sent out to multiple groups, and the recipient is a member of several groups, they will only receive one message. To simplify creating your e-notify lists you may bulk upload email addresses. To bulk upload addresses, complete the following steps:
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Figure 39: Add Recipient Upload Popup
Prepareyouuploadfile1. In Excel, your upload file must be in a three column tab delimited format. 2. Add the following column headers in row one. They have to be exactly as shown
a. Column 1 – Email b. Column 2 – FirstName c. Column 3 – LastName d. Column 4 - EmailType
3. Insert your email addresses and names 4. Save as a text (.txt) file
UploadingintoE‐Notify1. Within the Email Addressess box select add/upload email 2. Browse and select you prepared file 3. Select upload 4. The Confirm Existing Recipients Popup will appear 5. Determine if you would like the older contact information to be overridden with the current
data 6. Email addresses uploaded will appear in the Recipient List
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FormsManager
ModuleOverviewThrough the Forms Manager, site admins can create forms for user input, allowing them to gather, analyze, and review information, or enter and receive online payments. Forms can be inserted into banners or calendar events, posted on site pages, embedded in external web pages, or distributed via link.
DashboardFrom the left side of the Dashboard, the admin can view the Forms List, manage the Categories of Forms, manage the List Library, assign Module Rights, or Manage Templates.
Figure 40: Dashboard & Forms List Example
FormsListThe Forms List gives a general overview of the site’s forms. It will: list the forms available on the site displaying the Form Name the active or inactive status of the form date of the last submission using this form number of submissions date last edited location of the form category or categories for the form.
The list can be sorted by any of these fields, in ascending or descending order, by clicking the arrow for that field. The admin can also search the list via fields in the “Form Name”, “Location”, and “Categories” columns by clicking on the column title to expose a search box. The form name in bold indicates there are unreviewed submissions. Forms with a green box to the left of the form name have unpublished changes. Lastly there is a quick link to create new forms.
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ManageCategoriesThe Form Categories allows admin users to organize forms. Users must have rights to “Manage Categories” assigned to them. These rights are granted at the module level, not the individual category level. A form can be assigned to multiple categories which can then be filtered or sorted in the Forms List. The categories to which a form is assigned appear in the Categories column of the Forms list and on the left side of the “Build & Edit” tab for the individual form. To add a new category, admins can click the “Add” button at the bottom of the categories list. Deleting a category will not affect any of the forms assigned to that category.
Figure 41: Manage Categories
ManageListLibraryLists are used for populating multiple choice fields in a form. Examples of lists we may want to create are: Districts Schools Departments States Cities
Lists can be custom built through the List Library or when building a form. Lists may be reused in multiple forms to populate radio buttons, checkboxes or drop down menus. Lists must be part of a “List Group”, allowing for better organization of the specific lists.
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Figure 42: Library Lists
To create a new list, admin users can select a specific list to edit from the dropdown of available lists, or can select the “Create New List” link. In the List Library, admins will see pre-built system lists formatted with red text. Custom-made user lists will appear with black text. Admins cannot modify system lists, but can save them as new list and then modify those new lists as necessary. Different submission values for items can be added in square brackets []. Ex: Alabama [AL] would display the word “Alabama” to the viewer, but submit the value of “AL” to the results. This can be useful for converting responses to numerical values, and also for shortening responses in the report (e.g. ”Chicken Marsala with Steamed Vegetables” becomes “Chicken”). Items can be marked as a default selection by placing an asterisk * at the beginning of a line.
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Figure 43: Example of different submission values
Permissions to manage the List Library are granted to admin users under “Module Rights”.
ModuleRightsExisting Admin User groups can be used to assign administrative rights to create forms, delete forms, manage categories, or manage the list library. Rights can be set at the Admin Group level and then overridden for the individual admin user. To add a new administrative group: 1. Select the “add admin groups” link. 2. Select the group or groups you wish to grant permissions to. 3. Select the rights the administrative groups should have. You can also refine the specific rights of individual Admin users within the Administrative Groups. Additional rights can be granted to admin users, or revoked from them. The settings for the rights of an individual administrative user will take precedence over the more general rights of that user’s administrative group. To edit the rights of individual Admin Users: 1. Select the “User Permissions” tab.
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2. Select the “add admin users” link. 3. Select the administrative group for the user you wish to change. 4. Select the user. 5. Select the specific rights you wish to add or revoke.
The icon on the rights grid will indicate whether the user has had permissions granted or revoked.
Figure 44: Module Rights Screen
ManageTemplatesAll admins have access to manage templates. Admin users must have permission to “create forms” in order to save a form as a template. Forms can be converted to templates or a new instance can be saved directly as a template. If the admin wants the template to have different settings from the original form, the template must be changed by hand after being saved. The “Notification & Redirects” and “Permissions” settings saved with a template carry over to new forms created from that template. Templates can be sorted by name or by date of last edit by clicking the appropriate column header.
CreatingaForm Admin users can create a new form by: Creating a blank form
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Selecting an existing template Selecting an existing form and cloning it To create a new, blank form: Select the Create New Form Icon from the Forms List on the Dashboard. Choose the option for “Blank Form” Enter a Form Name Begin by dragging form elements from the right side of the screen to the center of the screen, above the ‘Submit button”. Admins can choose from either the standard, grouped, or Layout Elements Libraries.
TheBuild&EditTab
LayoutElementLibraryConsists of the standard, individual form elements used to establish page layout or sections. It is important to remember that a green dashed line will appear above the area is your section will fit in the provided space
Header A non-input field of text, formatted in large, bold font, allowing for a heading to be placed into a section or sections.
Text block A non-input field of text, formatted as standard paragraph content, allowing for descriptive text to be placed into a section or sections.
Horizontal Rule Creates a single line used to divide sections of the form visually.
Page Break Creates a new form page at this point. This can be used to reduce the amount of vertical scrolling required in a form, or to segregate areas of form content for easier reference in navigation
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Figure 45: Layout Elements Example
Should we preview our form at this point it would appear as below:
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StandardElementLibrary Consists of the standard, individual form elements.
Text field A single-line field, allowing respondents to input text.
Email field Similar to a text field, but only accepts input of an email address in a valid format.
Date Picker Date field with a dropdown allowing the user to select a date from a calendar.
Hidden Field A hidden field will return information from the form, but is invisible to the respondent. For example, a form could be set with notes or instructions that would only be visible to admins viewing the form results.
Checkbox Checkboxes are on/off switches that may be toggled by the user. They are typically used when you want to allow the selection of more than one option
Radio Button Radio buttons are like checkboxes except that they are mutually exclusive: when one is switched “on”, all other alternatives are switched “off”.
Select List Creates dropdown menus offering respondents options from which to choose.
Text Area The TEXTAREA element creates a multi-line input box.
Attach File This control type allows the respondent to select files so that the entire file may be submitted with a form.
GroupedElementLibraryConsists of several form elements commonly grouped together.
Address Block
Address 1,2 & 3 • City • State • Zip • Country
Phone & Ext. Block Phone • Ext
Name Block Prefix • First • Middle • Last • Suffix
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FormInfoTo the left of the Build & edit tab, admins can find information on the date of the last submission to the form, the total number of submissions, the date the form was last edited, places in the sites where the form is used, and categories for the form.
ActivationAdmins can set the form to be either:
Active - currently accessible to the site
Inactive - visible to admins in the Form Manager, but not accessible to the site, or Scheduled - set with a start date when the form will become accessible, and possibly a definitive end date. The form can be set as open-ended by selecting the “never end” option.
From the Activation section of the Build & Edit tab, admins can also opt to share the form externally. They can then view a URL to directly link to the form, or the HTML code required to embed the form in an external page (See “Working with Forms”, below).
SubmissionOptions in this area give Admins the option to allow users to save their entries into the form and complete it later, and to allow users to enter duplicate submissions. If the user Saves For Later, they are prompted for an email address. If there is an email element in the form, and the user has completed it, the Save For Later email address will pre-populate with a matching value. If the respondent is logged in, the database is examined for duplicate submissions. Otherwise, the respondent’s cookies are examined to determine if there are duplicate submissions. This can be a concern for mulitple respondents using a shared computer.
PaymentThe admin can enable the form to accept credit cards for real-time processing of payments, fees, and donations by navigating to the payment tab. When this option is selected, the admin can also choose the payment types that will be allowed through this process and the means by which the payment will be verified.
Enable payment box must be checked. Payment Types
o Credit Gateway is authorize.net o Other methods – other payment options will appear in a radio dropdown box.
Gateway Reporting & Invoices o These options are up to the user. o Would suggest combining the respondent form confirmation and payment receipt
into one email Other
o These options are up to the user. o Would suggest selecting the minimum monetary total of 0.00
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Within the survey form itself, you must identify an amount field, if only one, or the field that is used as the total, if several. This will be the field that the credit card queues off for the amount to be charged.
TheView&EnterTab From this tab, admins can preview what the form will look like when posted. It can also be used for performing test submissions of the form prior to publishing, or for submitting the form on behalf of a respondent, such as information gathered during a phone call, or through live contact.
TheNotifications&RedirectsTabFrom the Notifications & Redirects tab, admins can set an email address or addresses to recieve notifications when a new form response has been submitted. The contents of the email can be controlled here as well. A custom message can be created here that will appear at the beginning of any notification email. A confirmation can also be established here for respondents. First, the admin can choose to display a message when the respondent has submitted a form, or to redirect the respondent to a site page or a specific URL. Respondents can also be sent an email confirmation after their form is submitted. The contents of the email can be controlled here. A custom message can be created here that will appear at the beginning of any confirmation email.
ThePermissionsTabExisting Admin User groups (as defined in Site Manager > Admin Users) can be used to assign administrative rights to edit the form, publish the form, view the results of the form submissions, mark the form as reviewed, test the form with the View & Enter tab (See above), and edit results. Rights can be set at the Admin Group level and then overridden for the individual admin user. To add a new administrative group: 1. Select the “add admin groups” link. 2. Select the group or groups you wish to grant permissions to. 3. Select the rights the administrative groups should have.
You can also refine the specific rights of individual Admin users within the Administrative Groups. Rights can be granted to admin users, or revoked from them. The settings for the rights of an individual administrative user will take precedence over the more general rights of that user’s administrative group. To edit the rights of individual Admin Users: 1. Select the “User Permissions” tab. 2. Select the “add admin users” link. 3. Select the administrative group for the user you wish to change.
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4. Select the user. 5. Select the specific rights you wish to add or revoke. The icon on the rights grid will indicate whether the user has had permissions granted or revoked.
TheResultsTabIn the results tab, the admin can review all of the submissions to this form. Unreviewed submissions will be formatted in boldface. The results can be sorted, in ascending or descending order, by clicking arrows in the column headers. Any header appearing in red text allows admins to search by clicking on the column title to expose a search box. An individual submission can be reviewed or edited by clicking the icon. The submissions can be marked as reviewed by clicking the icon. In the upper-right corner of the Results tab, Admins can filter the submission results by the version of the form.
WorkingwithForms Forms can be inserted into banners or calendar events, posted on site pages, embedded in external web pages, or distributed via link.
Inserting a Form Into a Banner
1. Select Site Manager Design Page Banners・ ・ 2. Choose the Banner that will hold the form 3. Insert a “Form Pull” element. 4. Choose the form to be included
Inserting a Form Into a Calendar event
1. Create a new calendar event or edit an existing event 2. Use the “Include Form” Browse button to select a form from your list of active forms. 3. Save and Publish the event.
Including a Form in a Site Page
1. Create a new site page or edit an existing site page through the Page Manager 2. Change the “Page Type” to “Form Page”. 3. In the “Form Page Properties”, use the Browse button to select a form from your list of active forms.
Embedding a form in an external web page
1. Select the form you wish to embed. 2. In the “Activation” section select the checkbox for “Allow this form to be shared externally”. 3. Select the link for “Embed Code”. 4. Copy the external sharing embed code and paste it into the HTML of the external page.
Directly link to a form through a URL
1. Select the form to which you wish to link. 2. In the “Activation” section select the checkbox for “Allow this form to be shared externally”. 3. Select the link for “Direct URL”. 4. Copy the external sharing direct URL and paste it into any email or site
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RegistrationModule–OlderVersion
GeneralOverviewRegistration events are merely a different page type on the website with an event page format. Events are organized on event list page formats.
Figure 46: Example of Registration List page format
Figure 47: Example of Registration Event page format
The example below depicts a typical registration page.
1. Training seminars a. Page type: registration b. Page format: registration list
2. Registration Training & Lab a. Page type: registration b. Page format: registration event
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Figure 48: Example of Registration List & Event
Events tend to be standalone occurrences. We have been challenged when there is a non-patterned series of events that only require one sign up. The system does provide for daily for a series of days or weekly for one to seven days.
With that being said, sometimes it just takes a bit of ingenuity. Expanding page lists, registration lists, and registration events can be combined to make it appear to the visitor to be sequenced. Although technically the system does not currently support a series of events, sometimes talking about your needs can get them fulfilled. If a series requires only one sign up you may consider saying so in the text and sending reminders out by utilizing eNotify.
RegisteringforanEventBefore diving in to the logistics, lets review the final product to familiarize ourselves with the general layout of an event.
By selecting either the event title or the view detail link, the main event page will appear. If the event title does not have the appearance of a hyperlink, underlined text in blue font, it is because there is no additional detail in the event notes.
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Figure 49: Example of Event Detail
The example above displays the three sections of a registration event.
1. Gray Box a. This box contains the following elements, unless kept blank
i. Date ii. Time iii. Location iv. Period v. Grade vi. Instructor vii. Status
2. Registration Button a. This page leads to the site member login page, processes the shopping cart, and
prepares the receipt/confirmation 3. Event
a. The data included in the event description appears here. Links to flyers, cancellation information, and cancellation policies for material fees, etc.
ProcessofRegisteringforanEvent1. Select the register button for the appropriate event 2. Login as a site member, or register as a new user 3. How the next few pages appear will depend whether or not you have registered for an
event before or this is your first time. a. If you have not previously registered for an event, you will need to complete the
applicable information. i. Notice the district and school site drop down boxes ii. Once the data is complete, you need to select the add attendee box
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Figure 50: Example of First Time Registration
b. Registering additional attendees, or registering attendees you have previously registered
i. Select the drop down arrow to determine if registrar has previously been added.
1. If so, select their name, select the add button, and it is then added to the list.
2. If not, with the A new attendee displayed on the box, select the add button and a new attendee screen will appear which needs to be completed.
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4. When finished signing up for that event, either continue browsing or proceed to checkout. You may continue browsing until you have completed your selections.
Figure 51: Continue Browsing/Proceed to Checkout Example
5. Once your selections are complete and you select Proceed to Checkout , the shopping cart screen will appear for a last chance to modify your selection. You can
a. Add or remove attendees b. Delete item all together c. Continue browsing to select additional events to register d. Proceed to checkout to complete the sale
Figure 52: Shopping Cart Example
6. After selecting the Checkout button, the billing information screen will appear. We do not ship anything.
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Figure 53: Billing Information Screen
7. After updating any necessary information, select the continue button, the final confirmation and payment option screen appears. The shopping cart is a one-size fits all and cannot be modified at this juncture. After payment information is complete, select the Finish Checkout button.
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Figure 54: Check-Out Screen Example
8. The below screen is the purchase confirmation screen. If the user does not receive the following screen they did not complete the process completely.
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Figure 55: Purchase Confirmation Screen Shot
9. An email receipt is sent to the purchaser. Again, if the customer does not receive the email, they did not complete the process in its entirety. If a customer is adamant that they registered, and you do not show them in the back end, request them to send you a copy of the email so that you may investigate. To date, a user has not been able to provide an email and they did not appear registered in the back end.
10. If the event is at no cost, the price will be absent. The following screen shots are how a free event is displayed in the event detail, shopping cart, and confirmation.
Figure 56: Free Event Detail Example
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Figure 57: Free Event Shopping Cart Example
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Figure 58: Free Event Confirmation Example
ManagingtheEvent
CreatinganEvent1. After navigating to the appropriate location on the website, select Page Manager, add a
page. 2. Page type – Registration 3. Page Format – Registration Event 4. Save the page.
a. Once you save the page the registration specific items appear. b. Complete the event information as outlined by SCOE standards, which are discussed
in a later section.
MonitoringSignUps1. Navigate to Site Manager\Event Registration\Events 2. Scroll down to your section to view signups. The darker gray bars containing the red text all
in caps is the event list page names.
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Figure 59: Registration Event Listing
a) View Roster
Figure 60: View Roster Example
b) Filled/Total i. Filled designates the number of registrations do date, total is the total seats
available. ii. To close registration on an event and still have it appear on the website you just
need to change the total number of seats available to the total registered. You will also want to choose not to display the number of signups nor allow a waiting list.
c) Full Events i. The yellow box indicates the event is full
d) Waiting Lists i. The Filled/Total indicates the number signed up and the number on the waiting
list.
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ii. When the roster is viewed, the status column indicates those that signed up on the waiting list.
Figure 61: Full Events/Waiting List Example
Figure 62: Waiting List Status Example
Cancellingauser’sregistration1. If a participant wants to cancel their registration, the Admin will need to go into the
attendees schedule and withdraw them from the course. The attendees schedule may be obtained by viewing the event roster and selecting the appropriate attendee, or go into the attendees account and then schedule.
2. For our purposes, we will be looking at the view roster option. 3. Remember to resolve any payment the customer may have previously submitted.
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DefaultReports1. The Cash Receipts Report and the Class Roster report are the most widely used. The beauty
of the Class Roster is that the Admin can select the fields to be included in the report which adds additional flexibility. Although the Admin’s needs may be addressed in a variety of fashions, a very easy approach will be outlined here. Please feel free to pursue other options as you see fit.
Figure 63: Listing of Default Registration Reports
CreatingaSign‐InSheet1. A sign-in sheet is created by exporting registration data into Excel, modifying the
spreadsheet layout, and printing. 2. Navigate to Site Manager\Event Registration\Reports/Exports. Select the class roster report
a. Enter the events SKU in the from and to box, b. Select the roster fields you would like to have appear on the report, c. Select Update Report d. See the Registration Fields Cheat Sheet for a guide behind FinalSite field names and
the ones SCOE uses.
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CreatingaBillingControlSheet1. A billing control sheet is created by using the cash receipts report.
a. The report is selected by date. Would suggest noting the first and last registration dates and choosing dates on each side for your selection.
b. Select the Generate Report button c. Select the Export to Excel button d. Sort by SKU and delete events you do not want. e. Eliminate what columns you don’t
AddingEvents1. Add a page
a. Page Type – registration b. Page Format – registration event c. Save the page; then the event properties will appear
2. General Page Info
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3. Event Properties
StandardizedFormatforRegistrationEventsIn order to stay consistent throughout the website the following guidelines have been adopted for registration events. For those of you who publish the pages, please ensure the event complies with the following guidelines
GeneralPageInformationDisplayedonPageManagerTab1) Sequence
a) Leave blank so that the events are sorted alphabetically. b) If you want the events to be sorted by date, the sequence numbers should incorporate
a leading zero because the sort is an alphanumeric sort and should allow room to insert additional events. For example sequence numbers to use could be: 05, 10, 15, 20, etc.
2) Page Name a) This label does not appear on the website. Use a short description and the session date
(i.e. School Site Council 10.18.11) which will make finding it within the main site pages on the page manager tab much simpler.
3) Page Keywords – leave blank; do not use
Event SKU – will want to assign number from control sheet. Numbering schematic will be IS0####. (IS zero####) Event Price: if it is free, input 0.00.
This is the description which will appear when either the hyperlink or the view details option is selected.
We will be using 100 except for technology, we will use 25. If you set up an event and the registration option does not appear, look here for your solution.
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4) Page Notes – leave blank; do not use 5) Page Content 1 – leave blank; do not use 6) Pull Page 1 – leave blank; do not use 7) Pull Page 2 – leave blank; do not use 8) Page Content 2 – leave blank; do not use 9) Thumbnail Image – leave blank; do not use
RegistrationEventProperties1) Event Name – Briefly describe the event 2) Event SKU – The first ID number is the page number within the website. Change it to follow
the Registration SKU procedures 3) Event Price – note the applicable price. If there is no charge, the ‘price’ will be absent on
the event. 4) Sales Price - leave blank; do not use 5) Event Description
a) Using paragraph font, briefly describe event highlighting topics, target audience, registration deadline & cancellation date, materials fee, etc.
b) Include contact information. Email addresses should be a link on the website and not written in their entirety on the website.
c) Attach flyer link if desired, do not place copy of flyer on page d) Avoid non-standard font colors, or style blocks e) Bold on paragraph font may be used to highlight the words Registration Deadline or
Cancellation Policy. 6) Total Seats
a) This field is required. In fact you will not receive the registration option if it is blank. 7) Period – use if applicable 8) Grade Range – use if applicable 9) Location
a) General layout is Department/Division, room, and street address. City is included it event is geared to out of town participants.
b) Examples of location format are: i) SCOE, Downstairs Conference Room, 1644 Magnolia Ave ii) ECS, Large Conference Room, 43 Hilltop Drive iii) SCOE Transportation, Drivers Room, 3169 S. Market Street iv) SUHS District Office, David Marr Auditorium, 2200 Eureka Way
10) Instructor a) General format includes mane, organization if not SCOE and title
11) Display Available Spaces a) This is often a judgment call. When the event is very large or unsure if many people will
register it is often better not to display the countdown. 12) Allowing waiting list
a) The default setting is no. This option is often used for summer camps and similar events.
b) The event will state that it is full and that the visitor can sign up on a waiting list. c) Signups are date stamped so that the administrator can determine the first come first
serve order 13) Taxable- no
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RegistrationFieldsCheatSheet The user sees the displayed field names. When we run the reports, currently the class roster, the boxes we will want to check are listed in the website available field column, which of course contain the displayed field name information. If you have a registrant that does not complete all of the information, please go into the attendees profile and add it. If you take the few minutes to populate the records properly, it will only need to be done once, instead of each time the individual signs up.
Website Available Fields
Displayed Field Names Comments Optional/ Required
first name First name Fill In Required
last name Last name Fill In Required
email Primary E-mail Fill In Required
advisor
Shasta County District Name Drop Down Optional
current school
Shasta County School/Site Drop Down Optional
Teacher Non-Shasta County District Name Fill In Optional
Parent Names Non-Shasta County School/Site Fill In Optional
address
Home address Fill In Optional
city
Home city
Fill In Optional
state
Home state
Drop Down Optional
zip
Home zip
Fill In Optional
home phone
Home phone
Fill In Optional
father cell phone
Cell phone Fill In Optional
father work phone
Work phone Fill In Optional
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RegistrationSKU’s The Registration SKU files were created as an efficient way to receive credit card payments through the website and to have the proper program receive the income. The spreadsheet is maintained by those who use it, not IT nor Business Services. There are four columns to the spreadsheet and multiple tabs. Components of the spreadsheet may have changed since this writing, use merely as a guide.
SKU number – Unique number assigned by Admin Assist creating the registration. Description – Title of Event Lead Admin – in case there are any questions Escape Account – Income account to which these funds should be charged
IS SKU Control sheet
o Instructional services o Planetarium events o Planetarium summer camp o WES field labs o WES spring break-summer camps o WES School camps o WES boutique
Non IS SKU control sheet o Business events o SELPA o Project Share
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The above detail is segregated by worksheet tabs within each spreadsheet. The spreadsheet has room for the Escape alias that needs to be completed. If omitted, time is wasted going to the various departments each month to determine the income code. We also created the numbering convention so that we can monitor the number of events presented in a given fiscal year. For example, for the Planetarium summer camps, their SKU's are SP0900, SP0901, etc. If you have an event that occurs after 6/30/09, you may want to increase your SKU number, SP1000, SP1001. SP1002, etc. I will defer to Tom for guidance. Changing your SKU – To change a SKU, go to your event within page manager. Replace the current Event SKU number with yours using the control sheet as a guide. This is best to do at the time of creation so it is not overlooked. We have several uses for these files: Receptionist: When checks are received by mail, they are able to determine who to forward
the check to. Business Services: Funds received via the credit card can be correctly coded using the org
key/object code Managers/supervisors – can quickly determine who is administrating which event
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CancelledWebsiteEvents Recommend removing the events from the website instead of deleting them as the cancellations occur. You may want to establish a procedure where expired events are deleted from the website periodically.
RegistrationEvents Go to the appropriate page within Page Manager The following selection boxes should not have checkmarks:
o Display this page on the website o Enable Internet Search engines to find this page o Enable Internal site search to find this page
Modify the event name to included ‘Cancelled’ in the beginning of the title. Change the total number of seats available to zero SAVE the page PUBLISH the page Additional Comments
o If you change the total number of seats available to zero, it is best to publish the page. The event will still indicate it to be full.
o If you do not remove the ‘allow waiting list option’ in this scenario, visitors can still sign up for the class.
If you modify anything else, you MUST publish the page for it to appear on the website.
CalendarEvents Go to the appropriate event within Calendar Manager Open the event so it can be edited UNPUBLISH the event
GeneralComments Hiding, rather than deleting the events, is beneficial because:
o All events, held and cancelled, can be included in a report to quantity the total events offered, held, and cancelled.
o Admin in charge of the event can take care of notifying and refund payments received to date.
o Once the item is deleted, no information is obtainable Double checking your work
o An easy way to make sure everything is removed as it should be is to type ‘cancelled’ in the search box and see what appears.
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RegistrationManager–NewVersionRegistration Manager allows site admins to crete events, track online user registrations, communicate with
event participants, and more. The module is fully integrated with the finalsite CMS.
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WebsiteNews
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BusinessServicesManagementofCreditCardPayments
AccessingOnlinePaymentInformationontheWebsiteLOG IN Website address: http://www.shastacoe.org/admin.cfm
o User name & Password SITE MANAGER TAB Module – commerce: site orders ACCESSING WEBSITE REPORTS Export by date range of orders Creates an excel file that has many more columns than you need.
o Suggesting deleting the following to make the report manageable Billing Address 2 Billing Country Shipping information - all Item Options Item Quantities Unit Prices Total Item Costs Subtotal Discount Gift Certificate Shipping cost Tax
Sort/delete rows by payment type o If all you are processing is the credit cards there is not reason not to delete all rows
except for the credit cards. o If they purchased multiple items, the merged cells will give you some difficulty.
REGISTRATION SKU’s Files are located at \scoeshare\registration SKU
o IS SKU Control Sheet o Non IS SKU Control Sheet
IssuingRefundsOnTheCreditCardCredit Card Refunds may be processed as long as it isn't older than 120 days from the original transaction. To issue a refund using the Virtual Terminal, please do the following: Click on Tools Click Virtual Terminal Under Select Payment Method choose "Refund a Credit Card" Provide customer information as requested on the Virtual Terminal screen. Do not enter Xs
for missing information.
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The minimum information you will need is the original transaction ID, the last four digits of the credit card number, and the amount. Please do not enter the expiration date; all other fields are optional. Information from the original can be found by following the steps below:
Select Search Select the desired dates to view from the drop down menu and/or search by credit card
payment method or credit card number, customer first or last name or transaction ID number.
Click Search. The original transaction ID will appear in the Trans ID column of the search results, and the last four digits of the credit card number will appear in the Payment Method column. NOTE: Do not enter the four Xs in front of the last four digits. For example, if the Payment Method column says "XXXX1234", enter "1234" instead.
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AddingSharedDepartmentalMailboxestoYourOutlook
Open Outlook and navigate to your Inbox as usual.
Choose File –> Open –> Other User’s Folder
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The first time, you will need to enter in the name used as the contact name on the web site. Your folder is:
You can now review and respond to email messages sent from the web site. Notice that the name of the Inbox indicates which folder you are in.
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To return to your own personal Inbox, simply click on the Inbox folder in your folder list.
After the initial open, the mail box for email from the web site will appear in the list when you choose File - Open
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