Table of Contentsfastrac/user_guide.pdfUse SAVE AS to resave the file as filename.php (substitute with the name you want for your file). Make sure that you type the .php extension

1

Table of Contents1. Taking It Live……………………………………………………….………......…..2

2. Public Site Maintenance……………………………………………….…...….........3

a. Add New Content Page………………………………………….…........…3

b. Edit Existing Content Page…………………………………….…..…...........4

c. Add New Team Member / Sponsor / Outreach Activity…….………….........5

3. Intranet Help……………………………………………..…………………...….....8

a. Icons Used on This Site..................................................................................8

b. Announcements Section................................................................................. 8

b. Team Members Section................................................................................10

c. Action Items Section....................................................................................11

d. Documents Section..................................................................................... 12

e. Public News Section................................................................................... 13

4. Design Standards……………………………………………….……......……......16

5. Site Map………………………………………………………………………......19

6. Preferred Terms………………………………………………………...............…20

7. Web Development Team…………………………………………….……….........21

2

1. Taking It LiveStep 1:Your system administrator will change the URL for the website to fastrac.ae.utexas.edu.

Step 2:You need to change the setting for the intranet announcements. Only an administrator for theintranet can do this.

♦ Go into ‘Modify Settings’ from the announcements page.

♦ Change URL for PHPNews to http://fastrac.ae.utexas.edu/intranet/news/

♦ Change URL for News page to http://fastrac.ae.utexas.edu/intranet/index.php

♦ Click SAVE and you are done.

3

2. Public Site Maintenancea. Add New Content PageThis can be done by logging into the server directly through a secure connection. On a PC, youcan use Secure Shell Client. On a Mac, you can use Fugu. Both are available for downloadfrom Bevoware at http://www.utexas.edu/its/bevoware/.

Step 1: Connect to Server

♦ Log into the shadowfax.as.utexas.edu server.

♦ Go to /opt/www/fastrac.ae.utexas.edu (i.e. the site folder).

Step 2: Add Content

♦ Go into includes folder and drag page_template.php to your desktop.

♦ Open page_template.php in a text editor (such as Notepad) or in a Web develop-ment application (such as Dreamweaver).

♦ Use SAVE AS to resave the file as filename.php (substitute with the name you wantfor your file). Make sure that you type the .php extension instead of letting your soft-ware decide.

♦ Record the name of your file in its code on line 6: $filename = “filename.php”;

♦ Add your content in the editable content area.

♦ SAVE your work often.

Step 3: Upload New File

♦ On the server, go into the folder that corresponds to the content area where you wantto add your file (i.e. documentation, our_satellites, etc.).

♦ Drag and drop your file from the desktop into that folder.

Step 4: Update Submenu

♦ If you want your file to be another item for the submenu within the content area, dragthe submenu.php from that content area folder to your desktop.

4

♦ Open submenu.php and add a label and the corresponding file name in the codearound line 4 and on. Follow the comments in the code and the place the new label/filename pair where you want it to appear in the order of the submenu list.


♦ Drag and drop the updated submenu.php in the same content area folder where youtook it from.

Step 5: View Changes

♦ Open the public site in a browser.

♦ Double check that your new page appears in the correct content area.

♦ Follow the directions on editing an existing file, if you want to make further changesto that news content page you just added.

NOTE: If your content page displays images, make sure to upload those to the server. We havean image folder within each content area folder (i.e. our_satellites_images inside theour_satellites folder). Please upload your images in the correct image folder. For more informa-tion on images consult the design standards.

b. Edit Existing Content PageThis can be done by logging into the server directly through a secure connection. On a PC, youcan use Secure Shell Client. On a Mac, you can use Fugu. Both are available for downloadfrom Bevoware at http://www.utexas.edu/its/bevoware/.




Step 2: Edit File

♦ Go into the content area folder where your file resides.

♦ Drag the file to your desktop.

♦ Open it in a text editor (such as Notepad) or in a Web development application(such as Dreamweaver).

♦ Edit its content, which is within the editable content area.

5


Step 3: Upload File

♦ On the server, go into the folder that corresponds to the content area where your filewas located initially.

♦ Drag and drop the edited file from the desktop into that folder.

♦ Say YES to the pop-up that asks you if you want to replace the file.



♦ Double check that your edited content appears on the site. Be sure to refresh oftento view the most current version of your content.

NOTE: If your content page displays images, make sure to upload those to the server. We havean image folder within each content area folder (i.e. our_satellites_images inside theour_satellites folder). Please upload your images in the correct image folder. For more informa-tion on images consult the design standards.

c. Add New Team Member / Sponsor / OutreachActivityThese three types of information are treated differently to enable future random selection ofthem for a spotlight featured perhaps on the home page. The information is stored in plain textfiles, which are then included in the php file that displays them for a browser. The procedure isthe same for all three types of information. You can see directions below on how to add a newteam member.




Step 2: Add Team Member

♦ Go into our_project/team_profiles.

♦ Drag and drop the photo of the new team member into that folder. Use the person’slast name as a filename for the photo. For format guidelines consult the design stan-dards.

6

♦ Drag to your desktop an existing plain text file to use as a template.

♦ Open that file in a text editor (i.e. Notepad).

♦ Use SAVE AS to resave the file with the new team member’s last name as afilename.

♦ Edit the content with the correct team member information.

♦ Change the image link to point to the correct photo.

Step 3: Upload File

♦ Drag and drop the new text file from your desktop into the team_profiles folder.

Step 4: Include for Display

♦ Go up one level to our_project folder.

♦ Drag team.php to your desktop.

♦ Open it in a text editor (such as Notepad) or in a Web development application(such as Dreamweaver).

♦ Insert a new line in the code where you want the team member profile to appear, inthe format of include (“team_profiles/filename.txt”);


7

Step 5: Upload File

♦ Drag and drop team.php from your desktop into the our_project folder.



♦ Double check that your edited content appears on the site. Be sure to refresh oftento view the most current version of your content.

8

3. Intranet HelpIcons used on this siteThe following action icons are used on the Team Members, Action Items, Documents, andNews Stories pages.

Edit an existing item.

Permanently delete an existing item.

Publish a news story - Administrators only.

Unpublish a news story (remove from public site) - Administrators only.

Announcements Section

Team Member Options

View everyone's announcements

♦ The 8 most recent announcements are automatically displayed on the default pagewhen you enter the intranet. To view the extended text of the announcement and allrelated comments, click on the "More..." link.

Add comments to everyone's announcements

♦ All users may add comments to any announcements. Click on the "Comments" linkunder the Announcement you wish to comment on.

View everyone's archived announcements

♦ Archived announcements are displayed in the right column of the Announcementspage. Announcements are automatically grouped by month. Clicking on a month dis-plays the list of Announcement titles for that month. Click on an individual title to view

9

the full announcement.

Add new announcements

♦ Click on the "Add new announcement" button on the Announcements page. A form isdisplayed that allows you to enter a title, main text (displayed on the main page of theAnnouncements page) and extended text (displayed when a user clicks on the "More..."link under the announcement on the main page). When you are finished , click "Submit".

Edit my announcements

♦ Clicking on the "Edit my announcements" button displays a list of your announce-ments grouped by month. Click on the month to view announcement titles. Click on thetitle you want to edit and the content will be displayed in an editable form. When youare finished editing, click "Submit".

Delete announcement

♦ To delete an announcement, follow the directions for editing the announcements.When you arrive at the editable form, scroll down to the bottom of the screen and youwill see a checkbox to "Delete this announcement". Check the checkbox and click"Submit".

Administrator Options

Edit everyone's announcements

♦ Same as team member option, except that everyone's announcements will be avail-able for editing.

Delete any announcement

♦ Same as team member option, except that everyone's announcements will be avail-able for deleting.

Modify announcement settings

♦ Administrators may click on the "Modify settings" button on the announcements pageto view the settings that were included with the blog software (PHPNews) that powersthe announcements section. If the location of the Web site ever changes, please updatethe URL of PHPNews and the URL of your News Page. If you alter any other settingson this page, you do so at your own risk and may have unpredictable consequences.

10

Team Members Section

Team Member Options

View contact information for the team

♦ The Team Members page displays the name, department, email, and phone numbersfor all active users of the site, ordered by the first name of the team member.

Edit my personal information

♦ When you are logged in with your own username and password, an "edit" icon will bedisplayed next to your name on the team member list. Clicking on this icon will take youto an editable form where you can update your name and contact information. Pleasenote that your username and status as a team member cannot be changed. Team mem-bers are not allowed to delete themselves from the system.

Change my password

♦ Follow the directions above for editing your personal information. Enter your newdesired password in the password field. Be very careful to remember exactly how youenter the password in this field. The system is case-sensitive. If you forget your pass-word, ask and administrative user to go in and change it for you.


Add a new team member or administrator

♦ From the Team Members page, click on the "add new member" button. Enter the newusers' information in the form fields provided. The first name, username, and passwordfields are required at minimum. You may not choose a username that has already beenused - doing so will give you an error message. When you have finished entering the newuser details, click the "Save" button.

Edit any member's personal information

♦ Same as team member option, but you can edit any team member's information.

Change any member's password & status

♦ Same as team member option, but you can edit any team member's password. In

11

addition, you have the option to change the user's status from "team member" to "ad-ministrator" or vice-versa.

Delete a team member

♦ To permanently delete a user from the system, click on the "delete" icon next to theteam members' information on the Team Members page. This action changes the users'status to permanently inactive, although you may still see action items and documentsstill associated with the user after deletion. Inactive usernames may not be reused fornew members. Confirm the action by clicking "OK" at the prompt.

Action Items Section

Team Member Options

View and sort action items

♦ Current and completed action items may be viewed on the Action Items page. Thedefault sort method is by due date (most recent displayed first). To sort by referencenumber, description, or assigned, click the linked column heading.

Add a new action item

♦ From the Action Items main page, click on the "add new action item". Complete theform fields. You may assign the action item to yourself or any other team member. Leavethe status as "In progress". When finished, click "Save". You will be returned to theaction item list and the new item will be displayed.

Edit action items that I created or are assigned to me

♦ When logged into the system with your own username and password, you will see"edit" icons next to action items that you created or action items that are assigned toyou. To edit the action item details or to indicate that the action item has been com-pleted, click on the "edit " icon to be taken to an editable form. When finished, click"Save". You will be returned to the action item list and the item will have changed. If youmarked an item as "Complete" it will have moved from the "Current Action Items" list tothe "Completed Action Items" list. You can also edit completed action items and changetheir status back to "In progress" to move them back up to the "Current Action Items"list.

12

Delete action items that I created or are assigned to me

♦ Deleting an action item will permanently remove it from the system. If an action itemhas been completed and you want keep a record of it, DO NOT delete it, but use theedit function (see above) to change the status to "Complete". If you truly want to deleteit, click on the "delete" icon next to the item in one of the Action Item tables. Confirmthe action by clicking "OK" at the prompt.


Edit everyone's action items

♦ Same as team member options, but all items are available for editing.

Delete everyone's action items

♦ Same as team member options, but all items may be deleted.

Documents Section

Team Member Options

View and sort documents

♦ All documents uploaded by all users may be viewed on the Documents page. Thedefault sort method is by date uploaded (most recent displayed first). To sort by filename, document type, subystem, or the team member that uploaded the document,click on the appropriate column heading link. Comments about the document aredisplayed under the file name. To view the document in a new window, click on thelinked file name.

Upload a document

♦ Click on the "upload new document" link on the Documents main page. Choose a filefrom your local drive to upload, and complete the other form fields. When finished, click"Upload document". Please note: each document in the system must have a distinct filename - attempting to upload a file with the same name as an existing document will giveyou an error. If the upload was successful, you will be given a confirmation message.From there, you can choose to add another document or return to the document list.

13

Edit info about documents that I uploaded

♦ You can edit the document type, subsystem, and comments for existing documents.Click on the "edit" icon next to the document to go the editable form. When finished,click "Save". If you want to replace an existing document with a new version that hasthe same name, you will need to first delete the existing document and then add a newone.

Delete a document I uploaded

♦ To permanently remove a document from the system, click on the "delete" icon nextto the document on the Documents main page. Confirm the action by clicking "OK" atthe prompt.


Edit info about everyone's documents

♦ Same as team user options, but all documents are available for editing.

Delete any documents

♦ Same as team user options, but any document may be deleted.

Add and remove document types and subsystem classifications

♦ Administrative users will see a link called "Edit Document Categories" below the listof documents on the Documents main page. This link takes you to a form that displays alist of document types and subsystems currently available for use when adding or editingdocument details. To add a type or subsystem category, use the field provided and click"Add". The new category will then be displayed on this page. To delete a type orsubsystem category, check the box next to the category and click "Remove". Thecategory will immediately be removed from the list.

Public News

Team Member Options

Create a news story with text and images

♦ Creating a news story is a 2 step process. From the Public News page, click on "add

14

news story". This will take you to a page to enter the story date, headline, author, leadparagraph, and body text of the news story. The lead paragraph of the most recentnews story is displayed on the public news page. The full story is displayed either on theRecent News page of the public site or the News Archives page, depending on howrecently the story was added. Once the text is entered, click on "Save and Continue".At this point, the story is saved as a draft and can be viewed on the Public News pagein the drafts section. You are then automatically redirected to step 2 of the add newsprocess, where you can preview the story and upload images to associate with thestory. Images should be no larger than 300 pixels wide. When you are happy with thepreview, click on "Save as Draft" and you will be taken back to the Public News page.The story is now ready to be published. Only administrators can publish news stories(see below).

Edit a drafted news story that I created

♦ Click on the "edit" icon next to your story on the Public News page: This will takeyou to the edit news form with current values filled in. Please note that all changes youmake will be saved once you click "Save and Continue" - you may not revert to aprevious draft of the story.

Delete a drafted news story that I created

♦ To permanently delete a story draft, click on the "delete" icon next to your story onthe Public News page. Confirm the action by clicking "OK" at the prompt.


Edit everyone's drafted news stories

♦ Same as team member option, but all drafted news stories are available for editing.

Delete any drafted news story

♦ Same as team member option, but any drafted news stories may be deleted.

Publish any news story

♦ Publishing a news story will immediately display it on the public Web site. Before youtake this action, be sure to preview the story using the edit function to see how it willlook. To publish, click the "publish" icon next to the drafted story you want to publish.Confirm the action by clicking "OK" at the prompt.

15

Unpublish any news stories

♦ Unpublishing a news story will immediately remove it from the public site and place itback in the "drafted news stories" category. The story can then be edited or deleted asneeded. To unpublish, click the "unpublish" icon next to the news story you want tounpublish. Confirm the action by clicking "OK" at the prompt.

16

HeadingsThe formatting of headings is performed in the site stylesheet (css/graphic_view.css).

Heading 1:

It has no margins and no padding, and it is used for the FASTRAC logo.

Heading 2:

Its font is bold Verdana and 200% in size with a top margin of 40px. It is used for page titles andhas an orange color (#E8931C).

Heading 3:

Its font is bold Verdana and 150% in size with a top margin of 40px. It is used for subheadingswithin pages and has a white color.

Heading 4:

Its font is bold Verdana and 130% in size with a top margin of 40px. It is used for a second levelof subheadings within pages and its color is the same as the text.

4. Design StandardsColorsThe colors used on the FASTRAC site correspond to the pallette below. The formattingdefinitions can be found in the stylesheet for the site (css/graphic_view.css).

17

Heading 5:

Its font is bold Verdana and 150% in size with no margin. It is white in color. Heading 5 is usedinstead of heading 3, whenever one has a two column page layout.

Images

Preferred dimensions:

- no wider than 300px, if text is wrapping around it,- no wider than 700px, if it takes up the whole page width.

Preferred resolution:

300 dpi for photos and 72 dpi for graphics.

Acceptable formats:

.jpg for photos and .gif for graphics.

Unacceptable formats:

.png due to large size and long loading times.

18

CSS Styles & Page LayoutThe page layout is achieved through the use of CSS objects and classes. The chart below detailsthe elements that control the page layout.

19

5. Site Map

20

6. Preferred TermsItems marked by * require a definition in the glossary.

21

7. Web Development TeamAlex Chung – [email protected]

Rachael Gilg – [email protected]

Mariela Hristova – [email protected]

Tammy Latham – [email protected]