City of El Paso - Department Reference Guide v4

City of El PasoDepartment Website Reference Guide 1. City of El Paso. All contents proprietary and confidential.

CONTENTSHow To Log In and Access Your Department Site......................................................................................3 1.0 Logging In ..............................................................................................................................................................................3 2.0 Finding Your Department.......................................................................................................................................................4Add Images and Documents to Media Library ..........................................................................................5 1.0 Accessing The Media Library .................................................................................................................................................5Adding a New Page...................................................................................................................................7Editing a Page ...........................................................................................................................................9Create and Add Right Rail Navigation .....................................................................................................11Edit Content on A Page...........................................................................................................................16Adding an Internal Link ..........................................................................................................................18Adding an External Link ..........................................................................................................................19How to Change a Page Layout ................................................................................................................21 Guidelines for page layouts: ......................................................................................................................................................21Adding Components to a Page................................................................................................................24Adding a Picture to Content ...................................................................................................................25Adding Quick Links – List of PDFS Or Dropdown Selection......................................................................27 Create A Dropdown List of Links ................................................................................................................................................30Adding a Frequently Asked Question .....................................................................................................33Adding Tabbed Content..........................................................................................................................35Add a Photo Gallery ...............................................................................................................................37Add a News Article – Press Release - Newsletter....................................................................................41 News Article ...............................................................................................................................................................................41 Press Release .............................................................................................................................................................................41 Newsletter .................................................................................................................................................................................41Replacing or Updating an Existing File ....................................................................................................42Adding an Event .....................................................................................................................................43Publishing ............................................................................................................................................... 44 Publishing in the Content Editor ................................................................................................................................................44 Publish In The Page Editor .........................................................................................................................................................44 2. City of El Paso. All contents proprietary and confidential.

How To Log In and Access Your Department Site1.0 LOGGING IN 1. Use the following link to login: Main City: www.elpasotexas.gov/sitecore/login History: http://history.elpasotexas.gov/sitecore/login Archaeology: http://archaeology.elpasotexas.gov/sitecore/login EPMA: http://www.elpasoartmuseum.org/sitecore/login MCAD: http://mcad.elpasotexas.gov/sitecore/login Library: http://www.elpasolibrary.org/sitecore/login a. 2. Log in with credentials provided by IT Department. 3. Select Content Editor 4. Hit Login a. Once logged in, you should see this screen: 3. City of El Paso. All contents proprietary and confidential.

2.0 FINDING YOUR DEPARTMENT 5. Follow Decision Tree to Department by clicking the “+” Signs 6. Content + Sites + CoEP + Home + [Your Department] 4. City of El Paso. All contents proprietary and confidential.

Add Images and Documents to Media Library1.0 ACCESSING THE MEDIA LIBRARY 1. To upload images and documents into the media library to use in the Page Editor – follow the following steps: a. In the bottom left hand corner, click Media Library b. Click “+” for CoEP c. Find department and expand to see images. 5. City of El Paso. All contents proprietary and confidential.

d. Right click on your department foldere. Click Insertf. Click Upload Fileg. 6. City of El Paso. All contents proprietary and confidential.

Adding a New PageMicro Site Section – These are the pages (links) that will appear in your Main Department Navigation. These will be the main pages of your sitethat you will create under your Home Page.If a section has pages under it (Basic Pages) you will right click on that Site Section and insert a “Micro Site Basic Page”. When adding pagesunder a section remember that ALL pages for that particular section MUST have a right side navigation so users can navigate within that pagesof that section.Micro Site Basic Page – These are pages that go only under a Micro Site Section page, not your homepage. – Remember these pages plus thesection they belong to must have a right side navigation.When editing your pages please see – “How to Change a Page Layout” in this documentation before proceeding.Redirect Page – Should be used when you need to create a link in your main department navigation that goes to an external site, 3rd party site,or a pdf document. To enter a redirect page Right Click on your Homepage and insert > Redirect Page – you will then choose which type of link. These are “Sections” – the main pages/links of my sites. You may also have a Redirect Page Link(s) here as well. 1. Navigate to department – Sites – CoEP – Home – Find Department. 2. Right click on homepage. (Department Homepage is the house with green roof.) 3. Click Insert.4. Choose Page option (Micro Site Section or Redirect Page)5. Name the page. Click Ok. 7. City of El Paso. All contents proprietary and confidential.

Create A Redirect Page Link In Main Navigation1. Right click on the Homepage.2. Click Insert3. Choose Redirect Page4. On the upper right hand side click the “Content” tab.5. Choose the type of link you need to create.6. Insert Link – For a page within your site. Media Link – To Choose a pdf out of your media library. External Link – To choose a link outside your site such as a 3rd party or to another dept. 8. City of El Paso. All contents proprietary and confidential.

Editing a PageOnce you have entered the page editor in order to see the ribbon you may need to click the down arrow in the top right hand corner.In order to see the page editor navigation to navigate your site within the page editor please select the “View” tab in the ribbon and make sure“Navigation Bar” is checked. 1. Once you have inserted and named a page, to edit the page click Publish tab in top ribbon. 2. Click Page Editor. 3. Within page editor, you can click on content to edit content directly. Always SAVE AND PUBLISH after making changes. 9. City of El Paso. All contents proprietary and confidential.

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Create and Add Right Rail NavigationPlease remember all sections that have pages under them (basic pages) are required to have a right rail navigation.Steps: 1. In the page editor select your Right Side Rail, you will see “Add to Here” appear, click it. If you do not see “Add to Here” when selecting your right side rail please click the “Component” button from the ribbon under the “Home” tab and it will appear. 2. After clicking “Add to Here” the Renderings box will appear, please choose > Rail Navigation 3. The navigation for that section will automatically be generated.To Create a Custom Right Rail NavigationIf you have other links that need to be included in your Right Rail Navigation you will need to create a custom Right Rail Navigation. 1. Notes: Main Navigation is determined by page structure under the homepage of the department. 2. Navigate to your department. 3. Content – Sites – CoEP – Home – Department 4. Click to open Shared Content 5. Open Navigation Builder 6. To add a right rail of navigation to a page, right click on navigation builder and click Insert – Navigation Folder 11. City of El Paso. All contents proprietary and confidential.

a.7. Name Navigation folder “About Us Page” or something specific. The name of the folder will show as the title on the front end of the website above the navigation. 12. City of El Paso. All contents proprietary and confidential.

8. To add to the Navigation folder, right click on the folder and insert navigation block.9. A navigation block is the actual link. a.10. To link the navigation button to a page, in the content screen to the right, click insert link.11. Navigate through the page structure and select the page that it should link to under your pages. Select Insert. a. 13. City of El Paso. All contents proprietary and confidential.

12. To add to a page, go into page editor and add component to left or right side bar and add navigation. a.13. In page editor, click blue component button to add rail component. Click “Add to Here” where you want the rail module. a. b. To change which rail module shows, click “More” on the module rendering, then select Edit Component Properties. 14. City of El Paso. All contents proprietary and confidential.

i.c. Select Browse and choose which rail you created that you want to show. i. 15. City of El Paso. All contents proprietary and confidential.

Edit Content on A Page 1. To edit content within a page use the page editor. To navigate to a page: Click on page, click Publish in top ribbon, click on Page Editor. a. 2. Adjust the layout to your desired layout. 1 column, 2 column, etc. template. 3. To do so, click the red/green circle to change the rendering. a. 16. City of El Paso. All contents proprietary and confidential.

4. Click within the content block and click the page icon to start editing the content. a. 5. When using the content editor, if you are going to copy and paste, be sure to select the clipboard icon with the blue mark to paste without formatting.When copying text from word please use the “Past from Word” option. When copying text from the web, please usethe “Paste as Plain Text” option. Both options are found in the clipboard area in the top row. a. 17. City of El Paso. All contents proprietary and confidential.

Adding an Internal Link 1. To add an internal link within the content. Highlight the piece of content you would like to link. 2. Click the silver paper clip. To link to an internal page. a.3. Navigate through sitecore tree to select page to link to, image to link to, or document to link to. a.4. Click Link. 18. City of El Paso. All contents proprietary and confidential.

Adding an External LinkRemember when adding external links that the target window (step 5) needs to always be “new window” so that the link opens in a newtab/browser. 1. To add an external link within the content. Highlight the piece of content you would like to link. 2. Click the globe with paperclip that is attached. a. 3. In the Hyperlink Manager, insert full URL of external link. 4. You ALWAYS want to make an external link open in a new window. To do so click target dropdown 5. Select “New Window” 19. City of El Paso. All contents proprietary and confidential.

a.6. Click Ok. 20. City of El Paso. All contents proprietary and confidential.

How to Change a Page LayoutGUIDELINES FOR PAGE LAYOUTS:  Department Home Page – Only use a CoEP Landing layout. Landing layouts are ONLY for your department homepage, do not use on section/basic pages.  Site Sections – If your section does not have any pages under it you may use any of the layouts EXCEPT the Landing layouts. If your section DOES contain Basic Pages under it then you are required to use the CoEP Two Column – Right Side Bar layout, you can however use a Three Column layout only if there is enough content to do so. Remember - Sections with Basic Pages under them MUST contain the Right Rail Navigation. 1. To change a page layout or rendering, navigate to the page you would like to change and click on the publish tab. 2. Click on Page editor. a. 3. Within the page editor, click within the outermost region you would like to change. 4. Select the Red and Green arrow. 5. Select rendering you would like to use. 21. City of El Paso. All contents proprietary and confidential.

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6. Click select.7. Click Save8. Click Publish.9. Please note: You need to change the page layout to the rendering BEFORE entering content. 23. City of El Paso. All contents proprietary and confidential.

Adding Components to a Page 1. To add a component to a page within the Page Editor a. 2. Click on the blue puzzle piece. a. 3. Click component to insert. 4. Click ok. 5. You can move components around by clicking the gray outlined box and then clicking where you would like to move it to. 24. City of El Paso. All contents proprietary and confidential.

Adding a Picture to Content 1. Navigate to the content editor by going into the page editor and clicking on the content block you would like to edit. a. 2. Within the content editor, select the image button. a. 3. The media library will open up. 4. Select the image you would like to insert into the content. 5. Select Insert. 6. To move the image around, right click the image and select Image Properties 25. City of El Paso. All contents proprietary and confidential.

a.7. Here you can change the size and align the image relative to the text.8. Please NOTE: When changing the size of the image, click on the paper clip to make sure that the dimensions stay synced or you will distort the image.9. Adding a margin will add spacing between the text and image itself. 26. City of El Paso. All contents proprietary and confidential.

Adding Quick Links – List of PDFS Or Dropdown Selection 1. To add a listing of documents with the PDF, WORD, or EXCEL icon next to it, you will use the navigation builder like above. 2. Navigate to your department. 3. Content – Sites – CoEP – Home – Department 4. Click to open Shared Content 5. Open Navigation Builder 6. To add a left rail of navigation to a page, right click on navigation builder and click Insert – Navigation Folder a. 7. Name Navigation folder the title of the listing of documents. The name of the folder will show as the title on the front end of the website above the listing of documents. 8. To add a link to your quicklinks list, right click on the folder and insert navigation block. 9. A navigation block is the actual document link. Name this the title of the document (I.E Fiscal Year 2014) 27. City of El Paso. All contents proprietary and confidential.

a.10. To link the quick link button to a document, in the content screen to the right, click insert media link. a.11. To insert listing into a page, go into the page editor of the page you want to add the quicklinks to.12. In page editor, click blue component button to add rail component. Click “Add to Here” where you want the rail module. 28. City of El Paso. All contents proprietary and confidential.

a. b. ****ONLY FOR THE LISTING OF DOCUMENTS YOU WILL CHOOSE THE RAIL NAVIGATION RENDERING.****13. To change which rail module shows, click “More” on the module rendering, then select Edit Component Properties. i.14. Select Browse and choose which document listing you created that you want to show. 29. City of El Paso. All contents proprietary and confidential.

i. b.CREATE A DROPDOWN LIST OF LINKS ****TO CREATE A DROPDOWN LIST OF LINKS OF DOCUMENTS FOLLOW STEPS 1-10 THEN FOLLOW STEPS BELOW*** 1. To add quicklinks dropdown menu, navigate to the page editor of a page. 2. Click on Blue Puzzle piece and “add to here” to place the dropdown on the page. 3. Select the QUICKLINKS rendering. a. 30. City of El Paso. All contents proprietary and confidential.

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4. After inserting the rendering, It will ask you to insert the data source. Click on Browse. Click ok. a.5. PLEASE NOTE: Within the page editor, you will not see the style of a dropdown, however the front end view will contain a dropdown to choose from. 32. City of El Paso. All contents proprietary and confidential.

Adding a Frequently Asked Question 1. Add Frequently Asked Questions within the backend and content editor. 2. Navigate to your department. 3. Click Shared Content. 4. Click FAQs. a. 5. To insert an FAQ folder, right click on FAQ module and insert FAQ Folder. A folder is like a category of a bunch of questions. 6. TO add a question to the folder, right click on the folder and insert FAQ Question. Within the content screen on the right, enter the question and answer. a. 33. City of El Paso. All contents proprietary and confidential.

7. Within the content screen on the right, enter the question and answer. a.8. Save and Publish. 34. City of El Paso. All contents proprietary and confidential.

Adding Tabbed Content 1. To add tabbed content, go to the backend of the site. 2. Navigate to your department. 3. Open Shared Content 4. Open Tabbed content a. 5. Right Click on Tabbed Content to add a new group of tabbed content. Name appropriately. 6. Right click on the tabbed folder. 7. Click Insert. 8. Click Insert Tab Item. a. 35. City of El Paso. All contents proprietary and confidential.

9. To add content to the Tab Item use the right pane under Tab Information enter in and enter in desired content within the “tab content window” a.10. Save and Publish 36. City of El Paso. All contents proprietary and confidential.

Add a Photo Gallery 1. Navigate to your department. 2. Click Shared Content. 3. Right Click on Photo Galleries 4. Click Insert – Select Photo Gallery and name appropriately. a. 5. Right click on Photo gallery folder. 6. Click Insert. 37. City of El Paso. All contents proprietary and confidential.

7. Click Photo and insert photo. a.8. To link to the correct photo, under the right pane, select Browse. 38. City of El Paso. All contents proprietary and confidential.

a.9. Choose image within media library for photo gallery. To make it easier to find your photo, click on the tree view. a. 39. City of El Paso. All contents proprietary and confidential.

b.10. Click Insert11. Save and Publish. 40. City of El Paso. All contents proprietary and confidential.

Add a News Article – Press Release - Newsletter 1. Navigate to your department. 2. Click open pages for site next to the green topped house. 3. Right Click on News. 4. Insert News Article, Press Release, or Newsletter. 5. Enter Publish date and time – default is current day and time. A future date and time will hide the news item until that day and time.NEWS ARTICLEMain Image – Image will show on news article page – you may clear the default image.Main Text – Click Show Editor above the Main Text box and add you news text here.Summary Text – This is a snippet of your article which will show on any news item listings.Attachments – You can choose photos, pdfs, and other files here from the Media Library.PRESS RELEASEMain Text – For PDF press releases please add summary text and then add the PDF to theattachments. You may also add the press release text here if desired by clicking Show Editor above theMain Text box.Summary Text – This is a snippet of your article which will show on any news item listings.Attachments – You can choose photos, pdfs, and other files here from the Media Library.NEWSLETTERMain Text – Click Show Editor above the Main Text box and add you news text here.Summary Text – This is a snippet of your article which will show on any news item listings. 41. City of El Paso. All contents proprietary and confidential.

Replacing or Updating an Existing File 1. Find the file you would like to replace or update 2. Click “Attach” on the left hand side under the Content tab. 3. Browse and find the file you would like to upload.Note: Please be aware of the name of your file. If you have a month, date, or year reference in your title please make sure to change the title ofyour document, and update the link text on the page your file is shown on. 42. City of El Paso. All contents proprietary and confidential.

Adding an EventSingle Day Event – One day event at that one time.Daily Event – Happens every day between the start and end date at that specific time.Weekly Event – Happens on a specific day and time every week for the span of time you select. 1. Right click on Events 2. Click Insert 3. Choose the type of event4. Fill out the Event Information on the right hand side. Most fields are optional with the exception of the date and time fields. A summary of advanced fields are below: Header Image: As an optional field the header image (aka banner) will be shown on the events full information page. If no photo is uploaded the default will be shown. IncludeInMasterEventList: – This will put the event into a master city calendar. All Day Event – Disregards end time. Registration Required – Will activate the 2 registration fields below it. Main Image – Will be the image displayed on the events information page. Summary Image & Short Description – This field will only be used by certain departments (ex. – MCAD, MoH, MoARCH) Location Fields – Shows location details on event information page. Main Text – Details about the event, which shows on event information page. 43. City of El Paso. All contents proprietary and confidential.

PublishingPublishing pushes the current page(s)/items live.PUBLISHING IN THE CONTENT EDITOR 1.) Click on the Publish tab 2.) Publish 1 individual page/item - Select the page/item you want to Publish and click the Publish button. (e.g. Application Management in the image to the right would be the only page published.) Publish a page/item and its subitems – Select the page/item you want to publish and click the down arrow on the publish tab and choose Publish Item. Choose Publish when the Publish Setting box appears. (e.g. Application Management and all the pages under it (subitems) would be published.)PUBLISH IN THE PAGE EDITOR 1.) On the Home tab choose publish. 2.) When the Publish Setting box appears keep the Publish Subitems box checked if you want to publish the page and any subitems under that page. Uncheck this box if you only want to publish this page. 44. City of El Paso. All contents proprietary and confidential.