lemos&crane website · web viewintroduction this document serves as an introduction to the...
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Lemos&Crane Website Documentation
IntroductionThis document serves as an introduction to the codebase used by all Lemos&Crane websites. It begins by giving an overview of the main entity types that exist in the system (Users, Companies, Projects etc.), the relationships that exist between them and how they relate to customers accessing the sites. It continues with a description of the different types of sites including the Customer Relationship Manager (CRM) that is used to manage all the objects on the system and how each site is edited using the Content Management System (CMS). The final part of this document gives more detail about the software and tools that have been used to build the system, as well as an overview of how the code is structured and where to find more detailed code documentation.
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LEMOS&CRANE WEBSITE DOCUMENTATION..........................................................................1
INTRODUCTION...................................................................................................................................1
ENTITY AND RELATIONSHIP OVERVIEW...................................................................................4
MAIN ENTITIES – USER AND PROJECT...................................................................................................4SUBSCRIPTION.......................................................................................................................................4PAGE......................................................................................................................................................5
Inner pages.......................................................................................................................................5COMPANY..............................................................................................................................................5USER DEFINED FIELD ENTRIES (UDFENTRY).......................................................................................5EVENT....................................................................................................................................................5AWARD..................................................................................................................................................5
TYPES OF PROJECT............................................................................................................................6
GUIDANCE SITES....................................................................................................................................6Current guidance sites.....................................................................................................................6Features............................................................................................................................................6
ELEARNING SITES..................................................................................................................................7Current eLearning sites....................................................................................................................7Features............................................................................................................................................7
EREPORTING SITES.................................................................................................................................9Current eReporting sites..................................................................................................................9Features............................................................................................................................................9
ACTION PLANNING SITES.......................................................................................................................9Current Action planning sites........................................................................................................10Features..........................................................................................................................................10
OTHER SITES........................................................................................................................................11Lemos&Crane................................................................................................................................11BlueSalmon....................................................................................................................................11The Amsterdam Group (TAG)........................................................................................................11
CUSTOMER RELATIONSHIP MANAGER (CRM) OVERVIEW................................................12
CONTENT MANAGEMENT SYSTEM (CMS) OVERVIEW.........................................................12
CODE DOCUMENTATION................................................................................................................13
SOFTWARE AND TOOLS........................................................................................................................13PROGRAM FLOW..................................................................................................................................13
Templating......................................................................................................................................13Directory structure.........................................................................................................................14Site entry points and Controllers...................................................................................................16
CRON JOBS.........................................................................................................................................16CLASS BROWSER..................................................................................................................................17
APPENDIX A – CRM DOCUMENTATION.....................................................................................18
ICON GUIDE.........................................................................................................................................18MANAGEMENT GUIDE.........................................................................................................................19
Viewing and editing contacts.........................................................................................................19Searching........................................................................................................................................19Views..............................................................................................................................................20Reports...........................................................................................................................................20
TRAINING EXAMPLE.............................................................................................................................21SETTING UP SUBSCRIPTIONS TO WEBSITES..........................................................................................37
Regular subscriptions.....................................................................................................................37Limited users or multiple domains subscriptions...........................................................................37
SETTING UP AND EDITING AWARDS.....................................................................................................38Adding a new award.......................................................................................................................38
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Editing an existing award..............................................................................................................39Viewing and editing award entries.................................................................................................39Viewing voting scores.....................................................................................................................40
SETTING UP AND EDITING CONFERENCES............................................................................................41Adding a new conference...............................................................................................................41Editing an existing conference.......................................................................................................41
SETTING UP AND EDITING ORGANISATIONS.........................................................................................43Searching........................................................................................................................................43Adding a new organisation............................................................................................................43Editing an existing company..........................................................................................................43
SETTING UP AND EDITING UDFS.........................................................................................................45Adding a new UDF value...............................................................................................................45Editing an existing UDF value.......................................................................................................45Deleting a UDF value....................................................................................................................45Deleting a UDF..............................................................................................................................45Adding a UDF................................................................................................................................45
UPDATING RECENTLY ADDED ON SITE HOME PAGES...........................................................................46Adding a new update......................................................................................................................46Editing an existing update..............................................................................................................47
UPLOADING/EDITING DOCUMENTS TO THE SITES................................................................................48Structure of the documents on the web server................................................................................48
IMPORTING DATA.................................................................................................................................51
APPENDIX B – CMS DOCUMENTATION......................................................................................53
INTRODUCTION....................................................................................................................................53COMMON TASKS..................................................................................................................................53
Save page.......................................................................................................................................53Insert link.......................................................................................................................................53Insert image....................................................................................................................................53Insert document..............................................................................................................................54Insert inner page............................................................................................................................54Paste from Word............................................................................................................................54Spell check......................................................................................................................................55
LEMOS&CRANE SITE...........................................................................................................................56Page types......................................................................................................................................56Adding Conference pages...............................................................................................................56Adding Awards pages.....................................................................................................................56Adding General pages....................................................................................................................56Hiding/showing pages....................................................................................................................57Excluding/including pages from the search...................................................................................57Adding websites and conference to the right hand column of a page............................................57
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Entity and relationship overviewIn this section the major entities used in the system are briefly described. All entities have their own class in the code, with further documentation.
Main entities – User and ProjectThere are two main entity types in the system: User, and Project. A User is any user of the system, while a Project is any site. A project is either a subscription site (Users can only register for the site when a subscription has been paid) or a free site (Users must still register, but no subscription is paid). In addition a User may have a free trial of a subscription site that gives them limited access to a subscription site for a limited period of time. The User is the main entity in the system and is the basic unit that all system activity is based around.
Generally there is only project per website, except: eLearning – one project for site plus as many projects as there are courses
(enables access to be granted only to particular courses) Action planning – one project for guidance part of site, one project for action
plan, one project for action plan questionnaire (product of being an Guidance/eLearning hybrid)
These site types are explained in more detail later
All the projects share the same single sign on system, so that a user only has to sign in once and can then access any of the sites they are entitled to, without signing in again.
A registered user is one who has registered for a specific project. Registered users can be of three types – regular, admin or sub-editor. Regular users have no Administration privileges. Admin users can edit page text, page titles and page attributes as well as add new pages and their edits are made live immediately. Sub-editors can edit page text, but any changes they make are not shown live on the site – instead an admin user can login to see what pages a sub-editor has changed and then review the changes, edit them and make them live.
SubscriptionA subscription to a site indicates that an organisation has paid to access a site, usually for a period of one year. All subscriptions are automatically extended so that their end date coincides with the end of an annual quarter (meaning that most subscriptions receive an extended period of access when they first subscribe.) Subscriptions are always paid by invoice, and nearing the end of a subscription a pro-forma invoice is automatically issued for a period of one year. All invoices are produced automatically by the system.
All subscriptions have a Lead User who will be the main contact and to who all subscription communications will be sent.
By default, access to an organisation’s subscription to a project will be limited to Users who share an email domain with the Lead User. This default domain can be changed and additional domains can be added to a subscription if necessary. In
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addition single Users can be added explicitly to a subscription using their email address. Any User meeting these requirements can then register for the project.
PageAll of the projects consist of a series of Pages. A Page consists of a title and some page text. Pages can exist individually (known as orphans), or as part of a hierarchy of pages. There are several extra types of page (ExtraPage) that share the same characteristics as regular Pages but have additional attributes associated with them (e.g. ExamplePages).
Pages are identified by their unique id, and this id is usually specified in the URL. However for some projects URL rewriting is used and page ids are mapped in the code to shortnames that can be specified in the URL. As an example the Lemos&Crane is one such project, in which http://www.lemosandcrane.co.uk/home/websites is equivalent to http://www.lemosandcrane.co.uk/home/index.php?id=203978.
Inner pagesOrphan pages can be viewed like other Pages but are more often used as ‘inner pages’. Inner pages are pages that appear within other pages. They are inserted into pages using a special code along with their id, so that when the page is rendered their title appears in the page text, and can be clicked to expand and reveal the content.
CompanyWhile the User is the main unit of the system, it is sometimes useful to group users together in companies. This is done by assuming all users with the same email domain belong to the same company. The Company entity provides a way of giving an official name to the company to which a domain (or domains) refers to.
User Defined Field Entries (UDFEntry)UDFEntrys are values that can be associated with Users. They can be of two types, either strings or checkboxes, and a user can only have one value for each UDFEntry. UDFEntrys can be grouped together into a UDF, which in turn can be grouped into collections known as UDFGroups. The main use of UDFs are for mailing lists on the CRM as well as recording certain actions a user carries out on a site.
EventAn Event relates to a conference that Lemos&Crane are running. It encapsulates all information about the conference including pricing. A separate object (EventBooking) is used to store the bookings that have been made for an Event by a User, as well as automatically producing and managing invoicing.
AwardAwards are run periodically and are usually associated with a particular Project and Event. They enable users to submit documents through the Lemos&Crane site along with some supplementary details. Once the deadline for entries has passed, a shortlist is selected, and users are then invited to vote on their favourites. The result is usually then announced at the corresponding event.
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Types of Project
Guidance sitesGuidance sites are projects that predominantly provide information and have limited interactivity.
Current guidance sites ASBActionNet (http://www.lemosandcrane.co.uk/asbactionnet) BMEActionNet (http://www.lemosandcrane.co.uk/bmeactionnet) CohesionActionNet (http://www.lemosandcrane.co.uk/cohesionactionnet) Fear and Fashion (http://www.lemosandcrane.co.uk/fearandfashion) LiteracyActionNet (http://www.lemosandcrane.co.uk/literacyactionnet) MoneyActionNet (http://www.lemosandcrane.co.uk/moneyactionnet) PrisonerActionNet (http://www.lemosandcrane.co.uk/prisoneractionnet) RaceActionNet (http://www.lemosandcrane.co.uk/raceactionnet) SupportActionNet (http://www.lemosandcrane.co.uk/supportactionnet)
FeaturesGuidance sites are split into sections known as tabs that appear as a horizontal menu across the top of the page. The sections can then optionally have an additional three level vertical menu on the left hand side. A right hand column contains details about the current user as well as shortcuts to other parts of the current site and links to other sites. The tabs that exist on guidance sites are:
Home o a summary of what’s been happening on other parts of the siteo most content auto-generatedo some content manual HTML
Guidanceo up to 3 level hierarchy of standard text pageso content can be edited and added to by any Administrative usero can include inner pages (orphans or resources)
Resources o pages that contain collections of other pages, e.g. Examples. o collection initially appears as a list, and on selecting an item opens new
page with resource content.o resources can be edited and added to by any Administrative usero resource types can also be searched through with specialised fields
Networko Various sections that hold user generated content
My profile – editable details of the current user’s profile Members’ Zone – see a linear list of recent activity on site. Can
also narrow down by activity type Members listing – a searchable list of users registered for the
current site
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Forum – a discussion board for members to post questions, ideas etc. to other members
One discussion board per site (named after site topic) Topics can be started in any board by any user Any user can reply to any topic Administrative users can start ‘poll’ topics that include
a voteable poll Administrative users can make a post ‘sticky’ meaning
that it always appears at the top of the topic list All boards shared across all sites Board relating to current site displayed at top of list
Add an example a form to allow members to post examples of their
work these get automatically added to the Members’ Zone a copy gets sent to us which may then be manually
added as a ‘proper’ example in the Resources section of a site
eLearning sitesThe eLearning sites provide information split up into courses, lessons and individual lesson pages. For each lesson the user can make notes in their workbook and (optionally) a multiple choice test can be assigned to each lesson. In addition each course can have a ‘pre-course self review’ that contains yes/no questions that users can complete to obtain an assessment of their knowledge on the current subject before they complete the lessons.
Certain users can be assigned as managers to certain other users, and this enables them to reply to their users’ notes, to receive notifications on test results, as well as view aggregate management information for their whole organisation.
Current eLearning sites eLearning Housing Management (http://www.lemosandcrane.co.uk/elearning) eLearning Adult Social Care (http://www.lemosandcrane.co.uk/opel)
Features Split into courses
o a course consists of a collection of lessons, grouped by themes a lesson consists of a collection of pages that are completed in a
linear manner each page contains text and an area for the user to make
notes, or to answer questions posed in the text – the notebook
o these pages are editable by any Administrative user
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at the end of each lesson there is a series of 5 multiple choice question pages that act as test for that lesson
o once started the user must complete the test, and all attempts are recorded on the workbook
o these pages are editable by any Administrative user
o the workbook is an overview of each lesson contains index of lesson pages for each page, displays any notes/answers the user gave on that
page displays any notes the manager has made for each page indicates how much of this lesson the user has completed indicates how many times, and what scores were achieved, in
the testo Case studies are lessons that contain pages related to a particular case
study. They work in the same way as other lesson pages, but they can also contain ‘revealable’ content that appears when the user clicks a ‘reveal’ button
o The self-review section consists of a series of multiple choice questions used to gauge the user’s current understanding of the topic. There is a question for each lesson in the course. Based on these answers the user is shown a table indicating their performance, and how long they should spend reviewing this content.
o Each user also has a progress page that lists their progress by course and lesson
o Users can also access the same forum available on Guidance sites, with a specialist eLearning topic that is not viewable from outside eLearning
Types of usero Regular
Can take any lesson their organisation has subscribed to Can see a list of other user’s at their organisation Cannot see anyone else’s progress/workbooks
o Manager Can see all users from their organisation who have signed up
for eLearning Can see these users workbooks, and comment in the workbook
on their progress For users who have been assigned to them, receive notifications
of test results by email Has access to management section that lists aggregate
information about eLearning at their organisation
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Can choose other eLearning users at their organisation to become managers
eReporting siteseReporting sites provide organisations with a method to collect data from their customers online. The public facing section of the site enables reports to be made through a series of forms, the details of which are available through the admin interface which appears as an extra tab in the associated guidance site. Diaries can also be kept by the user who made the initial report to enable them to add any further information at a later date.
Current eReporting sites ASB Reporting (http://www.reportasb.org.uk)
Features Public interface
o Users can submit a report by clicking though a series of predefined questions
Questions are not editable by the subscribing organisation
On completion of the form, the details are sent managers at the subscribing organisation
Users can remain anonymous if they wish
If the user completes their email address and their date of birth, they can continue to update the report through a unique link using their email and birth date as credentials (the diary)
Management interface
o Managers of the subscribing organisation can view and search submitted reports through the eReporting tab of ASBActionNet
Reports can be narrowed down using various criteria
A hotspot map can be viewed to highlight problem areas
Each report can be viewed online or as a Word document
Aggregate data is also available
Action planning sitesAlso known as ‘Share&Compare’ sites, or ‘Bloom type sites’, these types of project enable the user to complete a series of questions about their ‘scheme’ to build up an action plan (much of the functionality here makes use of the eLearning functionality). Actions can then be viewed, edited, removed and new actions added through the
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Action plan page. Based on the number of completed actions, the user is rated as having either ‘Lots of experience’, ‘Some experience’, or ‘No experience’, with this rating changing as the user completes more actions.These types of sites exist as a hybrid with a Guidance type site, the action planning functionality appearing as an extra tab within the Guidance site.
Current Action planning sites Bloom (http://www.lemosandcrane.co.uk/bloom) Shape (http://www.lemosandcrane.co.uk/shape) RISE (http://www.lemosandcrane.co.uk/rise)
Features These are a combination of a Guidance site and a modified eLearning site
The Guidance part of the site is the same as the other Guidance sites
The modified eLearning part takes the form of an action plan
o By completing a series of pages, users can add actions to their action plan (equivalent of adding a note to a lesson page in eLearning)
o The action plan can be viewed by going to the ‘Action plan’ tab
This displays the themes. Each theme can be clicked to expand it and see which actions have been added under which subject.
New actions can be added
Current actions can be edited or marked as complete
Marking an action as complete moves it to the last theme ‘Completed actions’. From here the action can be deleted, or marked as incompete.
o Users can also complete a ‘service review’. This is a series of Yes/No questions based on their current service status – this is generally carried out before the action plan is used.
Each page is tied to a subject and once the whole review has been completed, the status of the organisation in each of these subjects is displayed.
o The overall progress of an action plan is indicated by the ‘Service status’ rating.
There are three levels of rating for each Action Planning site
Lots of experience
Some experience
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Little experience
The status is decided by how many completed actions there are, as well as their level of experience as indicated by the ‘service review’
Other sites
Lemos&CraneThe Lemos&Crane site has much in common with the Guidance sites and is edited in much the same way. It acts as a portal to all the other sites, as well as being a home for the Events and Awards. It also shares the ‘Network’ functionality of the Guidance sites.
BlueSalmonBlueSalmon is a site that allows service users to complete a series of questions to produce an action plan which they can then invite their support workers to view. This site is no longer being actively updated.
The Amsterdam Group (TAG)TAG is a site that consists of articles, photo essays and videos on a range of topics. It exists in isolation and does not have a content management system.
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Customer Relationship Manager (CRM) overviewThe CRM is the main way in which Lemos&Crane staff members interact with the system. It enables users to be added to system (either singly or in bulk), users to be deleted, users to be edited (either singly or in bulk) as well as viewing users’ status on each of the projects and events, and the UDF values they currently have. All these values are also searchable.
Subscriptions and free trials can also be started and edited from the CRM, as well as making bookings for any current event. The CRM also handles invoicing for subscriptions and events.
Finally the CRM also allows L&C staff to make notes and tasks attached to users, as well as manage these tasks and search on them.
Further documentation on using the CRM can be found in the appendices.
Content Management System (CMS) overviewThe CMS is the main way in which Lemos&Crane staff members and sub-editors edit the content of the sites. There are two main parts:
The editor. This ‘What you see is that you get’ (WYSIWYG) editor allows the editing of page text as well as allowing the uploading of documents and inserting of inner pages.
The admin toolbar. This toolbar, that appears in the top right hand corner of the page, allows the user to switch to edit mode (so that the WYSIWYG editor is displayed) as well as allowing the user to edit the page attributes (e.g. page title) and to add and delete pages on the site.
Further documentation on using the CMS can be found in the appendices.
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Code documentation
Software and toolsThe code was written in PHP 4 (http://www.php.net), and runs on the Apache 2 web server (http://httpd.apache.org/). The backend database used is MySQL (http://www.mysql.com). It has been tested as running successfully in both Linux (Ubuntu) and Windows (XP) environments.
Client side Javascript is used for the dynamic aspects of the sites, as well some use of Ajax for retrieving information dynamically from the server.
The code is edited as plain text files, but has also been edited successfully using Eclipse (http://www.eclipse.org/pdt/). The code (mainly the classes) has been documented using phpDocumentor (http://www.phpdoc.org/) as well as inline documentation where necessary.
All sites are tested on the latest version of Firefox (http://www.mozilla-europe.org/en/firefox/) and Internet Explorer version 6+. IE 6 still needs to be supported as a lot of Lemos&Crane customers are still using this browser.
Program flowFigure 1 below details the general flow during the execution of a page request on any of the sites. Each site has its own controller that handles generating the correct page parts depending on the page requested. Pages variables are then passed on to the templating engine for rendering.
TemplatingAll the sites use a custom templating engine (see template_class.php) that ensures all the HTML presentation of the sites is separate from the logic. All variables are escaped before being passed to the template engine to prevent site vulnerabilities such as cross-site scripting. The location of the template files is detailed in the next section.
The exception to this templating is the CRM – most of the presentation HTML is generated in the User class (user_class.php)
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Figure 1. General flow during the execution of a page request
Directory structureEach project has its own directory under the root directory that contains code that is particular to that site. This generally contains any images and stylesheets that are only used for that site, as well as any project specific templates.
The landc_crm directory is the one that contains all the shared code. Within it are the following directories:
Avatars – used to hold user profile images Cache – used to hold cached copies of pages (legacy, not currently used) Classes – holds the majority of code split into OOP classes
Site directoryy
Login pages
Database
landc_crm directory
Entry point (e.g. index.php?id=12345)
Find site from id variable
Does current user have access to this site?
No
Load common templates & files
Load specific templates & files
Yes
Load page content
Load user specific content
Display page
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Css – holds the style sheets used throughout the sites. Contains:o root – styles used by the CRMo pages/ - styles shared amongst all other sites
Documents – holds uploaded documents. These are files that belong to a particular type of site page (e.g. prison reports). Being phased out in favour of keeping all files in the resources folder
Emails– contains the templates used for sending automated emails from the CRM. Contains sub folders:
o Manual – emails that are generated in response to some action on the CRM
o Site – emails that are send automatically based on a user action on a site (e.g. registration) or at a specified time (e.g. non-payment reminders)
o Promo – templates that are used for generating HTML email to be sent through Mach5 (bulk emailer)
Images – images used throughout the sites Js – contains all the JavaScript used throughout the sites. Contains:
o Root – files used by the CRMo Page – files shared amongst all other siteso Minified – reduced size versions of js files – sometimes used for
efficiencyo 3rd party – contains 3rd party javascript used. Most notable are jQuery –
the js library of choice – and tiny_mce – the WYSIWYG editor of choice
Media – contains two sub directories (photos and documents) used to hold files associated with SAN examples. Moved away from using this for all other sites.
Outers – raw HTML files used for editing parts of the sites not under CMS control.
o *_login.php contains the HTML displayed on the login pages of siteso *_homepage.php contains HTML for bottom of home pageso *_homepagetop.php contains HTML for top left of home pageso Privacy.php and terms.php contains privacy statement and
terms&conditions used throughout sites Templates – The HTML templates used for all the sites. Contains:
o Root – templates used by the CMSo Login – templates used for login pages of all sites (except L&C and
Action planning sites which each have their own templates in their own directory)
o Pagenew – templates used by guidance siteso Reporting – templates used by eReporting sites
Utility – Functionality not included in class files is included here. Contains:
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o Root – files used by the CMSo Page – files shared amongst all other siteso 3rd party – contains 3rd party functionality. Most notable are fpdf – used
for creating pdfs on the fly, and JSON – used for decoding AJAX data
Site entry points and ControllersThe entry sites of the projects – i.e. the file which is called first when requesting any page of a site – as well as which controller is used to build the page are detailed below:
Guidance siteso Entry point: landc_crm/utility/page/index.php (redirected from here
from project directory e.g. asbactionnet/index.php).o Controller: landc_crm/classes/guidancesitecontroller.php
eLearning siteso Entry point: have their own entry point index.php in their own
directory (e.g. elearning/index.php).o Controller: landc_crm/classes/elearningcontroller.php
eReporting siteso Entry point: landc_crm/utility/page/reporting.php (redirected from here
from project directory e.g. reporting/index.php).o Controller: landc_crm/classes/reporting_class.php
Action planning siteso Two entry points
For guidance part: landc_crm/utility/page/index.php (redirected from here from project directory e.g. bloom/index.php).
For action plan part: have their own entry point index.php in their own directory (e.g. bloomel/index.php).
o Two controllers For guidance part:
landc_crm/classes/guidancesitecontroller.php For action plan part: landc_crm/classes/elearningcontroller.php
Lemos&Crane siteo Entry point: lemosandcrane/index.phpo Controller: landc_crm/classes/landcsitecontroller.php
Login (common across all sites)o Entry point: landc_crm/utility/page/login/login.phpo Controller: landc_crm/classes/logincontroller.php
CRON jobsSeveral CRON jobs are run every morning on the server for various maintenance tasks. These are:
Backup scriptso Entire MySQL database backed up twice a dayo All outer pages backed up
landc_crm/utility/event_notifications.phpo Sends out any payment reminders for event payments
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landc_crm/utility/subscription_notifications.phpo Sends out any payment reminders for subscription payments.o Also automatically sends all renewal reminders etc.
landc_crm/utility/update_demo_accounts.phpo Generates new passwords for demo accounts and emails the
results landc_crm/utility/findextrarelatedpages.php
o Finds all links between inner pages and their parent pages and updates database
landc_crm/utility/shift_incomplete_tasks.phpo Shifts all incomplete CRM tasks to today’s date
landc_crm/utility/update_ratings.phpo Updates all user ratings on the database
Class browserThe majority of the code documentation has been written in the files of the above entry points and controllers, as well as all the other classes used by the system. This documentation can be seen by browsing the files themselves as well as using the HTML Class browser that was supplied with this document. A PDF version of the class browser was also supplied.
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Appendix A – CRM documentation
Icon Guide
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Management Guide
Viewing and editing contactso Click ‘Edit Record’ to view/edit contact’s details
Click arrow in bottom right hand corner to see project details Click on project square to view/hide details about that project Click on red cross in top right hand corner to close
o Click ‘Show related contacts’ to see all contacts in that organisation
o Click ‘View UDFs’ to see a contact’s UDF details UDFs grouped by subject – click on a tab to view UDFs for
that subject Click on a UDF name to see values for that UDF If you make changes, click ‘Save’ to save them to the database.
Click the red cross to cancel any changes you have made.
Searchingo To start a new search click ‘Clear search’ and then ‘Add search’o Searches are case insensitiveo Searching for a firstname of ‘c’ will find all contacts with a firstname
beginning with ‘c’o The boxes after each search box negate the search, so we could search
for all contacts with firstnames not beginning with ‘c’o To search for all firstnames that contain the letter ‘c’ you can use a
wildcard of ‘%’, eg. Search for ‘%c’o If you enter search criteria in more than box you can choose whether
you want to match all criteria (And) or any of the criteria (Or) at the bottom of the window
o On the projects tab you can search for project details. Choose the desired project from the drop down The ‘User type’ lets you search for specific types of user The ‘Subscribed’ box finds contacts that belong to subscribing
organisations (both registered users and non-registered users) The Date field lets you limit the ‘User type’ drop down to a
specific date (enter date in format YYYY-MM-DD) ‘Mailing list’ indicates if the contact is on that project’s mailing
list (equivalent of old targets)o You can search across multiple projects
o On the ‘Sector’ tab you can search for specific organisational sectors and related fields
o On the ‘UDFs’ tab you can search for UDF values
o Click ‘Go’ to search
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o The number of results is shown in the blue banner
o If you want to add to the current search click the ‘Add search’ icon again
o If you want to search within the current search click the ‘Narrow search’ icon.
o To view the results by organisation rather than contacts click ‘switch to organisation mode’ – this groups the results by email domain. The number of results now indicates the number of organisations that match the search criteria. Organisational information is now shown if available. Click ‘switch to user mode’ to go back to the normal view
o Click ‘Clear search’ to view all contacts
Viewso To change the data currently displayed on screen click the ‘Change
view’ icon. You will be presented with a list of the available fields – all the personal fields, followed by UDF values, followed by project details.
o Select the fields you would like to see, and click ‘Change view’ at the bottom of the window.
o The main screen will then show this information for the current contacts
Reportso Contacts
To export the current view to Excel, click the ‘Export current view’ icon. This will export the current view details for all the contacts in the current search
o Tasks To export a report on staff task, first click the ‘Show tasks’
icon. By default this displays incomplete tasks for today for the user who is currently logged in.
To change the current date click the ‘Choose day’ icons. To choose a range select the beginning date using the ‘Choose day’ icon and the end date by clicking the ‘Choose range’ icon.
To change the user, choose a name from the ‘Tasks for’ dropdown or ‘All’
To limit the tasks to a particular project choose from the ‘Project’ dropdown
To limit the tasks to a particular type choose from the ‘Type’ dropdown.
To also include completed tasks, click ‘Show completed’. Completed tasks appear in green
To search within the text of a task, enter text into the ‘Contains’ box and click ‘Search’. Click ‘Clear search’ to cancel the search.
To view details about a particular task, click the clock icon.
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To export all the current details to Excel, click the ‘Export’ icon.
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Training example
Content
1. Searching, adding and amending contacts
Search for a contact Adding a new contact Using UDFs Adding UDFs Seeing related contacts
2. Setting up and completing tasks
Setting a task for the future Marking a completed task Using notes Using email Subscribing and setting up guided inspections View tasks by date and project
3. List management
Viewing lists Searching 'organisation' level information Making new lists
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Tasks
1. Search for Jimmy White from Aardvark Housing Association and answer the following questions:
which websites is he a registered user of? what events has he attended?
Instructions
Click the ‘Add search’ icon Type ‘Jimmy’ and ‘White’ in the firstname and surname text boxes respectively,
and click ‘Go’. Find Jimmy White in the results, click his ‘Edit record’ icon, then click on the
more info icon in the bottom left hand corner of the window to display the project information window. You can toggle what information is displayed by clicking on the project name.
Also in this window is a summary of the events this contact has attended – this is displayed in the blue box above BMEspark
You can edit the event information displayed here by closing this window, clicking the ‘View UDFs’ icon and selecting the Events tab (clicking on the event name displays the details of each event)
Your Notes
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2. Add Ray Reardon ([email protected]) as a new contact for Aardvark Housing Association
Instructions
Click the ‘Add user’ link in the top right hand of the screen Enter the details (making up any required fields that are not specified). It is
extremely important to enter the email address correctly here as the system identifies contacts by their email addresses.
Click ‘Send’ and once you have confirmation that the user has successfully been added, click ‘Main’ in the top right hand corner to return to the main screen.
Your Notes
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3. View all related contacts from Aardvark Housing Association how many are BMEspark registered users?
Instructions
Click the ‘Change view’ icon and tick the boxes for ‘BMEspark registered user’ and ‘BMEspark subscribed’, leaving the other boxes as they are. Clicking on the ‘Change view’ button at the bottom of the window displays your chosen fields in the main view.
To see all the other members of a contact’s organisation, click the ‘Show related contacts’ icon.
Contacts of subscribing organisations have the price of that subscription in the subscription column (or ‘No’ if they are not subscribing members), while registered users of subscribing organisations have ‘Yes’ in the registered users column.
Your Notes
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4. Set a task to give Ray Reardon a sales call to promote RaceActionNet on 19 June 2008
Instructions
Clicking the ‘Add task’ icon next to Ray Reardon’s entry will bring up the task window
Enter the appropriate values in the window, leaving the text box blank, and click the ‘Save task’ button.
When the window closes the task has been added. To view your tasks click the ‘Show tasks’ icon at the top of the screen. By default it shows tasks for today’s date. To change the date click the ‘choose day’ icon and select the 19th June. The task should now appear in the list.
Your Notes
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5. Mark the task as completed with the outcome that he's interested in having a guided inspection of RaceActionNet
Instructions
To edit a task, in the task list click the clock icon next to the task you want to edit. The details you entered before are shown again, however there is now an
additional dropdown box showing the completion status of the task. Select ‘Requested an inspection’ from this drop down and save the task,
confirming that you have completed the task and click OK when asked if you want to schedule a follow up task.
The task will then disappear from the task list (as it is now completed) and a new task dialogue will be displayed. Close this dialogue by clicking the red cross in the top right hand corner – closing the dialog in this way will not save the details.
If you want to see completed tasks as well as incomplete ones tick the ‘Show completed’ checkbox at the top of the task list – completed tasks then appear in green.
Your Notes
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6. Set a task to give Ray Reardon a sales call to give him a guided inspection of RaceActionNet on 26 June 2008
Instructions
Repeat step 4 and check that the new task appears in your task list.
Your Notes
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7. Mark the task as completed with the outcome that he's interested in pursuing membership of RaceActionNet - note the following: price quoted was £645+VAT he asked if there was an information on Gypsies and Travellers on the site the script for the guided inspection was fully completed He thought the site would be particularly useful as they have an Audit
Commission inspection coming up He wanted 7 days' access - set up and email him the details
Instructions
Mark the task as completed as in stage 6, selecting the appropriate completion text. Before you save the task, click the ‘Insert prompts’ icon at the bottom right of the large text box. If there are any suitable prompts they will appear in the text box.
Fill out the text box with the notes detailed above, and save the task. To sign the user up for a free trial, click the ‘Edit record’ icon, and then the ‘More
info’ icon. Click the project name to display the project options and click the ‘Start free trial’ button. The trial will begin as soon as you have entered the number of days the free trial will last.
If you want to email further details, clicking the ‘Email contact’ link will open a new message in Outlook.
Your Notes
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8. Set a task to give Ray Reardon a sales call to find out the outcome of his interest in subscribing to RaceActionNet
Instructions
Add a task as in stage 4
Your Notes
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9. Subscribe Ray Reardon as a member of RaceActionNet on behalf of Aardvark Housing Association
Instructions
Click the ‘Edit record’ then ‘More info’ icons. Click the ‘Subscribe organisation’ button under the appropriate project. At this stage you must enter the price agreed for the subscription (this must be a
number with no £ sign), and you can also enter a PO number and alternative invoice address id necessary.
The subscription will start immediately.
Your Notes
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10. View all tasks for Aadvark Housing Association between now and end of June 2008
Instructions
Click the ‘Show tasks’ icon at the top of the screen to display the task window By default tasks for today’s date are shown. To change the day click the ‘Choose
day’ icon and click on the required date. To show a range of dates click the ‘Choose range’ icon and choose an end date.
The beginning of the range will be the date you selected in the previous step. Alternatively you can see all dates on the system by clicking the ‘Show all’ icon. To view tasks by all users, select ‘All’ from the ‘Tasks for’ dropdown. To limit the tasks displayed further you can enter text in the ‘Contains:’ text box
and click the ‘Search’ button. This searches the body of the task text as well as the contact’s first name, surname and organisation. Typing aardvark into this box and clicking ‘Search’ will limit the search to all tasks containing ‘aardvark’.
An alternative to way to see all tasks for an organisation is to click the ‘View notes’ icon next to a contacts name in the main view. By default the notes and tasks for that particular contact are shown, but by ticking the ‘Show all’ checkbox, all notes and tasks (both complete and incomplete) will be displayed for all contacts in that organisation (based on their email suffix) in reverse date order
Your Notes
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11. View all companies that you have been assigned as account manager
Instructions
Clear the search by clicking the ‘Clear search’ icon To restrict the current contacts to those that are in organisations assigned to you,
click ‘Restrict to my organisations’ in the blue bar at the top of the screen. Note how the number of results changes accordingly.
Change the view into ‘Organisation mode’ by clicking ‘switch to organisation mode’ in the blue bar. This groups the results by the email domain and displays the organisation name and organisation type above each contact. Again notice how the number of results decreases.
By hovering over the ‘i’ icon next to the organisation’s name you can view additional details about that company
Click ‘switch to user mode’ to go back to the normal user mode, and click ‘unrestrict’ to view all contacts, not just those that are assigned to you.
Your Notes
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12. Search for your organisations that are members of RaceActionNet - and view all contacts from these organisations
Instructions
Click ‘Add search’ Select the ‘Projects’ tab, select RaceActionNet from the drop down box and tick
the subscribed checkbox, and click the ‘Go’ button. All contacts who are members of organisations that subscribe to RaceActionNet
are displayed. Restrict these results to your organisations by clicking the ‘restrict to my
organisations’ link
Your Notes
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13. Choose to view these contacts with CohesionActionNet registration status
Instructions
Click the change view icon, and tick the ‘CohesionActionNet registered user’ and ‘CohesionActionNet subscribed’ checkboxes, leaving the others as they are.
Click the ‘Change view’ button at the bottom of the window. A ‘Yes’ will appear in the ‘CohesionActionNet registered user’ column if the contact has registered to use the site, while in the subscribed column a price will appear if the contact’s organisation is a subscribing member of the site.
Your Notes
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14. Refine your search to show RAN members who have not registered to use CAN
Instructions
Click the ‘Narrow search’ icon – this applies a search to the current results only On the ‘Projects’ tab choose ‘CohesionActionNet’ from the dropdown box,
choose ‘registered user’ from the user type drop down box and tick the checkbox after the user type dropdown. Checkboxes that appear after search options reverse the effect of that criteria, so in this case the search will be for contacts that are NOT registered CohesionActionNet users.
Click ‘Go’ to narrow the search.
Your Notes
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15. Save these contacts as a campaign list called … 'RAN members not CAN users'
Instructions
Click the ‘Save as campaign list’ icon . Check that your name is selected in the user dropdown box and that ‘New…’ is
selected in the list dropdown box. Type 'RAN members not CAN users' into the ‘Name’ text box
Ensure that the replace option is currently selected and click the ‘Save’ button. Your list is then saved.
You can retrieve the list at any time by clicking the ‘Load campaign list’ icon, selecting the desired list and clicking the ‘Load’ button.
Your Notes
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Setting up subscriptions to websites
Regular subscriptions Search for the user who is to become the lead user (i.e. the main contact) for this
subscription Bring up this user’s details by clicking the ‘Edit record’ icon Click the ‘Show project info’ link to display this user’s current subscription status for
each site Open up the details for the required project by clicking the project name Click the ‘Subscribe organisation’ button After confirming you wish to go ahead, you will be prompted for a price and whether
or not you wish to use this user’s details for the invoice name and address, whether you want to enter a purchase order number, and whether there are any special terms that apply to the subscription. All this information can be edited at a later date if necessary.
This will create a subscription that starts on today’s date and expire in exactly a year’s time. However subscriptions are rounded up to the nearest quarter end date so access will be available until the date shown in the ‘Quarter end date’ line.
The invoice will have today’s date as the invoice date. If the invoice date needs to be altered (but not the date of subscription), editing the ‘Override date’ will change the date on the invoice.
By default any user that shares the lead user’s email domain will have access to this site.
Limited users or multiple domains subscriptions The domains that are valid for the subscription are shown in the ‘Domains’ line of the
subscription details. Any user whose email domain matches any entry on this line will be able to register for the site
o To add a new domain click ‘add’ and enter the new domain.o To remove a domain click ‘remove’. Any existing registered users with this
domain will no longer have access to the site (except the lead user) Subscriptions can also be limited to a set of specific users. These users’ email
addresses are displayed on the ‘Single users’ line of the subscription detailso To add a single user, first add them to the CRM, then click ‘add’o To remove a single user, click ‘remove’
For reference the ‘User limit’ field can be edited to show how many users the subscription has been limited to, but this limit is not automatically enforced.
Multiple domains and single users can both be used for the same subscription is necessary.
It is not necessary to have any entries in either the ‘Domains’ field, or the ‘Single users’ field but the lead user always has access to the site.
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Setting up and editing awards The award editor page can be accessed in the CRM by clicking on ‘Admin’ in
the top right hand corner, then clicking on ‘Awards’
By default a list of all awards is shown is descending date order. Clicking on the name of an award opens up further details about the award.
Clicking on ‘go’ next to the award name will open the page on the L&C site for that award.
Clicking on ‘entries’ will open a new page with a list of all the entries submitted for this award (see later.)
Clicking on ‘scores’ will open a new page showing the scores given for each entry during the voting process.
Adding a new award To add a new award click on the ‘New award’ link at the top of the page
You can then fill out the details of the award. All fields are required apart from ‘Judges’.
o The closing date is the last date for online entries
o The voting closing date is the date the online voting closes
o The announce date is the date the award winner is announced
o The stage indicates what stage the award is currently at
Open for entry (do not display) – this stage is what should be chosen when the award is first created. It creates a page on the L&C site for the awards, but does not display it on the home page, or on the awards page. The award should be kept at this stage until the award page is ready to go live.
Open for entry – online entries are now accepted, and the award will appear on the home page of the L&C site
Awaiting shortlist – once all the entries have been submitted, this will close the submission process and prevent anyone else entering.
Open for voting – when the shortlist has been chosen (see later), this will allow the online voting to begin.
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Closed for voting, awaiting winner (do not display) – once the online voting has finished, this will prevent further voting and take the award off the L&C home page.
Winner announced – once the winner has been announced. At this stage the awards page will be edited to display the results of the awards.
o The ‘Judges’ field indicates those voters whose votes will count double, and who can leave comments on the voting form. These must be comma separated email addresses of users already on the CRM.
o The entry form must be a Word .doc file (not .docx)
To save the new award, click the ‘Save all’ button. If successful then the page will reload with the new award listed, otherwise an error message will appear.
Editing an existing award To edit an existing award click on the name of the award in the list
You can then edit any of the fields and click ‘Save all’ to save the changes
o If an entry form has already been uploaded then there will be a link to it under the ‘Entry form’ box.
o Uploading a new entry form will overwrite the previous one
To delete an award check the ‘Delete’ checkbox at the bottom of the award details and click ‘Save all’
o Deleting an award removes it permanently.
Note that more than one award can be edited at a time – clicking ‘Save all’ saves all the current data for all the awards.
Viewing and editing award entries To view all the entries made to a particular award, click on the ‘entries’ link to
the right of the award name. This will open a new page listing all the entries made so far.
For each entry you can:
o See who made the entry
o Download a copy of their entry form using the ‘entry’ link to the right of the user’s name
o Edit the organisation name
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o Edit the summary
o Choose whether or not this entry has been shortlisted or has won the award
Shortlisted awards will automatically appear on the voting page once an award has been moved to that stage. The organisation/summary displayed on the voting page uses the organisation/summary information displayed here, so it may need to be edited here before the voting page goes live.
o You can also download a zip file of all the entries at the very top of the page using the ‘Download all entries’ link.
To combine all these entries into one document the following macro can be used in Word: H:\IT\Software\boiler.zip
Viewing voting scores Once the award has been moved to the voting stage, the current scoring can be
seen by clicking on the ‘scores’ link to the right of the award name on the awards page.
The scores are shown in descending order
o A voter’s first choice is awarded 3 points, second choice 2 points, third choice 1 point.
o A judge’s vote is worth double
o Any comments a judge makes can be seen at the bottom of this page
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Setting up and editing conferences The conference editor page can be accessed in the CRM by clicking on
‘Admin’ in the top right hand corner, then clicking on ‘Conferences’
By default a list of all conferences is shown is descending date order. Clicking on the name of the conference opens up further details about the conference, or clicking ‘Go’ next to the conference name will open the page on the L&C site for that conference.
Adding a new conference To add a new conference click on the ‘New conference’ link at the top of the
page
You can then fill out the details of the conference. All fields are required.
o The pricing must be entered as 3 prices separated by a | in the order: supported|reduced|standard. If a price is omitted then it will not be displayed on the conference pages – i.e. 200||300 will only show a supported price (£200) and a standard price (£300)
o The booking form must be a Word .doc file (not .docx)
To save the new conference, click the ‘Save all’ button. If successful then the page will reload with the new conference listed, otherwise an error message will appear.
Saving a new conference will automatically create a page on the L&C site for the conference. However the page is hidden by default – i.e. it will not appear in the conferences section on the home page, nor on the conferences page. This is to enable the page to be edited before it goes live. Once the page is ready to go live it can be made visible by clicking ‘Admin’ then ‘Toggle hide’ then entering a 0 in the box and clicking ‘Save’. To hide the page again, the same can be done, but now entering a 1 in the box.
Editing an existing conference To edit an existing conference click on the name of the conference in the list
You can then edit any of the fields and click ‘Save all’ to save the changes
o If a booking form has already been uploaded then there will be a link to it under the ‘Booking form’ box.
o Uploading a new booking form will overwrite the previous one
To delete a conference check the ‘Delete’ checkbox at the bottom of the conference details and click ‘Save all’
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o Deleting a conference removes it permanently.
Note that more than one conference can be edited at a time – clicking ‘Save all’ saves all the current data for all the conferences.
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Setting up and editing organisations The CRM contains a list of organisation names that have been mapped to
email domains. The organisation editor page can be accessed in the CRM by clicking on ‘Admin’ in the top right hand corner, then clicking on ‘Organisations’.
By default empty search boxes are shown for the organisation name and the email suffix (domain)
Searching A list of organisations that match either the entered organisation name, or the
email suffix, or both, can be brought up by entering values in the search boxes and clicking ‘Search’. Search results are displayed alphabetically by organisation name.
Adding a new organisation New organisations can be added if necessary although it is recommended to
perform a search beforehand to ensure that the organisation does not already exist.
To add a new organisation click on the ‘New organisation’ link below the search box and fill out the fields
o The organisation name is the name what will be displayed in the CRM organisation mode. This is required.
o The sector can be selected from a list, and corresponds to the sectors available in the drop down list of the ‘Sectors’ tab of the CRM search.
o The manager can be selected from a list of L&C users – the selected manager will be emailed with the details of any user from the new organisation who applies for a free trial on any of the sites.
o The ‘New suffixes’ field can contain a list of comma separated suffixes that should be attached to the new organisation
To save the new organisation, click the ‘Save all’ button. If successful then the page will reload, otherwise an error message will appear.
Editing an existing company To edit an existing company, first use the search box to find them.
You can then edit any of the fields and click ‘Save all’ to save the changes
o Any suffixes entered into the ‘New suffixes’ field will be added to the ‘Current suffixes’ field
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o To delete a current suffix, check the checkbox next to the suffix to be deleted and click ‘Save all’
To delete an organisation check the ‘Delete’ checkbox at the bottom of the organisation details and click ‘Save all’
o Deleting an organisation removes it permanently.
Note that more than one organisation can be edited at a time – clicking ‘Save all’ saves all the current data for all the displayed organisations.
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Setting up and editing UDFs The UDF editor page can be accessed in the CRM by clicking on ‘Admin’ in
the top right hand corner, then clicking on ‘UDFs’
By default a list the UDF tabs (i.e. those seen in the CRM search window) is displayed. Selecting an item from here and clicking ‘Go’ reveals all the UDFs for that tab.
Selecting an item from this list and clicking ‘Go’ reveals all the values for that UDF. The top entry is the name of the UDF itself, while those underneath are the individual values (checkboxes in the CRM search). The numbers to the left of the value names are the UDF ids – these are needed when uploading data to the CRM.
Adding a new UDF value At the very bottom of the list is a blank box. To add a new value (checkbox)
for the selected UDF, enter the name in this box an click ‘Save all’
Editing an existing UDF value To edit an existing value, type a new name in the corresponding box and click
‘Save all’
You can edit more than one at a time and click ‘Save all’ to save all changes.
Deleting a UDF value Click ‘Delete’ next to the value name. This will delete the UDF value on the
CRM.
Deleting a UDF Click ‘Delete’ next to the UDF name at the top of the list. This will delete the
UDF on the CRM and all its values.
Adding a UDF To add a new UDF to the system, click the ‘Add UDF’ link at the top right of
the page
Select a UDF group (tab) from the dropdown and enter a new UDF name. Clicking ‘Save’ will add that UDF to the CRM. You will then add UDF values to that UDF as described above.
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Updating recently added on site home pages This can be done through the CRM by clicking ‘Admin’ in the top right, and
then ‘Recent site pages’ By default all the updates for ASBActionNet are displayed in descending date
order To show updates for other sites, select the site name from the drop down box
at the of the page and click ‘Go’
Adding a new update To add a new update click on the ‘New update’ link at the top of the page
You can then fill out the details of the update:
o Date, project and text are required.
o The ‘text’ can either be
HTML, or
in the format: page idlink textdescription textopen innerpage id
E.g. 201503Inspection findings and what's expected nowAudit Commission special presentation212494
o ‘Icon’ is the name of the icon that will be displayed next to the update
Common icons used are:
page_white
rosette
lightbulb
television
asterisk_orange
calendar_view_month
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o ‘Position’ is the position on the home page to display this update. If 0 then the update will not appear on the home page (it will still be displayed on the recently added page), else the updates will be displayed in ascending position order.
o ‘Hide’ – checking this box will force the update not to appear on either the homepage or the recently added page
To save the new update, click the ‘Save all’ button. If successful then the page will reload with the new update listed, otherwise an error message will appear.
Editing an existing update Select the desired project from the drop down list at the top of the page and
click ‘Go’
Scroll down until you find the update you wish to edit
You can then edit any of the fields and click ‘Save all’ to save the changes
To delete an update check the ‘Delete’ checkbox at the bottom of the update details and click ‘Save all’
o Deleting an update removes it permanently.
Note that more than one update can be edited at a time – clicking ‘Save all’ saves all the current data for all the displayed updates.
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Uploading/editing documents to the sites To enable easy uploading of documents to the site, a program called an FTP
client can be used.o The preferred FTP program for uploading documents is WinSCP.
There is a pre-configured version available on the network at H:\IT\Software\WinSCP.zip
o To install WinSCP (this only has to be done once) Copy H:\IT\Software\WinSCP.zip to your computer and open
the file. Extract all the files to C:\Program files\WinSCP
o To run WinSCP open the WinSCP.exe file Click ‘Login’ You may get a warning about a host key – click ‘Yes’ You will then be prompted for a password, enter: lcpeople97 You will then see a split screen window – the left hand side
contains files on your computer, while the right hand side contains files on the web server. You can drag and drop files between the two.
o If you wish to use an alternative FTP client use the following details: Host: svr100270.customer.clouddata.com Port: 22 Username: resources Password: lcpeople97 Protocol: SSH or SFTP
Structure of the documents on the web server Once you have logged on to the server as described above you will see the
following directory structure
o resources: contains all the files uploaded through the CMS. If a document is too large to upload through the CMS, or if you need to upload multiple files at a time, put them in this directory. To link to documents placed here you can use the ‘Document’ field of the ‘Insert link’ button on the CMS, or use a link such as <a href=”resources/documentname.pdf”>link text</a>
page: contains jpg images (50x50) in size that are attached to the page whose id they are named after. This is used for displaying thumbnail images on the home page of the site – mostly used for awards, and for free view pages.
o outers: contains the HTML code that is shown on the site login pages and the site home pages
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for each site there is a file called {sitename}_login.php – this contains the text displayed on the login page of that site.
For each guidance site there is a file called {sitename}_homepage.php – this contains the content displayed underneath the member’s zone on the home page
For each guidance site there is a file called {sitename}_homepagetop.php – this contains the content displayed underneath the Hello… line at the top of the home page
Terms.php contains the terms used throughout the sites
Privacy.php contains the privacy policy used throughout the sites
o documents
archive: can be ignored
reports: used for documents linked to from inspection reports on ASBAN and RAN
prisons: used for documents linked to from inspection reports on PAN
o media
documents: used for documents linked to SAN examples. Within this folder there is a folder for each example added to the site (named after the page id); any documents in these folders will be displayed on the appropriate example page
photos: used for photos linked to SAN examples. Within this folder there is a folder for each example added to the site (named after the page id); any photos in these folders will be displayed on the appropriate example page
o awards
there is a folder in here, named after the page id of each of the awards pages on the L&C site
When the shortlist has been created for an award, the pdf should be saved in this folder as shortlist.pdf
within each of these there is another folder named ‘forms’ in which the submitted entry forms are
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automatically saved. Also in here there will be a document called ‘entry_form.doc’ which is the document uploaded to the CRM on the Awards page. This file should not be deleted.
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Importing data The import page can be accessed in the CRM by clicking on ‘Admin’ in the
top right hand corner, then clicking on ‘Import’
To prepare the data:o Open the spreadsheet in Excel and ensure the data headings match
these where available: Email Firstname Surname Job_title Company Telephone Department Address_1 Address_2 City Postcode Go_region Position Responsibility
o Only the email field is requiredo For Go_region, Position, and Responsibility the value used must match
one of those available on the CRMo If there is already an entry on the CRM with an email address
matching one of those in the import data, the existing data will not be overwritten unless there is currently no entry in the field
i.e. if the user does not have a telephone number on the CRM but there is a telephone number in the import data, then the telephone number will be added to the CRM record
o UDFs can be checked in the CRM by adding additional fields to the import data:
Each UDF has a unique id which can be found in the CRM by clicking on ‘Admin’ in the top right hand corner, then clicking on ‘UDF ids’. This displays a list of all the UDFs on the system. The unique id is the number before the colon on each line.
The unique id is then added as a new column in the import data in the format udf_{unique_id}
E.g. udf_474, udf_671 For each entry in the data that needs to be checked in the CRM
for this udf, put a 1 in the column, otherwise leave blank
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o An example spreadsheet is saved in H:\IT\Documentation\CRM\upload_template.xls
o Once the data is ready, it must be saved in the Text (Tab delimited) .txt format by ‘Saving as...’ in Excel.
Once the data has been saved, go to the ‘Import’ page on the CRM and browse to the .txt file you just saved, click ‘Open’, and then click ‘Import’. The data will then be added to the CRM.
o If there any invalid email addresses in the data these will be listed, but the record will not be added to the CRM. If required the email addresses can be corrected in the data, and the whole file can be imported again.
o At the bottom of the results there will be a line that shows how many records were new to the database.
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Appendix B – CMS Documentation
IntroductionOnce you have logged into the site and opened the page you wish to edit, at the top of the page you will see the ‘Edit’ option. Selecting ‘Edit’ will toggle the edit mode in which you will be able to edit the contents of the page.
Once you have switched on edit mode, the page will reload with the main content of the page replaced by an editor (see attached picture). This editor enables you to change the contents of your version of the current page using a Word like interface.
Below are some common tasks you may need to carry out in the CMS editor
Common tasks
Save pageTo save the changes you have made in the editor, you must click the disk icon ( ) in the bottom half of the editor controls. You will then be presented with a dialog to confirm you wish to save. You must save your changes before you switch out of edit mode, or before you move to another page.
Insert linkInternalIf you want to link to another part of the website select the text you want to be linked and click the link icon in the editor ( ). This will bring up a dialog box. In here begin typing the title of the page you wish to link go to in the Page text box. As you type a list of pages that match the text will appear. To select a particular page, click on it. This will fill out the other fields in the dialog box. Click Insert to insert the link.
ExternalIf you want to include a link to an external website, select the text you want to be linked and click the link icon in the editor ( ). This will bring up a dialog box. In here enter the URL of the site that you want to link to in the Link URL text box. Be sure to precede all links with ‘http://’. Click Insert to insert the link.
Insert imageTo insert an image you must first upload that image to the website. This is achieved by clicking the add resource icon in the editor ( ). This will bring up a simple dialog asking you to browse to the location of the image you wish to add. Once you have selected the image, wait until the dialog says ‘Object added’ and then click the red cross to go back to the editor. This has added the image to the website, and to include it in the page you are editing, place the cursor where you want the image to appear and click the insert image icon ( ).This will bring up a dialog box. In here begin typing the name of the image file you wish to insert in the Choose image text box. As you type a list of images that match the text will appear. To select a particular image, click on it. This will fill out the other fields in the dialog box. Click Insert to insert the image into the editor.
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Insert documentTo insert a document you must first upload that document to the website. This is achieved by clicking the add resource icon in the editor ( ). This will bring up a simple dialog asking you to browse to the location of the document you wish to add. Once you have selected the document, wait until the dialog says ‘Object added’ (this can take a few moments if the document is large) and then click the red cross to go back to the editor. This has added the document to the website, and to include it in the page you are editing, select the text you want to link to the document and click the link icon in the editor ( ). This will bring up a dialog box. In here begin typing the title of the page you wish to link go to in the Doc text box. As you type a list of documents that match the text will appear. To select a particular document, click on it. This will fill out the other fields in the dialog box. Click Insert to insert the document link.
Insert inner pageInner pages are those areas of the page that display a icon on their left hand side that when clicked open up to reveal more text. In order to include one of these in the page, the text you want to appear must first be added as a separate page (an orphan page) and then this page must be inserted in to the main page.
Inserting the orphan pageWhile in edit mode there is a button at the top of the page that says, ‘Add orphan’. Clicking on this will open a dialog asking you for the title of the orphan page. In here enter a name for the page that you will remember, preferably descriptive of the page contents. Click Next and then confirm that you wish to save this as an orphan page. On clicking Yes and then Edit new page… the editor will open up a blank page ready for editing. In here add the text you wish to appear in the inner page when the icon is clicked on. Al the normal editor functions are available. When you have finished make sure that you save ( ) the page, and then return to the page in which you wish to insert the inner page.
Inserting the inner pageOnce you have inserted the orphan page, go to the page in which you wish to insert the inner page and place the cursor where you want it to appear. Then click in the Add an Inner Page icon ( ). This will bring up a dialog box in which you can type the name of the orphan page you have just created in the Choose Inner page box. As you type a list of pages matching the text will appear. To select one of them, click on it. This will fill out the other fields in the dialog. In the Caption box the title of the page will appear. This is the text that will appear in the main page as the title on the inner page. If you wish to change the text that appears here, type the new text into the Caption box. When you are ready to insert the page, click Finish. In the editor a line something like #:1190 testing:# will appear. This is how inner pages appear in the editor but they appear as true inner pages when you switch out of edit mode.
Paste from WordIf you have a document in Word that you wish to insert into a page, you should use the Paste from Word ( ) function. If you paste directly from Word, a lot of styles
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included in the Word document will be inserted that are incompatible with the editor, and the page will not look as expected. Instead after you have copied the text from Word click the Paste from Word icon. This will insert the text with all but the most basic styles removed. The text will keep such styles as bold, italic, lists etc.
Spell checkIn order to spell check your work click on the Spellchecker ( ) icon at any time. This will underline in red any words that are not in the dictionary. Right clicking on these words will bring up a list of suggestions which you can click on to replace the misspelled word.
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Lemos&Crane Site
Page types There are three types of page on the L&C site:
o Conference pageso Award pageso General pages
Can be protected or not – a protected page is one in which only part of the content is shown to non-logged in users
The content is edited in the same for all types of page.o To edit a page click ‘Admin’ in the top right of the screen and click
‘Edit page’.o An editor will now be displayed that will enable you to edit the page
and apply basic formattingo If pasting content from elsewhere please use the ‘Paste from Word’
icon in the editor – this will remove any odd formatting that Word tends to include.
o To save the changes click the ‘Save page’ button at the top or bottom of the page.
Adding Conference pages Conference pages are automatically added when a new conference is added to
the CRM.o By default the page will be hidden while the initial content is added to
the page. To begin with it is a good idea to copy the content from a previous conference
page and edit that. When ready, the page can be unhidden by following the section below.
Adding Awards pages Awards page are automatically added when a new award is added to the CRM
Adding General pages A new general page can be added by clicking ‘Admin’ and then ‘Add page’
which will prompt for three pieces of informationo Page titleo Child
If ‘No’ is selected here then the page will appear under the Home page in the navigation at the top of the page
If ‘Yes’ then it will appear as a child of whatever page you were on when you clicked ‘Add page’
o Type
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A regular page is a page that can been seen by anyone, whether or not they are logged in to the site
A protected page is a page that can only be partially seen by users that are not logged in.
When editing the page, placing the following code: #--[]--# in the text will mean that any content following it will be hidden from users that are not signed in. They will instead see registration/sign in options.
Protected pages automatically get UDF entries in the Actions tab on the CRM – the value ‘Viewed’ indicates that a user has visited that particular protected page. The ‘Extra’ value can be ignored.
Protected pages are also automatically listed in the ‘Free views’ section of the site. To remove a page from this section it must be hidden and excluded from search (see following sections)
The thumbnail image shown in the free views section can be changed by uploading an image to the resources/pages folder of the CRM, named after the page id (see ‘Uploading documents to the sites.doc’)
Hiding/showing pages A page on the L&C site can be hidden so that it does not appear in any of the
lists.
To change the visibility of a page click ‘Admin’ then ‘Toggle hide’
o Entering a 0 here will show the page (default).
o Entering a 1 here will hide the page
Excluding/including pages from the search A page on the L&C site can be excluded from the site search so it does not
appear in the search results
To change the visibility of a page in search results click ‘Admin’ then ‘Exclude from search’
o Entering a 0 here will include that page in search results (default)
o Entering a 1 here will exclude that page in search results
Adding websites and conference to the right hand column of a page
On all pages of the site, the right hand column is used to display related websites and conferences
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To add a conference to the right hand column of a page, click ‘Admin’ then ‘Edit conferences’.
o In the box type the page ids of the conferences you would like to display, separated by commas
To add a website to the right hand column of a page, click ‘Admin’ then ‘Edit websites’.
o In the box type the site ids of the sites you would like to display, separated by commas.
To see a list of site ids click ‘Admin’ then ‘Site ids’ in the CRM.
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