specification creating a dedicated news section on the rssb website matt clements communications

SPECIFICATION

CREATING A DEDICATED NEWS SECTION ON THE RSSB WEBSITE

MATT CLEMENTSCOMMUNICATIONS

BACKGROUND

The old website didn't lend itself to carrying evolving, dynamic content such as news. However, the new site does, and how we arrange the news (and other dynamic content) on the new site needs to be thought about.

At the moment, news is only ever thought about in terms of bundles of stories, usually news publications delivered at a certain frequency. The modern-day web and our new website are built to deliver news story-by-story in real time, ideally at a frequency selected by the user, rather than the publisher.

• We need a way of publishing stories individually in real time

• We need to review how our story 'bundles' (news publications) work

• In the longer term, we need to think about how we can put the user in control of how they access news and how frequently

BACKGROUND

The old website didn't lend itself to carrying evolving, dynamic content such as news. However, the new site does, and how we arrange the news (and other dynamic content) on the new site needs to be thought about.

At the moment, news is only ever thought about in terms of bundles of stories, usually news publications delivered at a certain frequency. The modern-day web and our new website are built to deliver news story-by-story in real time, ideally at a frequency selected by the user, rather than the publisher.

• We need a way of publishing stories individually in real time

• We need to review how our story 'bundles' (news publications) work

• In the longer term, we need to think about how we can put the user in control of how they access news and how frequently

At the moment, we should look at this

We can look at this as a second part to the workI think we need to know more about our audiences and stakeholders before fully exploring this bit

BACKGROUND

THE OPPORTUNITY

• More consistency and transparency about RSSB on our website

• More ‘real time’ awareness of our activities

• Bigger boost to generating awareness to encourage people to talk to us, buy into us or buy from us

THE BENEFITS

More immediate coverage of our activity on our own website

We become better understood through more accessible, bite-size chunks of information about what we’re doing and why

Better impact for key messages

THINGS WE WILL NEED

SMARTER WAYS OF WORKING

• More open eyes and ears to news opportunities• Clear points of contact in the team for people to submit news opportunities• Coach project managers to plan in news opportunities as far as possible, try to keep

‘spontaneous’ news to situations where this is unavoidable (eg news is prompted by something immediate)

• Quick sign off of news items – probably with editorial authority resting with the Communications team

• In time, a good editorial calendar would help us manage news• Possible new approach to some news publications – focussing on creating news

articles in real time rather than specifically for a published edition of a publication (like Information Bulletin)

• Probably best if one person is in charge of monitoring the news page, but it would not be that person’s sole responsibility to capture and translate the opportunities into news content

THINGS WE NEED

We need to use emerging opportunities as planned communications activities as fodder for news items.

Depending on the nature of each opportunity or planned activity, we can reuse and rework news items in different channels.

THINGS WE NEED

This breaks the process down into more detail

OBJECTIVE

We want to have the ability to post individual news items in a timely way on the website, so we need to create:

• A dedicated page which hosts links to the live news items

• A template for news item pages

• A ‘place’ within the sitemap for news items to appear

• An interface for the comms team to be able to create, edit and delete news items, and to be able to control and schedule their order and timing on the main news page

• Some rules around the way the news items work including things like character limits, image specs etc

• A button or link from the front page that takes people straight to the news page

• Accommodation for ‘news publications’

WHAT THIS SPEC DOCUMENT COVERS

• A basic spec and a rough design for the news page (the page which includes all the news items on it)

• A basic spec and a rough design for the news archive page (the page which will include all past items of news on it)

• A basic spec and a rough design for a news item page (a page which houses an article linking from the main news page)

• A spec and a rough design for the ‘backstage area’ – ie Sharepoint interface – for the news area

• Proposals for other related requirements – eg the look and position of the ‘button’ on the home page

NEWS PAGE – BASIC SPECIFICATION 1

It will replace the contents of this page: http://www.rssb.co.uk/about-rssb/rssb-and-the-rail-industry/industry-news

It will be called ‘News’ so the URL / breadcrumb will need to change

It will accommodate five news items at any one time (or a certain maximum number depending on what the design and page space allows)

Each news item will have a photo, a title, the published date, and some summary text.

Each news item will link to either a dedicated news article page, or another piece of content on the RSSB website or the FutureRailway website

It will also accommodate links to news publications on the right hand side

It will include the Twitter feed running down the right hand side

http://www.rssb.co.uk/about-rssb/rssb-and-the-rail-industry/industry-news



NEWS PAGE – ROUGH DESIGN 1

News

News Subscribe

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Nostrud exerci tation ullamcorper suscipit lobortis Nisl ut aliquip ex ea commodo consequat. Duis autem vel eum iriure dolor in hendrerit in vulputate velit esse molestie consequat, vel illum dolore eu feugiat nulla facilisis at vero eros et accumsan. More >>>

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Lorem ipsum dolor sit amet, consect etuer adipiscing elit22 SEPTEMBER 2014…………………………………………………


News publications

Information Bulletin (April/May 2014)

Right Track issue 9


News

News Subscribe



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Lorem ipsum dolor sit amet, consect etuer adipiscing elit22 SEPTEMBER 2014…………………………………………………


Title of page and news headlines to appear in DAX typeface

Body text of news items to appear in Arial typeface

This design only shows 2 news items, but we should have 5 appearing on the page before we hit the ‘News Archive’ link at the bottom

headlinepi

c Date of news item

News summary

News publications


Right Track issue 9

We will need some advice on the pixel specs for images, the character restrictions for headlines, and the character restrictions for the news summary.

News publications links over here on the right

Subscribe


NewsLorem ipsum dolor sit amet, consect etuer adipiscing elit22 SEPTEMBER 2014



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Lorem ipsum dolor sit amet, consect etuer adipiscing elit22 SEPTEMBER 2014



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READ OLDER NEWS STORIES >>>……………………………………………………………

News publications


Right Track issue 9

Subscribe


NewsLorem ipsum dolor sit amet, consect etuer adipiscing elit22 SEPTEMBER 2014



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READ OLDER NEWS STORIES >>>……………………………………………………………

News publications


Right Track issue 9

This is the same design but we’ve zoomed out a bit

Links to news publications appear here (only need space for 2 or 3)

Twitter feed here (same as on home page)

Link to news archive page at the bottom

NEWS ARCHIVE PAGE – BASIC SPECIFICATION 1

It will contain a list of news items which have been ‘knocked off’ the main news page but haven’t yet expired (need to be advised on a maximum number to show in the list)

It will be called ‘News Archive’

Just like the main news page, each news item will link to either a dedicated news article page, or another piece of content on the RSSB website or the FutureRailway website

Unlike the main news page, each item will only be the title and date

It doesn’t need to include the Twitter feed running down the right hand side but it could do for consistency with main news page

NEWS ARCHIVE PAGE – ROUGH DESIGN 1

Subscribe

News publications


Right Track issue 9

News ArchiveLorem ipsum dolor sit amet, consect etuer adipiscing elit 15 April 2014

Lorem ipsum dolor sit amet, consect etuer adipiscing elit 15 April 2014
















A much simpler list – each one hyperlinks to the news item

If a news item EXPIRES, then it disappears from the listIf a news item is created on the main page then the oldest one is bumped off that and appears on this list at the top

Need advice on setting a maximum number to appear in the list – eg 30 ?

NEWS ITEM PAGE – BASIC SPECIFICATION 1

It will be a bit like a hot topic page (similar template)

Ideally the URL ‘crumb’ will follow the main news URL – the exact wording of the URL we need to take advice on – eg /item21042014 ??

How a news item page will be populated will be as a result of how people complete the form within the Sharepoint environment (see later)

NEWS ITEM PAGE – ROUGH DESIGN 1

Title of the news story goes here like this

Subscribe

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SPACE FOR LOGO PIC IF REQUIRED

News >> Title of news story

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Nam liber tempor cum soluta nobis eleifend option congue nihil imperdiet doming id quod mazim placerat facer possim assum. Typi non habent claritatem insitam; est usus legentis in iis qui facit eorum claritatem. Investigationes demonstraverunt lectores legere me lius quod ii legunt saepius.

SPACE FOR AUTHOR OR PROFILE PIC IF REQUIRED

[SPACE FOR AUTHOR DETAIL IF REQUIRED ]


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SPACE FOR LOGO PIC IF REQUIRED

Lorem ipsum dolor sit amet, consectetuer adipiscing elit, sed diam nonummy nibh euismod tincidunt ut laoreet dolore magna aliquam erat volutpat.

Ut wisi enim ad minim veniam, quis nostrud exerci tation ullamcorper suscipit lobortis nisl ut aliquip ex ea commodo consequat. Duis autem vel eum iriure dolor in hendrerit in vulputate velit esse molestie consequat, vel illum dolore eu feugiat nulla facilisis at vero eros et accumsan et iusto odio dignissim qui blandit praesent luptatum zzril delenit augue duis dolore te feugait nulla facilisi.


Example of a sub-heading appearing in DAX typeface


Further information

Another place on this website Or maybe an external website


………………………………………………..

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SPACE FOR AUTHOR OR PROFILE PIC IF

REQUIRED

[SPACE FOR AUTHOR DETAIL IF REQUIRED

We will need to be able to insert sub-headings as well as have a Further Information section right at the bottom for weblinks


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Example of video clip appearing


………………………………………………..

………………………………………………..We may want to insert a video clip (using the usual YouTube hosting style), similar to other pages


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………………………………………………..We may want to insert a video clip as the main image for the story.


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Example of another image appearing


………………………………………………..

………………………………………………..Caption for image in italics appearing alongside like this or immediately underneath

We may want to insert other related images with captions as part of the story – and we may need to keep it flexible about how big these images are and whether the caption appears alongside or underneath


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In all cases I think we need to have related documents and related links appearing on the right hand side….. (even if we repeat links to further information from the bottom of the news item)

We need some advice on how these Related Documents and Related Links appear (ie whether they are defined explicitly when people enter details into the database or whether it’s because of tags etc


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………………………………………………..


The smaller image placeholder can be used for associated programme logos like FutureRailway


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CHRIS FENTONCHIEF EXECUTIVE, RSSB






………………………………………………..


Not all stories need to have an author, but some of them will have them, and so we will need placeholders for the name, position and the photo


Subscribe

22 SEPTEMBER 2014

CHRIS FENTONCHIEF EXECUTIVE, RSSB






………………………………………………..


Example with all placeholders populated

‘BACKSTAGE’ – BASIC SPECIFICATION 1

• To be able to see in a list all the news items created and to be able to sort them by fields of choice

• To be able to use the list to ‘tell’ the website which ones should appear on the LIVE NEWS PAGE and in what order, and also which ones should not appear

• To be able to click on any NEWS ITEM to edit its features and re-save them

• To be able to create a new NEWS ITEM• To be able to publish a NEWS ITEM and possibly schedule (program a

delay in the publishing of) a NEWS ITEM• To be able to delete a NEWS ITEM (but for it to go somewhere were it

can be rescued if necessary, if only for a short period eg recycle bin)• To be able to export the list data of NEWS ITEMS into Excel/other tools

(like you can with most Sharepoint lists I think?)• To be able to select NEWS ITEMS themselves (more than one) and

export the content into other software (and possibly remain sorted by field)

• To be able to search NEWS ITEMS but nothing else

WE NEED A PAGE AS PART OF OUR INTERFACE TO UPDATE THE SITE WHERE WE CAN SEE A LIST OF ALL NEWS ITEMS

Ref

News item title Created Theme ink Programme link

Tags Status Owner Published Expiring

1

New SPAD Toolkit out

04-05-2014 Improving performance

SSRG DRAFT Matt Clements n/a 30-06-2014

2

Wabtec RISAS approved 02-05-2014 Improving performance

RISAS DRAFT Diana Lucas n/a 31-07-2014

3

Board approves new widget

08-05-2014 Guiding standards

Standards LIVE 1 Diana Lucas 11:32 10-05-2014

31-07-2014

4

Rule Book update available


Standards LIVE 2 Jyoti Vara 14:46 10-05-2014

31-08-2014

5

FutureRailway competition

09-05-2014 Managing research

FutureRailway DRAFT Emma Martin n/a 31-08-2014

6

Level crossing risk down

10-05-2014 Understanding risk

n/a ARCHIVE Matt Clements 12:15 14-10-2013

01-01-2014

7

Strategic Business Plan out

10-04-2014 Corporate Corporate DRAFT Matt Clements 09:30 31-07-2014

05-04-2019

8

New innovation competition on solar power


FutureRailway LIVE 3 Emma Martin 10:20 14-05-2014

30-09-2014

9 Safety report on SPADs issued


n/a LIVE 4 Diana Lucas 10:56 14-05-2014

30-09-2014

10

Sustainable development principles adopted


Sustainable Rail Programme

LIVE 5 Matt Clements 13:03 14-05-2014

31-10-2014

I’ll be honest – I can’t actually think of a reason why each news item NEEDS a reference number, but it feels right, so I suggest that when someone creates a NEWS ITEM, it gets a unique reference number and that this number appears in the table.

The title of the NEWS ITEM which is the headline of the news story

Ref



1




2



3




31-07-2014

4




31-08-2014

5




6




01-01-2014

7



05-04-2019

8




30-09-2014




30-09-2014

10





31-10-2014

The date the NEWS ITEM was first created in the system in dd-mm-yyyy

Ref



1




2



3




31-07-2014

4




31-08-2014

5




6




01-01-2014

7



05-04-2019

8




30-09-2014




30-09-2014

10





31-10-2014

The theme which the NEWS ITEM is attributed to (this will be from a dropdown of FIVE themes)

Ref



1




2



3




31-07-2014

4




31-08-2014

5




6




01-01-2014

7



05-04-2019

8




30-09-2014




30-09-2014

10





31-10-2014

The theme which the NEWS ITEM is attributed to (this will be from a dropdown of FIVE themes)

Ref

News item title Created Theme link Programme link


1




2



3




31-07-2014

4




31-08-2014

5




6




01-01-2014

7



05-04-2019

8




30-09-2014




30-09-2014

10





31-10-2014

Theme link dropdown:

• Understanding risk• Improving performance• Guiding standards• Managing research• Corporate

The programme which the NEWS ITEM is coming from (if applicable)

Ref



1




2


RISAS DRAFT Diana Lucas n/a 31-07-2014 DRAFT

3




31-07-2014

4




31-08-2014

5




6




01-01-2014

7



05-04-2019

8




30-09-2014




30-09-2014

10





31-10-2014

Programme link dropdown – but there should also be a FREE TEXT option (because we’re creating programmes all the time)

• Corporate• Standards• SSRG• RISAS• RISQS• FutureRailway• Sustainable Rail

Programme• R&D• RRUKA• ISLG

Tags (key words which we can attach to the stories – these should match the words in the subscription options

Ref



1




2



3




31-07-2014

4




31-08-2014

5




6




01-01-2014

7



05-04-2019

8




30-09-2014




30-09-2014

10





31-10-2014

Ref



1



SSRG EXPIRED Matt Clements

08:00 04-05-2014 05-05-2014

2


RISAS DRAFT Diana Lucas

n/a 31-07-2014

3



Standards LIVE 1 Diana Lucas

11:32 10-05-2014 31-07-2014

4



Standards LIVE 2 Jyoti Vara 14:46 10-05-2014 31-08-2014

5



FutureRailway DRAFT Emma Martin

n/a 31-08-2014

6



n/a ARCHIVE Matt Clements

12:15 14-10-2013 01-01-2014

7


10-04-2014 Corporate Corporate DRAFT Matt Clements

09:30 31-07-2014 05-04-2019

8



FutureRailway LIVE 3 Emma Martin

10:20 14-05-2014 30-09-2014



n/a LIVE 4 Diana Lucas

10:56 14-05-2014 30-09-2014

10




LIVE 5 Matt Clements

13:03 14-05-2014 31-10-2014

Status – whether the NEWS ITEM is live on the news page, on the archive page or just a draft.

Options are:

DRAFT – news item has been created in a draft, so can be viewed within the Sharepoint system, edited and so forth but it has not yet been made LIVE on the site

LIVE 1 – the news item is LIVE and appears in the top position on the news page. LIVE 2, LIVE 3 follow suit etc etc

ARCHIVE – the news item is in the Archive (ie the news is not on the main news page, but it may be on the Archive page, or if it’s been knocked off there it can still be accessed via the original link but it hasn’t expired yet

EXPIRED – the news item is no longer live and no longer in the archive and cannot be accessed in the public domain

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

Name of the owner:

Will be either:

Matt ClementsDiana LucasJyoti VaraEmma MartinLouise Brooker-Carey

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

The time and date when the person PUBLISHED the news item to appear on the main news page and the article went live.

Time in 00:00 (24 hour clock)Date as dd-mm-yyyy

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

The date which has been set for the story to expire (ie when it will disappear completely).

In the unlikely event that the story appears on the main news page – it will disappear, leaving a gap – but this unlikely as there will be always be enough stories etc

If it appears on the News Archive page – it should just disappear from the list.

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

Ideally I will be able to ‘sort’ the table by whichever column I like in an A-z, Z-A, chronological or whatever order I like, and even just select certain data – eg just see a list of the items where Jyoti Vara is the owner – a bit like a Sharepoint list

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

From this ‘dashboard’ at the top there should be some options to create a new news item etc - but it may be that this is actually the ribbon from Sharepoint?

CREATE NEWS ITEM

EDIT DELETE PREVIEW EXPORT SEARCH

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

CREATE NEWS ITEM


Takes you to a new page and form to fill in

Requires selection via tick box over here or by right clicking for a pop-up menu over the news item name?

Via a selection but can only be one

(because you can only preview one at a

time)

Search box to find news items by key

words etc

Behind the scenes

CREATING/EDITING A NEW NEWS ITEM• To be able to complete all the information to create a new news item to

sit in the list• Need a defined character-limit for news item titles• Need a defined character-limit for news item body text• Need to be able to upload all relevant images (and there either needs to

be an interface to crop and re-size within the upload OR there needs to be defined parameters for the images we upload (eg size, pixels etc)

• Need an area at the bottom for link• Needs to prompt user to fill in all necessary fields if user fails to (red

asterix stuff!)• Needs to be able to offer a preview of what the news item would look

like if it went live and then a return to edit the news item and save it• Need to have a quick-publish button which links back to the ‘status’??

CREATING A NEW NEWS ITEMOn-line form with the following fields

News item titleDate to publishDate to appearOwnerTheme linkProgramme linkExpiry date

Insert headline image/media > Pick image or upload own imageAuthorAuthor titleAuthor image > Pick image or upload own imageProgramme image

Insert News Item summary text

FORM FIELDS (compulsory fields are bold)

THE FOLLOWING OPTIONS CAN BE REPEATED WITHIN AN ITEMInsert Headline para textInsert Body para textInsert imageInsert image captionInsert video

Insert Further InformationTags

Then this

Insert link for news item

Or this

The form will need the user to complete some basic information first

and then they will need to either provide a link to where the news item

will link to or the relevant body text for a

full news item








Then this


Or this

Other options on this page include being able

to SAVE an item – at which point it will

appear as a DRAFT in the list of news items








Then this


Or this

Where people are creating ‘full’ news

items using the options below, they will also have the standard

‘formatting’ options as used in Sharepoint for editing other website

content

CREATING A NEW NEWS ITEMOn-line form with the following fields and options

News item title – 52 ? (should be the same as carousel menu)Date to publishDate to appearOwnerTheme linkProgramme linkExpiry date

Insert headline image/media > Pick image or upload own imageAuthor – 35? Author title – 35?Author image > Pick image or upload own imageProgramme image

Insert News Item summary text – 250?



Need to define character restrictions on the following fields depending on the design

These are just suggested character limits – the designs and templates may

offer us different limits but we need

to make sure we can fit authors with long

names and that we’re not too

restricted!

CREATING A NEW NEWS ITEMOn-line form with the following fields and options






Need to define image specs for these fields Need to decide whether images can be re-sized and

fiddled with within this interface or whether we have to ensure they’re

cropped and the right size and shape before they’re

uploadedAnd remember, the headline image media needs to

appear as a smaller shape on the main news page but larger when someone clicks on the news item – see next

slide for a reminder...

The main headline photo uploaded needs to appear in a smaller way on the main news page (on the left)

than it does when someone actually clicks on the news item (on the right)

Ref



1




08:00 04-05-2014 05-05-2014

2



n/a 31-07-2014

3




11:32 10-05-2014 31-07-2014

4




5




n/a 31-08-2014

6




12:15 14-10-2013 01-01-2014

7



09:30 31-07-2014 05-04-2019

8




10:20 14-05-2014 30-09-2014




10:56 14-05-2014 30-09-2014

10





13:03 14-05-2014 31-10-2014

Need some way of being able to compile bespoke lists of news items and saving them. So you could search for some items, the results come up, and then you select them to save them into a new personal list.

CREATE NEWS ITEM


The Export function needs to allow people to select items using the list of all news items (backstage) or from a personal list created compiled from search results and other selections.

We need to be able to export the data as ‘plain text’ into Excel and possibly into other templates – there may be a role for XML here?

ADDITIONS TO THE FRONT PAGE AND MENUS

Latest News more here >>>

A box for the Latest News and a link to the news page could appear here

Latest News more here >>>

The link to Industry News should change to ‘News’ but still be accessed via the mega menu here

NEWS PUBLICATIONS

With news appearing as live items on the site, the need to create specific news publications is reduced.

However, some audiences may still need to have bespoke packages of news items sent to them, or may prefer to be able to download bespoke packages of news in another form, like a pdf.

This is likely to be the case with Information Bulletin – especially in the short term.

The approach proposed here is that historic news items over a defined period of time (eg 2 months) would be selected and reviewed for relevance and accuracy and then downloaded from the system into an email marketing campaign and a pdf.

This would mean the email received would resemble a collection of news items with click-throughs to the individual items on the website.

News publications in pdf form would either need to have some sort of workflow linked to suitable software (if appropriate) or designed manually if it was deemed more efficient that way.

NEW APPROACH

specification creating a dedicated news section on the rssb website matt clements communications

Documents

news story

news articles

news contentthings

news items

spontaneous news

news page

dedicated news section

new website