T4 MODERATOR Training · T4 MODERATOR Training . Updated 15 May 2019. ... • Bad link text, such as non-descriptive 'click here' links force the user to follow the link to learn

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T4 MODERATOR Training Updated 15 May 2019

Table of Contents

OVERVIEW ................................................................................................................................... 3

T4 User roles ............................................................................................................................................................................................................. 3

T4 access and training ........................................................................................................................................................................................ 3

How to login ............................................................................................................................................................................................................ 3

CONTENT TYPES .....................................................................................................................4 - 38

Content type naming ......................................................................................................................................................................................... 4

How to add Content Types .................................................................................................................................................................... 5 - 38 Heading and button (Content Type) ..................................................................................................................................................... 5 WYSIWYG editor (Content Type) ............................................................................................................................................................. 6

Add content (WYSIWYG editor) ..................................................................................................................................................... . 6 Create email address (mailto:) and telephone links (tel:) (WYSIWYG editor) ..................................................................... 7 Add an external link (WYSIWYG editor) ............................................................................................................................................................ 8 Add a section link in the WYSIWYG editor ...................................................................................................................................................... 9 Add a table (WYSIWYG editor) ................................................................................................................................................................................ 9

Document (Content Type) ............................................................................................................................................... 12 YouTube video (Content Type) ....................................................................................................................................... 13

Staff Profile (Content Type) ..................................................................................................................................... 14 - 25

Content Block, Content Block – Media, Content Block - Video (Content Type) .......................................... 26 - 33 Image (Content Type) ..................................................................................................................................................... 34

Map (Content Type) ......................................................................................................................................................... 36

Map point of interest (Content Type) ............................................................................................................................ 37

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MANAGE CONTENT .................................................................................................................... 39

Modify content ................................................................................................................................................................................................... 39

Move content ...................................................................................................................................................................................................... 39

Re-order content ............................................................................................................................................................................................... 40

Mirror content ...................................................................................................................................................................................................... 41

Duplicate content ............................................................................................................................................................................................. 41

History and versions ......................................................................................................................................................................................... 41

Delete content .................................................................................................................................................................................................... 42

Expiring content ................................................................................................................................................................................................. 43

MANAGE THE MEDIA LIBRARY .................................................................................................... 44

Upload New Images to the Media Library ............................................................................................................................................ 44

Upload New Document to the Media Library ....................................................................................................................................... 45

Add Media (images/documents) in the Media Library ................................................................................................................... 47

APPROVE/PUBLISH CONTENT ...................................................................................................... 48

MANAGE SECTIONS .................................................................................................................... 49

Add a section ...................................................................................................................................................................................................... 49

Hide a section from the navigation .......................................................................................................................................................... 49

Move and re-order sections ......................................................................................................................................................................... 50

Add a link section ............................................................................................................................................................................................. 50

Modify a section ................................................................................................................................................................................................ 51

Duplicate/Mirror a section ............................................................................................................................................................................ 51

Preview a section .............................................................................................................................................................................................. 52

Delete a section ................................................................................................................................................................................................. 52

THANK YOU! .............................................................................................................................. 53

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Overview The TERMINALFOUR Site Manager (T4) is the new content management system staff use to

update and publish web content.

T4 User roles There are three types of user roles in T4, each offering a different level of permissions and

features. They are

1. Contributors can Add/Edit Content Contributors can add/edit/modify/move/mirror/duplicate/delete content in T4 but

CANNOT approve or publish content and cannot create/edit sections. Contributors

can also add images and documents to the Media Library.

2. Moderators can Add/Edit/Approve Content + Sections Moderators are able to do everything a Contributor can do with the addition of

• Add/edit/modify/move/reorder/mirror/duplicate/preview/delete/approve/publis

h sections/folders

• Approve content

They can also review content created/edited by contributors and either

a) Approve it and make it live on the website

b) Edit the content and make it live or

c) Reject the changes to the content

3. Administrator (Web Team only)

T4 access and training To gain access to T4 as a Contributor or a Moderator, staff must have approval from their

HOD/Manger AND completed WCMS training. Email [email protected] to

request for access and training.

How to login 1) Open Google Chrome

(DO NOT use Internet Explorer, it is not recommended due to compatibility issues)

2) Copy and paste this URL into the address bar (this is for training only):

http://ucwcmsapp1t.canterbury.ac.nz/terminalfour/SiteManager

mailto:[email protected]

http://ucwcmsapp1t.canterbury.ac.nz/terminalfour/SiteManager

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3) Enter Mod1 for your Username, mod123 for your Password and click Advanced. Then

select Site Manager [Local Login] from the Login Type dropdown and click Login

Please note: The above login is for training purposes only. To edit your real site after training, click the below link and log into the live server with your own username and password and select your given Login Type. https://wcmsedit.canterbury.ac.nz/terminalfour/SiteManager?ctfn=hierarchy Email mailto:[email protected] to request for access after training

Content types Content types are building blocks that make up your webpages. They are added to sections in T4.

Content type naming Copy and paste the content type (eg, WYSIWYG editor) in the title of your content in brackets. It will be easier to recognize each content block of the webpage when editing it at a later date.

https://wcmsedit.canterbury.ac.nz/terminalfour/SiteManager?ctfn=hierarchy


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Heading and button (Content Type) You can add a heading with a button, for example, as a call to action that tells the user what you want them to do and make it as easy as possible for them to do it.

How to add a heading with button

1. Mouse over the Yellow Dropdown menu beside the section/folder you are editing

and select Add Content.

2. Select the content type Heading and button.

3. In the Name field, enter this text “Explore Tours and Events”. This will appear as the button

text.

4. In the Heading field, enter this text “Postgraduate Welcome”. This will appear as a

heading on the page.

5. Click Select beside Link. The site structure will display so you can select the section to link

the button to. Link your button to the Events > Campus tours and future student events

section.

6. Click Preview to see what your Heading and Button look like. The first time you use T4 to

preview a page, you will have to deactivate the pop-up-blocker icon, often in the top

right of your browser.

7. Click Add to save.

This is what your Heading and Button should look like on the web:

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WYSIWYG editor (Content type) WYSIWYG stands for ‘What you see is what you get’. The WYSIWYG editor allows you to enter content exactly as you will see it on the website, as opposed to adding HTML code. Use this content type to add paragraph text, lists, headings, links and tables.

How to add content with a WYSIWYG editor

1. Mouse over the Yellow Dropdown menu beside the section you are editing and

select Add Content

2. Select the WYSIWYG editor content type.

3. In the Name field, enter this text “Postgraduate Orientation (WYSIWYG editor)”. This does

not display on the web.

4. In the Rich Content field, enter this text “Orientation sessions to welcome domestic and

international postgraduate students to UC and Christchurch.” - Select this text, from the

Styles dropdown, select lead to give your paragraph text a grey colour and bigger font

size.

5. Click Preview to make sure you are happy with the result.


TIPS:

• If you are copying text you have created in a document (eg, Word), select the text

then press the Paste as Plain Text button in the WYSIWYG, a dialogue box with the

message “Paste is now in plain text mode. Click again to toggle back to regular

paste mode” will pop up, click the Ok button, then CRTL + V to paste. Otherwise,

simply type your text into the text box.

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• Hit enter between each heading and paragraph, or the heading styles you apply in

the next step will continue onto the next line.

• Make sure to format the content by using suitable headings and subheadings from

the Format dropdown box

-

Heading 1 at the top, followed by any number of Heading 2s and Heading 3s etc.

How to create email address (mailto:) and telephone links (tel:) in the WYSIWIG editor

1. Mouse over the Yellow Dropdown menu beside the section/folder you are editing

and select Add Content


3. In the Name field, enter this text “Contact details (WYSIWYG editor)”. This does not

display on the web.

4. In the Rich Content area, add the below text

“Postgraduate Office enquiries

Level 2 - Matariki (Registry)

Phone: 0064 3 364 2987

Mobile: 027 5030 168

Email: [email protected]”

5. Select the text “Postgraduate Office enquiries”, from the Format dropdown menu, select

Heading 2 (CTRL+2)

6. Highlight “0064 3 364 2987” then select the Insert/Edit Link icon in the WYSIWYG

editor. The Insert/Edit Link window opens.

7. In the Link URL field add “tel:006433642987”.

8. From the Target dropdown menu, select Open in New Window (_blank).

9. Select Insert to save the link.

10. Highlight “027 5030 168” then select the Insert/Edit Link icon. The Insert/Edit Link

window opens.

11. In the Link URL field, add “tel:0064275030168”.




tel:006433642987

tel:0064275030168

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14. Highlight the email “[email protected]” then select the

Insert/Edit Link icon. The Insert/Edit Link window opens.

15. In the Link URL field, add “mailto:[email protected]”.

Again, the tag only works if you do not put a space after the colon.



18. Preview your changes.


TIPS:

• Replace the 03 (regional code) with 0064 (international country code for NZ) and

drop the zero from the 03.

• Make sure there is no space between the colon and the number

How to add an external link (in the WYSIWIG editor)

An external link is any link outside of T4. This may be an external website, such as Studylink, a

link to a UC webpage outside of T4, an email address or a phone number.


select Add Content


3. In the Name field, enter this text “Other events (WYSIWYG editor)”. This does not display

on the web.

4. In the Rich Content area of your WYSIWYG content type, add the text “UCSA events”,

make this a heading 2 by selecting Heading 2 from the Format dropdown menu or

(CTRL+2)

5. On a new line, add the text “UCSA Events Calendar” – Highlight this text and then click

on the Insert/Edit Link icon.

6. The Insert/Edit Link Window opens.

7. In Link URL enter http://www.ucsa.org.nz/events/events-calendar/

8. In the Target field, choose Open in new window (_blank).






http://www.ucsa.org.nz/events/events-calendar/

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How to add a section link (in the WYSIWIG editor)

A section link is a link to a section/folder within T4. It links to the ID of the section, which

means that if the section is moved the link will stay active and any changes, such as name

and location, will be updated.

1. Beside the content “Other events (WYSIWYG editor)”, mouse over the Yellow

Dropdown menu and select Modify

12. In the Rich Content area, add the text “UC Events”. Make this a heading 2 by selecting

Heading 2 from the Format dropdown menu

2. On the next line, add the text “UC Postgraduate Events” - highlight this text, right-click

and select the Insert Section Link OR click on this icon.

3. A window will pop up displaying the Site Structure. Navigate to Events > Campus tours

and future students events. The Section Link will be added.


5. Click Update to save.

TIPs:

• Place links in body copy. To search engines, these are more valuable than links in headers, lists or navigation.

• Good link text describes the page that will load so the user can decide whether to click or not. Write the sentence as you normally would, and place the link anchor on the keyword or phrase that best describes the additional content you are linking to.

• Bad link text, such as non-descriptive 'click here' links force the user to follow the link to learn its destination.

• Never use a link with no link text. Do not just insert a link without link text for example: http://www.arts.canterbury.ac.nz/ The link text should always be the “College of Arts”.

How to add a table (in the WYSIWYG editor)

Tables are sometimes used to arrange information to make it easier to read.

http://www.arts.canterbury.ac.nz/

http://www.arts.canterbury.ac.nz/

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1. In the Rich Content area of your WYSIWYG editor content type, click the Insert a new

table icon. The Insert/Edit Table window pops up.

2. Complete the details as required for the following fields

• Cols: Enter the number of columns required for the table.

• Rows: Enter the number of rows required for the table.

• Class: You must select the class table. This will ensure that you have a responsive

table with the styled effects, hover etc.

• Make first row a header: As determined by the requirements of your data.

• Make first column a header: As determined by the requirements of your data.

3. Leave all of the other fields blank as these are determined by the CSS and changing

them will make your table format incorrectly.

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4. Click the Advanced tab.

5. Enter a Summary to describe the primary purpose of the table and its overall structure.

Most screen readers will read the summary first to provide the user with information to

help them interpret and use the table. With more complex tables, the summary

becomes increasingly important.

6. Click Insert button to insert the table.

7. Once the table is created you will notice that more options are available to you in the

tool bar. Mouse over each to see their description pop up.

8. Fill data into the table and merge the necessary cells for the title and description.

9. Preview your content.

10. Click Add or Save as Draft when complete to save your table to the WYSIWYG content

type.

TIPS:

• Please do not specify any width for your table. On small screen devices such as a tablet or mobile, it will have horizontal scroll activated if a width is specified for your table.

• Do not specify any background colours for cell, except special cases which need to get approval from the web team.

Consider alternatives such as

• Bulleted lists – these can be created using the Unordered list icon within the WYSIWYG editor

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• Numbered list – these can be created using the Ordered list icon within the WYSIWYG editor

• Accordion, or tabs – email the Web Team for assistance with more complex content types, [email protected].

With the table class selected, your table should look similar to the screenshot below. In preview mode, mouse over the rows to see the hover effect:

Document (Content type) Use the document content type when you want to add a document with a thumbnail

image. T4 automatically creates the thumbnail image, but you can also upload one. The

thumbnail must be resized before you upload it so it is 100px wide otherwise it will display

incorrectly.

You can use the document content type across most document file types, for example PDF,

DOC and XLS. File size is created and applied automatically.

You can use any document that is already in the media library. If a document that you

want to use is not already in the media library, you will need to add it to as described

in Manage the media library.

TIPS: Save any Word documents as a PDF before uploading them so users can’t change the

document.

How to add a document content type

1. If your document isn’t in the Media Library, see the section Upload New Document to the

Media Library in this training document.

2. After adding the document to media library, beside the section you are editing mouse

over the Yellow Dropdown menu and select Add Content.


http://www.canterbury.ac.nz/training/manage-the-media-library/

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3. Select the Document content type.

4. In the Name field, enter a name for the document. This WILL be displayed on the

published page.

5. To choose a file to add from the Media Library, click on alongside File. You will

need to add the document to the Media Library if it is not already there.

6. Add the Number of pages the document has so users have an idea of how large the

document is.

7. Preview to make sure you are happy with the result.


YouTube video (Content type) Use the YouTube video content type when you want to add a video to your page.


select Add Content

2. Select the YouTube video content type.

3. Enter a Name for the video, copy and paste the content type in brackets, eg, (YouTube

video). This will be not displayed on the published page.

4. Add the YouTube ID - this is an 11 character number that is in the YouTube URL. This is

after the = and before the &.



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Staff Profile (Content type) The Staff Profile content type is used to create Staff Profiles on People or Contact us pages.

Information for Staff Profiles are imported from other systems and are created automatically.

Some are editable by department in T4 (Name, Position titles, Profile Image) after import,

others need to be updated from source (AD or SPARK).

Each site in T4 has its own Staff Profile section (where all your department staff profiles are

kept), this section can be found inside the Contact us section. The individual Staff Profiles are

added to T4 by site Moderators or Contributors.

Add Staff Profiles to your site (for a person who is a UC staff member) In order to add a Staff Profile to your site, you need the person’s user name (can be

searched in Outlook) OR Employee ID (can be found on the staff ID card).

1. Login as a Contributor or Moderator

2. Locate the Contact us section and look for the Staff Profiles section for your

department/college, for example, Science Staff Profiles or Web Team Staff Profiles

section

3. From the Yellow Dropdown menu beside this section, select Add Content

4. Select Staff Profile from the Choose a Content Type screen

http://www.canterbury.ac.nz/engineering/schools/csse/our-people/

http://www.canterbury.ac.nz/arts/contact-us/

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5. Enter the staff name in the Name* field (eg, Aron Carter). This field helps identify your

content in T4 and does not display on the web.

Enter Staff Username (eg, abc13) OR Employee ID (eg, 12345) - you only need one or the

other, not both. Click Add

6. Check your email for a notification that the profile has been imported to T4. This will take

30 seconds or less.

7. Locate the newly created Staff Profile (eg, Aron Carter). You can now Modify/Edit the

profile and make any necessary changes. Name, Position Titles, and Profile Image are

now editable in T4 as detailed below:

a. Default Staff Name and Default Position Title come from HR People Soft and are

automatically pulled to T4 to display on the web. This can be changed if you have

a preferred name or preferred position title that you want to use. To change the

Default Staff Name or Default Position Title, enter a preferred name in the Preferred

Staff Name field or preferred position title in the Preferred Position Title field. If

these are left blank, the Default Staff Name and Default Position Title from HR

People Soft will display on the web.

b. Default Profile Image comes from SPARK and is automatically pulled to T4 to

display on the web. This can be changed in T4 using the Preferred Profile Image

field, this will overwrite the SPARK profile image. If your Staff Profile photo is exactly

the same as your SPARK profile photo, update the data directly from the original

source which is SPARK. Email [email protected] from the Research

Office, and he will get your photo updated in SPARK for you.

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c. If you want to modify/add details that came from other systems, modify the data

directly from the original source, for example – Research Interests from SPARK.

(See Data Sources section on page 28 for details)

8. Check and Preview your changes.

9. Publish (Update & Approve) if you are happy with the result

Add a manual Staff Profile (for a person who is NOT a UC staff member, eg,

external lecturers, adjuncts, casuals, and visitors) If the person you want to add ISN’T a UC staff member, doesn't have a UC username or

Employee ID, they can be added manually. All fields have to be entered manually in T4 as

their information do not already exist in other UC systems, therefore are not automatically

pulled through to T4.

1. Login as a Contributor or a Moderator.

2. Locate the Contact us section and look for the Staff Profiles section for your

department/college, for example, Science Staff Profiles or Web Team Staff Profiles

3. Mouse over the Yellow Dropdown menu beside this section and select Add Content.

4. Select the Staff Profile content type

5. Enter the appropriate staff member details:

a. Enter their name in the Preferred Staff Name field

b. Enter their position title in the Preferred Position Title field

c. Enter their email address in the Additional Email field

d. In the Preferred Profile Image field, either click Select (the photo must already be

in the Media Library) or Upload to add a photo. The photo should be 900x1000 px

e. Enter other relevant information if available

6. ‘Preview’ to make sure you are happy with the result.

7. Click Update to save or Update & Approve to publish.

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Create Staff Profiles listing using Staff Profile Contact Card

content type

To create a listing of Staff Profiles on the people or contact us pages, we use the Staff Profile

Contact Card (steps 1a-l below) and Related Contents (steps 2a-h below) content types:

1. You need to create a new section for the Staff Profile Contact Card content types to live

in:

a) Mouse over the Yellow dropdown menu beside the Contact us section in your site

and select Add Section

b) On the General tab, give this new section an appropriate name such as Academic

Staff or Technical Staff and untick the show in navigation? tick box, the section/folder

will now look grey.

c) Click the Add button

d) Add the Staff Profile Contact Cards to this section by hovering over the Yellow

dropdown menu of your new section and select Add Content

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e) Select the Staff Profile Contact Card content type

f) In the Name field, enter the staff member name.

g) In the Staff Profile field, click the Select button.

h) The Staff Profile Lookup window will appear. Search for the staff member by entering

a name in the search box and select a Location (department where the staff

member belongs). Click the Search button, then select the staff member from the list

of search results

i) The name of the person now appears in the Staff Profile field

j) Optional step: You can overwrite the details from the original source by entering the

details on the form. Leave as blank if you want to use the original value. The data will

only appear on the contact card layout and NOT on the full staff profile.

k) Preview to make sure you are happy with the result

l) Click Add to save

2. Create a Related Contents content type in the main section (Contact us) to display the

Staff Profile Contact Cards (step 1 above):

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a) Mouse over the Yellow Dropdown menu beside the Contact us section within your site

an select Add Content

b) Select the Related Contents content type

c) Add a name in the Name field, eg, Academic Staff (Related Contents) to help

identify your content – this does not display on the web.

d) In the H2 Heading field, add a meaningful heading, eg, Academic Staff. This will

appear above your Staff Profile Contact Cards/listing

e) From the Content Type dropdown, select Staff Profile Contact Cards (if you want to

display their additional position title and additional email only) or select Staff Profile

Research Cards if you want to display their fields of Research

Contact Cards examples:

1. Staff Profile Contact Card displays their position title and contact details:

2. Staff Profile Research Card displays their fields of Research only if the Fields of

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Research is available. Otherwise, the Staff Profile Contact Card will be displayed:

f) In the Child Section field, click Select to browse and select the new section that you

created in step 1 above.

g) Preview to make sure you are happy with the result.

h) Click Add to save.

Examples of Staff Profile pages as they appear on the web:

• Full staff profile / personal page

http://www.canterbury.ac.nz/arts/contact-us/people/aaron-beehre.html

• Staff listing using contact cards

http://www.canterbury.ac.nz/science/schools-and-departments/biological-

sciences/contact-us/

Modify a Staff Profile Contact Card 1. Locate the section where the content type Staff Profile Contact Cards are kept inside

your site, they are usually inside the Contact us section

2. Locate the section you want to edit, for example Academic Staff, mouse over the Yellow

dropdown menu beside the section and select Modify Section

3. On the Content tab, locate the name of the person you want to edit, mouse over the

Yellow Dropdown menu beside name and select Modify

http://www.canterbury.ac.nz/arts/contact-us/people/aaron-beehre.html

http://www.canterbury.ac.nz/science/schools-and-departments/biological-sciences/contact-us/

http://www.canterbury.ac.nz/science/schools-and-departments/biological-sciences/contact-us/

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4. The details for the person will display, modify/add to the existing details as appropriate, for

example, Additional Position Title

5. Click Preview to make sure you are happy with the result.


Note: The changes will only appear on the Staff Profile Contact Card NOT on the Staff Profiles

Remove a Staff Profile Contact card If, for some reason, the content needs to be kept for later use, set an Expiry Date instead of

Delete.

1. Locate the section where the content type Staff Profile Contact Cards are kept inside

your site, it is usually inside the Contact us section

2. Locate the section you want to edit, for example Academic Staff, mouse over the Yellow

dropdown menu beside the section and select Modify Section

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3. On the Content tab, locate the name of the person you want to expire, mouse over the

Yellow Dropdown menu beside name and select Modify

4. Click on the Options tab, click on the Expiry Date field, the date pop up will appear,

select a date and set the time from the date pop up.

5. Click Update to save

Modify a full Staff Profile Staff profiles are imported from other systems and are created automatically.

1. Locate your Department/College Staff Profiles section (eg, Arts Staff Profiles) where the

content types Staff Profile are kept for your site, it is usually inside the Contact us section

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Please note: Staff Profile can also be edited by clicking on the Blue Person Icon inside the

‘Staff Profile Contact Card’

2. Mouse over the Yellow dropdown menu beside this Department/College Staff Profiles

section (eg, Arts Staff Profiles) and select Modify Section

3. On the Content Tab, locate the name of the person you want to edit. Mouse over the

Yellow Dropdown menu beside the person’s name, and select Modify

4. The details for the person will display, modify/add to the existing details as appropriate.

Note: If you would like the salutation to appear before the name – the T4 Display Salutation

field must be set to “Yes”. Staff profiles are automatically imported from other systems and

regularly updated every night. With the exception of Name, Position Title and Profile Image,

you can only modify/add fields that are not imported from other systems. If you want to

modify/add details that came from other systems, modify the data directly from the original

source, for example – Research Interests from SPARK. (See Data Sources section on page 28

for details)

5. Click Preview to make sure you are happy with the result

6. Click Update to save

Remove a Staff Profile from your site 1. Locate your Department/College Staff Profiles section (eg, Arts Staff Profiles) where the

content type Staff Profile are kept for your site, it is usually inside the Contact us section

2. Mouse over the Yellow dropdown menu beside this Department/College Staff Profiles

section (eg, Arts Staff Profiles) and select Modify Section

3. On the Content Tab, locate the name of the person you want to remove. From the

Yellow Dropdown menu beside the content name, select Delete

https://wiki.canterbury.ac.nz/display/OEXP/Removing+Staff+Profile+to+a+contact+page

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4. This message will appear

Click OK to confirm

5. The staff profile Status will change from Approved to Inactive

Add contact us index links To create the index links on the Contact us pages, we need to create a Contact us index

content type, this displays the Related Contents that are in the section. The name of the

Related Contents will be displayed as the index links, for example:

1. Locate the Contact us section within your site, mouse over the Yellow dropdown menu

beside the section and select Add Content

2. Select the Contact us index content type

3. In the Name field, enter this text “Contact us index”

4. Click Preview to check the index on the page. Make sure this appears on the top of your

Contacts page above the Staff Profiles Contact Cards

http://www.canterbury.ac.nz/science/contact-us/

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Data sources for Staff Profiles Field names Source Explanation

Name * Manual in T4 Helps identify your content in T4 and does not display

on the web.

Default Staff Name HR People Soft Display name by default – from HR.

Displays if the Preferred Staff Name field is blank

Preferred Staff Name Manual in T4 Overwrites Default Staff Name field

Staff Username Manual in T4 Can be found in Outlook

Employee ID Manual in T4 Can be found on your staff card or contact HR

Display Salutation Select Yes or No Display the salutation from HR

Salutation HR Displays if Display Salutation is selected Yes

Default Profile Image SPARK Display image by default – from SPARK.

Displays if the Preferred Profile Image is blank.

Research Office contact [email protected]

Preferred Profile Image Manual in T4 Overwrites the Default Profile Image field

Default Position Title HR People Soft Displays if the Preferred Position Title field is blank

Preferred Position Title Manual in T4 Overwrites the Default Position Title field

Additional Position Title Manual in T4 Shows an additional Position Title

Iwi Manual in T4 Updates by departments

Te reo Manual in T4 Updates by departments

Email Active Directory Contact IT for updates, create an Assyst Ticket

Additional Email Manual in T4 Shows an additional email address

Physical Address Active Directory Contact IT for updates, create an Assyst Ticket

Phone Active Directory Contact IT for updates, create an Assyst Ticket

Internal Phone Active Directory Contact IT for updates, create an Assyst Ticket

Mobile Manual in T4 Updates by department

Linkedin Profile URL SPARK Update in SPARK

Courses CIS Link courses to the CIS. Update in Course Maintenance

Profile Quote SPARK Update in SPARK

Qualifications SPARK Update in SPARK

Memberships SPARK Update in SPARK

Other Information Manual in T4 Updates by department

Awards SPARK Update in SPARK

Awards display Manual in T4 To overwrite the Awards field

Profile Link Manual in T4 Link to external personal page

Research Interests SPARK Update in SPARK

Field of Research SPARK Update in SPARK

Research, Scholarly or Creative

Works

SPARK Update in SPARK

Additional Image Manual in T4 To display in content blocks

Display Full Profile SPARK

Myscheduler ID Manual in T4 To make an appointment

Researcher Id SPARK


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Content Block (Content type) Content blocks are images, headings and text with links. Use these on landing pages.

There are three types of Content Blocks

• Content Block: Block with Image, Heading, Text and links to a T4 section

• Content Block – Media: Block with Image, Heading, Text and links to PDF or WORD

documents from the Media Library

• Content Block – Video: Youtube Video Block with thumb, play button, optional title and

text. Opens up an overlay with the player

As a general rule, there should be a minimum of 3 content blocks across a page and max of 9 on a single page.

For visual esthetics and consistency, H1 headings should have a maximum of 2 lines and the body text should have a maximum of 4-5 lines.

The content blocks should be arranged so that they have similar lines of texts across, avoid having too little text on one content block and too much text on another, having varied lengths of texts will cause the inconsistent white gaps issue on the content blocks and can make your page look messy and unsightly.

Preview your content blocks in T4 to make sure the white space for each is similar and consistent across all content blocks on the page.

How to add a Content Block

1. To add the first content block on the page, locate the archived section where your

content blocks are kept eg. Content Block 1. Mouse over the Yellow Dropdown

menu beside the section and select Add Content

2. Select the Content block content type.

3. In the Name field, enter this text “Study Abroad Programme (Content Block)”. This will not

be displayed on the published page.

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4. In the H1 heading field, add this text “Study Abroad Programme” as the heading for the

first content block. This will appear as the red heading on the web. Keep this text short

and concise, max two lines as appears on the web.

5. In Body, add this text: “The Study Abroad programme is for students wanting to study at

UC for one or more semesters as part of an overseas degree”. Keep the text short and

concise, max 4-6 lines.

6. If an Image that you want to use IS already in the Media Library, click to

choose the image you want to use from the Media Library

7. OR if an Image that you want to use IS NOT already in the Media Library, click to

upload and crop an image you want to use.

a. The Cropper window will appear

b. Click the Import Image button, browse to and select the image you want to use

from your computer. The image will load and display in the Cropper window.

c. Select the appropriate Aspect Ratio (By default, 3:2 is selected, mouse over the

different aspect ratios to help you decide which to choose).

d. Move and resize the Crop Area as needed. The Preview window on the right

shows the cropped area only. The Width and Height text box shows the dimension

of the cropped area. Please make sure that the Width is NOT less than 1050px.

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e. Add a Name. It should provide information about the image, be relevant, short,

catchy and concise. This is important as the name is also used for alt text to

provide information about images to users with visual impairments, people using

screen readers and those who have low-bandwidth connections.

f. Add a Description. The description element is used to store copyright and

licensing information for media files.

i. Images sourced externally: for example from stock image libraries, you

should check the copyright notice instructions on their website to make

sure you are using the correct format, for example, ©

Depositphotos.com/Name or Nickname of the contributor.

ii. Internal images created by UC: On images created by staff or images

created by photographers or agencies that the University has paid for use

© Restricted/University of Canterbury.

g. Add Keywords. Add synonyms, for example, both sofa and couch, or boy, male

child, child, childhood and kid. Make sure that you are precisely describing the

picture. Adding keywords to images makes it easy to find a particular image in

the future and increases search engine optimisation.

h. Select the image Location. This is where your image will be saved in the Media

Library.

i. Click the Upload to Media Library button.

j. A thumbnail of your image will be displayed beside the Upload button.

8. Add a link to the relevant Section.

9. Preview to make sure you don’t exceed the maximum number of lines for the headings

and texts.


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How to add a Content Block - Media 1. Mouse over the Yellow Dropdown menu beside Content Block 1 section and

select Add Content

2. Select the Content block - Media content type.

3. In the Name field, enter this text “Accommodation Guide (Content Block)”. This will not


4. In the H1 heading field, add this text “Accommodation Guide (PDF, 2MB)” as the

heading. This will appear as the red heading on the web. Keep this text short and

concise, max two lines as appears on the web.

5. In Body, add this text: “Download the Accommodation Guide for an overview of all

options for accommodation at UC”. Keep the text short and concise, max 4-6 lines.



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Library.

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8. Add a link to the relevant PDF or WORD doc from the Media Library. If your document

isn’t in the Media Library, see the section Upload New Document to the Media Library in

this training document.


and texts.


How to add a Content Block - Video 1. Mouse over the Yellow Dropdown menu beside Content Block 1 section and

select Add Content

2. Select the Content block - Video content type.

3. In the Name field, enter this text “Why Christchurch (Content block - Video)”. This will not


4. In the YouTube video ID* field, copy and paste this video ID “LqoTxbIANQ0”

5. In the Title field, copy and paste this text “Christchurch as a study destination”

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6. In Body, add this text: “Christchurch is truly the best place to experience the Kiwi dream!”


choose the image from the Media Library

















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Library.



9. Select Black or White for the Play button


and texts.


Your finished content blocks should look like this on the web:

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Image (Content type) Use images when they give useful additional context or information. Don’t use them just to fill up space. Remember that bandwidth for mobile devices is generally more expensive, and images may take longer to download.

Images should relate directly to the page and its contents. For example, a picture of a computer keyboard on a page about online services is probably not useful. Whereas a picture of a new state-of-the-art learning space when it is opened is probably useful to users.

You can use any image that is already in the Media Library. If an image that you want to use is not already in the Media Library, you will need to add it, as described in the Upload New Images to the Media Library section.

How to add an image content type


select Add Content

2. Select the Image content type

3. In the Name field, enter a name for the image, copy and paste the content type in

brackets eg, (Image). This will not be displayed on the published page.



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Library.

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Map (Content type) How to add a map


select Add Section (Moderator only)

2. In the Name field, enter “Contact us”

3. Click the Add button

4. Mouse over the Yellow Dropdown menu beside the newly created section “Contact

us” and select Add Content

5. Select the Map content type

6. Enter a Name for the Map: “Postgraduate Office (Map)”. This will not be displayed on

the published page.

7. Enter the Map centre latitude. This value sets the latitude (horizontal) position of the map.

This can be identified by searching for the address or location using google maps.

https://maps.google.com/

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8. Enter the Map centre longitude. This value sets the longitude (vertical) position of the

map. This can be identified by searching for the address or location using google maps.

9. Enter the Zoom level. Zoom level defines the resolution of the current view. Zoom levels

can be set between 0 (the lowest zoom level, in which the entire world can be seen on

one map) and 21 (down to streets and individual buildings) are possible within the

default roadmap view. Building outlines, where available, appear on the map around

zoom level 17. Each succeeding zoom level doubles the precision in both horizontal and

vertical dimensions.

10. Select the UC Styled Map type. Most of the time the UC styled map will be most

appropriate.


12. Click the Add button to save.

Map point of interest (content type) Use this content type to add a point of interest pin to a map. This displays a map pin and any relevant information, such as the name of the place, address and contact details.

How to add a new map point of interest

1. Mouse over the Yellow Dropdown menu beside the section “Contact us” and select

Add Section (Moderator only)

2. On the General tab, in the Name field, enter the text “Map Pins”

3. Untick Show in navigation?

https://maps.google.com/

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The section folder will display as grey instead of yellow, to show that it is hidden from the

navigation.

4. Click the Add button to save

5. If there are other subsections, move the Map pins section to the bottom by going to the Subsections tab and using the Move arrows.

6. Mouse over the Yellow Dropdown menu beside the new section “Map Pins” and

select Add Content

7. Select the Map – Point of interest content type

8. In the Name field, enter “Postgraduate Office”. This WILL BE DISPLAYED on the published

page as the title of the map pin.

9. Add a Description. Limited additional information that will fit on a map bubble. Usually

this will be the address, contact information and a relevant website link.

10. Add the Location. You can add this by moving the map pin to the right location, entering

the GPS coordinates or adding an address.

11. If relevant add an Image from the Media Library in landscape format only.



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Manage content Modify content Modifying content is a very common task when using T4. This is where you can make changes to existing content in the system.

To modify an existing piece of content: 1. Hover over the Yellow Dropdown arrow beside the Section you wish to modify.

2. Select Modify Content.

3. A list of Content that exists in that Section appears. (If the content is in an accordion,

tabs, or a content block, each will be in its own section. Expand the section then

select Modify Content from the Yellow Dropdown menu beside the section for the

accordion, tab, or content block you want to modify.)

4. Click on the content's title to open it or select Modify from the Yellow Dropdown

menu beside the piece of content.

5. Make changes to the content.



Move content to another section Contents can easily be moved, and the order in which they appear in navigation will

change to reflect this. Use either automatic ordering or move them manually.

1. Select Modify Content from the Yellow Dropdown menu beside the Section

containing the content you want to move.

2. Select Move from the Yellow Dropdown menu beside the Content.

3. The Site Structure opens. Click on the Section you want to move the content to.

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Re-order content To reorder contents 1. Click the T4 icon if you are not already on the Site Structure screen.

2. Hover over the Yellow Dropdown menu beside the section you want to reorder your

content types and select Modify Content.

3. A list of content for the section appears on the Content tab.

4. To apply Automatic Ordering, tick the checkbox Enabled and select Alphabetical (A-Z)

from the dropdown as a Method.

By default, all sections are locked. Unlock the sections you want to apply Automatic

Ordering. To do this, click the Lock/Unlock All buttons:

or tick/untick the individual items:

5. If you want to manually re-order the content, use the Move arrows to move the content

types up and down.

6. Click Save Changes before navigating away from this screen, as the changes will

otherwise not be saved.

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Mirror content Individual pieces of content can be mirrored. When content is mirrored, updates from either location will affect the content from all locations. This is useful when you want to re-use content across different sections and want it to be consistent.

1. Select Modify Content from the Yellow Dropdown menu beside the Section

containing the content you wish to mirror or duplicate.

2. Select Mirror from the Yellow Dropdown menu beside the Content.

3. The Site Structure opens. Click on the section you want the mirrored content to appear

in.

4. A snowflake * appears beside the mirrored content. Hover your mouse over it to see the

various locations of the content.

Duplicate content Individual pieces of content can be duplicated. When content is duplicated, you create an independent piece of content. You would duplicate content when you want to use another piece of content as a starting point so you don't have to create it from scratch.

1. Select Modify Content from the Yellow Dropdown Menu beside the section

containing the content you wish to mirror or duplicate.

2. Select Duplicate or from the Yellow Dropdown Menu beside the content.

3. The Site Structure opens. Click on the section you want the duplicated content to

appear in.

4. The content will appear as new content in the section you have duplicated it to.

History and versions T4 allows you to see all changes made to content, compare different versions and set previous versions of the content live. To see how this works, modify a piece of content, then compare the two versions of the content. History can also be accessed from the Approve Content screen. 1. Select Modify Content from the Yellow Dropdown Menu beside the section

containing the content.

2. Click on the content’s name to open it.

3. Make changes to the content and click Update.

4. Select History from the Yellow Dropdown Menu beside the content.

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5. Check Compare for two versions you wish to compare, then click either Content

Comparison or Visual Comparison.

6. Close the window and click Set Active beside the original version (assuming you wish to

revert to a previous version of the content).

Content Comparison: A side-by-side comparison of your content. This can be displayed in Text or HTML view. Deleted content is highlighted in red, added content is highlighted in green, and changed content is highlighted in amber. Visual Comparison: A preview of your content. Deleted content is highlighted in red and added content is highlighted in green.

Delete content To delete content:

1. Select Modify Content from the Yellow Dropdown Menu beside the section

containing the content you want to delete.

2. Select Delete from the Yellow Dropdown Menu beside the content.

3. A pop up window appears to confirm you want to delete the content. Click OK to

confirm.

4. The content will be marked as Inactive and will no longer be published. It will stay

inactive for 30 days and then will be deleted automatically. Within the 30 day period,

you can reset the content to Pending or Approved. Inactive content can be recycled

(permanently deleted) by Web Team.

TIPS:

m) Inactive content can be permanently deleted at any moment. If, for some reason, the content needs to be kept for later use, set an Expiry Date instead of Delete.

n) If you are drafting a page, the inactive content won’t show in your preview.

o) Take appropriate steps to make sure that remaining or new content and links make

sense without the now inactive content.

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Expire Content

If, for some reason, the content needs to be kept for later use, set an Expiry Date instead of Delete. 1. Select Modify from the Yellow Dropdown Menu beside the content you want to

expire.

2. Click on the Options tab, click on the Expiry Date field, select a date and set the time

from the date pop up.

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Manage the Media Library

Upload New Image to the Media Library 1. Before you add your image to the Media Library you will need to make sure you are

using the correct image quality, size, and aspect ratio and file type.

2. In the Content dropdown select Upload New Image.

3. A form will appear where you complete the details of the image. In the Name field,

enter a name for your image. It should provide information about the image, be

relevant, short, catchy and concise. This is important as the name is also used for alt text

to provide information about images to users with visual impairments, people using

screen readers and those who have low-bandwidth connections. Do not include “Image

of” or “Graphic of” in the name field.

4. Add a Description. The description element is used to store copyright and licensing

information for media files.

a. On images sourced externally: for example from stock image libraries, you should check the copyright notice instructions on their website to make sure you are using the correct format, for example © Depositphotos.com/Name or Nickname of the contributor

b. Internal images created by UC: On images created by staff or images created by photographers or agencies that the University has paid for use © Restricted/University of Canterbury

5. Add Keywords. Add synonyms, for example both sofa and couch, or boy, male child,

child, childhood and kid. Make sure that you are precisely describing the

picture. Adding keywords to images makes it easy to find a particular image in the

future and increases search engine optimisation.

6. Select a Category for your image, this is where your image will be saved.

7. Select an Image to upload from your computer.

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8. Click Submit to save the image file.

Upload New Document to the Media Library

When uploading a new document to the Media Library (PDF, Word document, Powerpoint

or anything that isn’t an image), the file type and file size needs to be added in brackets

after the file name. For example, when uploading a PDF named “Authorising agreement for

Proxy Borrower” to the Media Library, the name in the Media Library for the PDF would be

“Authorising agreement for Proxy Borrower (PDF 433KB)”. See screenshot below:

The name will display as red link text on the web as “Authorising agreement for Proxy

Borrower (PDF 433KB)”:

For accessibility, the file size and file type: (PDF 433KB) must be part of the link text, screen

readers will read this text as part of the link. In order for it to appear as part of the link text,

the name of the file must be edited in the Media Library to include the file type and file size

in brackets as described above.

TIPS:

If you plan to upload several images, it is helpful to open the media library in a separate tab. That way, you can easily jump back and forth between content and media library.

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Some common file types and their abbreviations: Adobe Portable Document (PDF, size in KB or MB) Microsoft Word Document (Word, size in KB or MB) PowerPoint Presentation (PPT, size in KB or MB)

Add a DOC, PDF, XLS, or PPT document to the Media Library.

1. Before you upload the document into the media library, rename it according to the

naming convention SectionName_document_description.pdf. Section name refers to

sections sitting at the first level under Canterbury.ac.nz in T4 eg, Future Students,

International, Postgraduate. This step is important because you cannot rename the PDF

once it is in the media library, and Google indexes the original filename rather than

the Name in T4. The filename gives search engines clues about the subject matter of the

document. Use hyphens instead of spaces or underscores (search engines see hyphens

as spaces whereas underscores are invisible and join words together). Always maintain

the file type at the end of the file name.

2. From the Content drop down, select Upload New Document.

3. A form will appear where you complete the details of the document. In the Name field,

enter a name for your document, add the file type and file size in brackets after the file

name, for example, "Authorising agreement for Proxy Borrower (PDF 433KB)". It should

provide information about the document, be relevant, short, catchy and concise.

4. Add a Description.

5. Add Keywords. Adding keywords makes it easy to find a particular documents in the

future and increases search engine optimisation.

6. Select a Category for your document, this is where your image will be saved.

7. Select a Document to upload from your computer.

8. Click Submit to save the document.

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Add Media (images/documents) in the Media Library Note: Only Moderators can do this

1. In the Content dropdown select Media Library.

2. Open the Images or Documents folder on the left and navigate to the appropriate

section folder for your image, eg. Future Students if you are Future Students Moderator.

You will only have access to folders that are relevant to your department

3. The Add Media, Move Media and Delete Media buttons will appear on the Browse tab

for the sections you’ve got access to

4. Click on the Add Media button

5. A form will appear where you complete the details of the document. Complete steps 3

to 8 above in the Upload New Image to the Media Library section OR Upload New

document to the Media Library section.

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Approve/Publish content When content is added to the site, it will have to be approved before it can be published

and go live. Only Moderators and Administrators can approve content.

1. To approve content, go to Content and select Approve Content.

2. The Pending tab will contain a list of content you can approve.

3. Click the name to check the details of the content.

4. Hover your mouse over the Section details to see the exact path to the content.

5. You can sort by name, priority or last modified.

6. Select your content items to approve and click the Approve button

7. Once content has been approved, it will disappear from the main list.

8. In the site structure, the approved content appears in the green column under the traffic

lights.

As a Moderator, the dropdown arrow next to Update gives you two options – Update and

Save as Draft

• Update saves the content and it can be previewed as part of a section. The content

has to be approved separately to be published.

• Save as draft saves the content as Draft you can go back to and edit later. This

cannot be previewed as part of the section, only as an individual item. This does not

get published as it will not appear in the approval queue.

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Manage Sections In addition to the rights of Contributors, Moderators have the additional ability to manage the site structure/sections and to approve content.

A section can be described as a page with pieces of content that make up a section. Content can be mirrored to appear within other Sections throughout the UC site.

Add a section

1. Hover over the Yellow Dropdown Menu beside the section you are editing and

select Add Section.

2. Enter a Name for the section.

3. Enter Output URI to create a friendly URL or a shorter URL. If left blank, the section’s Name

is used when publishing.

4. Leave Show in navigation? checkbox as ticked.


Note: By default, the new section will appear as the last item in the section above. To move

it up, go to the Subsections tab and use the Move arrows to move it up the hierarchy.

Hide a section from the navigation

Sometimes you might want to create a page that you only display at certain times of year, or that you only link to from page content.

Add a section as above, then on the General Tab, untick the Show in navigation? checkbox. The section folder will display as grey instead of yellow, to show that it is hidden from the navigation.

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Move and re-order sections

Sections can easily be moved, and the order in which they appear in navigation will change to reflect this. Use either automatic ordering or move them manually.

To move a section

1. From the Yellow Dropdown menu beside the section you want to move, select Move

Section.

2. The Site Structure appears, click on the name of the destination section.

To reorder a section

1. Click the T4 icon if you are not already on the Site Structure screen.

2. Select Modify Section from the Yellow Dropdown Menu beside the section you are

editing.

3. Select the Subsections tab.

4. If you want to use Automatic Ordering, check the box Enabled and select a Method. By

default, all sections are locked. Unlock the sections you want to apply Automatic

Ordering. To do this, use the Lock/Unlock All button or check the individual items.

5. If you want to manually move the sections, use the Move arrows to move sections up

and down.

6. Click Save Changes before navigating away from this screen, as the changes will

otherwise not be saved.

Add a link section

Link sections do not contain any content. They redirect the user to another section within T4 or to an external URL.

1. Hover over the Yellow Dropdown Menu beside the section you are editing and

select Add Section.

2. Under the General tab, in the Name field, enter a name for your link section.

3. Untick the checkbox Show in Navigation?

4. Tick the checkbox Make this a link section?

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5. Click on the Details tab.

6. Select whether this section will link to another section in T4 OR to an external URL

a. To link to another section in T4, click on the Section radio button. Then click on

alongside Link Section to choose a section to link to. OR

b. To link to an external URL, click on the External URL radio button. Then enter a link

in the Link URL field.

7. Select Add to save your changes and create a link section.

Modify a section

• Hover over the Yellow Dropdown menu beside the Section you wish to modify and

select Modify Section.

• Click on the Content tab, a list of Content that exists in that Section appears.

• Click on the content's title to open it or select Modify from the Yellow Dropdown

menu beside the piece of content.

• Make the necessary changes to the content.

• Preview your changes.

• Click Update to save.

Duplicate/Mirror a section

When you want to reuse the same content in another place, you can either duplicate it or mirror it. Duplicating creates a copy that is separate from the original, so if you change the duplicate, the original content remains the same. Mirroring creates a copy that is linked to the original, so if you change the mirrored content, the original content changes too. Use mirroring where you want your content to update itself each time the original is updated. Take care not to change mirrored content if you are not the owner of the original.

1. Hover over the Yellow Dropdown menu beside the section you are duplicating and

select Duplicate branch.

2. The Duplicate branch window appears

3. Under Content Options, select Ignore content to duplicate the structure but not the

content, Duplicate content, or Mirror content.

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4. Under Duplicate Options - Section to Copy Into. Click Select.

5. The Site Structure will appear, click on the name of the destination section, expanding

the section first if required.

Preview a section

1. Hover over the Yellow Dropdown menu beside the section want to preview and

select Preview section.

Note: The first time you use T4 to preview a page, you will have to deactivate the pop-

up-blocker icon, often in the top right of your browser.

2. The section and content will appear as it would if published.

3. Close the window to return to T4.

Delete a section

4. Hover over the Yellow Dropdown menu beside the section you are deleting and

select Delete section.

5. A pop-up window appears to confirm. Select Ok or Cancel.

6. If you select Ok the deleted section will be highlighted in red and no longer published. It

can be recycled by an Administrator.

TIPS:

• If the section is approved and published, deleting it will remove it from the live site

and break any links to it. Any deleted section will change from status 'pending' or

'approved' to 'inactive'.

• It will stay inactive for 30 days and then be deleted automatically. If you are drafting

a page, the inactive section won’t show in your preview.

• Make sure that remaining content (and links) make sense without the inactive

section.

• Within the 30 day period, you can reset the section to 'pending' or 'approved'.

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Thank you!

Thanks so much for paying attention to the training and doing the exercises.

You have now an understanding of the most important functions and features of T4 and we

hope you continue to learn more with your daily work and help the University in creating a

great experience for the visitors of our website.

Practice what you learnt

• Use the system as often as possible

• Think of the user who will read your content

• Useful online resources http://www.canterbury.ac.nz/webguide/

Resources

• UC Web Guide- http://www.canterbury.ac.nz/webguide

• Communications and Media Policy

http://www.canterbury.ac.nz/ucpolicy/GetPolicy.aspx?file=Communications-And-

Media-Policy.pdf

• Social Media Guidelines

http://www.canterbury.ac.nz/webguide/uc-style-guide/social-media-guidelines/

If you have any questions, please email the web team

[email protected]

http://www.canterbury.ac.nz/webguide/

http://www.canterbury.ac.nz/webguide

