sy_instructions_72012

Schoolyard Reference Instructions: • I forgot my login. How do I enter the administrative side of the site?

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• How to Edit a Internal Page Body Copy

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• How to Change a Title of a Page and its Link in the Navigation

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• How to Create a New Page and Place within the Navigation

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• How to Move a Page within the Navigation (or change its placement within a list)

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• How to Upload a Photograph to a Page

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• To add/delete an attachment

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• To list an attachment as a link on the page

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• How to Enter a new Calendar Event

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• How to Embed Video to a page

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• How to upload to the Dining Menu

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• How to create a Group or Teacher Page

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• Group Information

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• How to Create a Group Photo Gallery

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• How to Create a Newsletter Type (for a targeted audience/group)

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• How to Create a Newsletter Issue

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• How to Add Subscribers to a Newsletter Type

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• How to send a Newsletter

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• How to Create a Newsletter Listing page

550 South Water Street

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Providence, Rhode Island 02903

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401.272.0079

|

www.schoolyard.com

Schoolyard Reference Instructions: I forgot my login. How do I enter the administrative side of the site?

1. Type in the url of your site with /user. The User Account screen will be visible.

2. Select the ‘Request New Password’ tab next to the ‘Login’ tab.

3. Enter in either your user name or email address, and the system will automatically email you a one-time password.

4. Upon logging in, you will be redirected to your User Record to select and confirm a new password.

How to Edit a Internal Page Body Copy: 1. Select the page you’d like to edit from the navigation.

2. Select the ‘Edit’ tab, located next to the ‘View’ tab - underneath the page title.

3. To edit body copy - Edits to the body copy are made within the ‘Body’ section, by typing or deleting directly in that section. You may also paste new copy into the area.

4. Use the tabs at the top of the ‘Body’ section to bold or italicize text.

5. To use pre-formatted headers for titles within a page, highlight the intended text, and under the ‘Format’ tab, drill down to the desired Header choice and select. **Note - There must be a line space between the intended title and following text. If not, the immediate following text will also be formatted with the selected Header formatting (Header 2 or 3).

6. To change a Header (2 or 3) BACK to the general body copy, highlight and select ‘Format’ under the ‘Format’ tab.

7. When you have completed the edits to the page, scroll down to the bottom of the page and select SAVE. How to Change a Title of a Page and its Link in the Navigation: 1. Select the page you’d like to edit from the navigation.

2. Select the ‘Edit’ tab, located next to the ‘View’ tab - underneath the page title.

3. To change the ‘Title’ of the page -make that change in the ‘Title’ field box at the top of the page (directly under the View, Edit, etc...tabs).

4. To change the name of that link in the menu navigation (so that its consistent with page title) scroll down towards the bottom of the page to ‘Menu Settings.’

5. Change the ‘Menu Link Title’ field box to match with the Page Title you entered above, and 6. Scroll down to the bottom of the page and Select ‘Save.’

How to Create a New Page and Place within the Navigation: 1. Under the ‘Content Management’ tab across the top of the screen (far left), scroll down to ‘Create Content’ and select ‘Page.’

2. Enter in the Page title in the ‘Title’ field box.

3. You may choose to enter copy and photos first, but we’ll skip to placing the page within the navigational menu.

4. Scroll down to ‘Menu Settings’ and drill down on the arrow.

5. Enter the ‘Menu Link Title’ in the corresponding field box. In most caes this will be the same as the ‘Page Title,’ but instances where the page title is too long for a menu title, this allows for some editing.

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 1

6. Next you’ll need to select where, within the site navigation, this page should live. Click on the ‘Parent item’ drop down and you’ll be presented with the entire architecture for the site. Scroll up or down to find the Primary Link (or secondary link) under which your newly created page should live, and select it from the list.

7. List placement is decided upon by the ‘weight’ of each page. The ‘lighter’ the attributing number, the ‘higher’ it lives within the navigation (meanig, closer to the top of the list). ‘Weight’ numbers begin at -50 and extend till 50. A page with a corresponding weight of -50 will live at the top of its menu list. After you select the ‘Parent item’ for your new page, you’ll need to select a weight to determine its specific list placement. For more information about list placement, see below (How to Move a Page within the Navigation.)

8. Scroll down to the bottom of the page and select ‘Save.’

How to Move a Page within the Navigation (or change its placement within a list): 1. Under the ‘Site Building’ tab across the top of the screen (next to ‘Content Management’), scroll down to ‘Menus’ and select ‘List Menus.’

2. Included in this list will be: all groups, Primary links, Secondary links, Utility links, and others (Footer links, etc...) If this pertains to a page within the main navigational framework, select ‘Primary links.’ If not, select one of the other available menu options.

3. You will be presented with a vertical listing of all the pages within your selected menu. If you selected ‘Primary links’, you should see all menu links (primary, secondary , tertiary, etc...)

4. Next to each link is a four-pointed cursor. To move any page, select the cursor to its immediate left and drag to its revised placement. Once a page has been moved, it will be marked with a ‘gold asterik to the immediate right of its title.

5. There are no limits to the number of changes you may make within this menu page, but be sure to select SAVE atthe bottom of the page, otherwise none of the changes will keep.

How to Upload a Photograph to a Page: 1.

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Select the page to which you’d like to add a photo.

Select the ‘Edit’ tab, located next to the ‘View’ tab - underneath the page title.

Scroll down to immediately below the ‘Body’ section of the page, to ‘Image.’

Select ‘Choose file’ and select the photo you’d like to upload from your computer. Files must be either: jpeg, jpg, png or gif.

5. Once the photo has been selected and the file icon is visible to the right of ‘Choose file’, select the ‘Upload’ button to the far right.

6. Once the photo’s been uploaded, a thumbnail image will appear, with sizing and title fields to the right.

7. Select the size in which you’d like the photo to display under the ‘Style’ drill down - Thumbnail, Medium, or Large with the alternative option to select one of those options w/ a magnified view. Thumbnail size is roughly 1/3 of the body copy area; medium is roughly 50%, and large is just about equal to the columnar width.

8. If you would like a caption to appear under the photo, place copy in the Title field before placing the photo in the ‘Body’ area. Additionally, if there is no caption to be included, you may add a general description in the Alternate Text field - to be read by search engines and screen readers.

9. To place the photo - place the cursor approximately where you’d like the photo to be placed in the content area, to the far left.

10. Select the ‘Insert’ button to the right of the image Style selection.

11. Once the photo appears in the content area, highlight the photo by clicking on it, and select

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 2

one of the alignment tabs (align left or right) across the top of the content area (next to the Bold tab) to place your photo.

12. **Note - in order to change the size of the photo display, you must first delete the photo from the content area (by highlighting and selecting ‘delete’ on your keyboard), and then select an alternative size option, and place again. This holds true for captions as well - the caption must be entered BEFORE the image is placed in the Body area of the page.

13. You may upload as many photos as you’d like - the image options will add on as you upload a photograph.

14. Scroll down to the bottom of the page and select ‘Save.’

To add/delete an attachment: 1. Select the page to which you’d like to add an attachment.

2. Select the ‘Edit’ tab, located next to the ‘View’ tab - underneath the page title.

3. Scroll down towards the bottom of the page, till you see ‘File attachments’ and drill down on the arrow.

4. Select ‘Attach new file’ and select the file you’d like to upload. Once the file icon appears, select the ‘Attach’ button.

5. Once the file has been uploaded, a Description field will appear with the file name, size, and ‘Delete’ and ‘List’ box options (the List box will be checked).

6. ** Note - You may change the title of the attached document to ANY title of preference in the Description field.

7. To list the attachment at the bottom of the page, under a ‘Downloads’ header - scroll to bottom of page and select ‘Save.’

8. To delete the uploaded attachment from the page, ‘check-off’ the ‘Delete’ box to the left of the attachment description, and ‘uncheck’ the ‘List’ box. Select ‘Save’ at the bottom of the page.

To list an attachment as a link on the page: 1. Follow steps 1 - 7 in the instructions above.

2. Underneath the File attachment description, there will be a url listed for the link location. Highlight and copy this link.

3. In the ‘Body’ section of the site, enter in the copy that will become the link for the attached file.

4. Highlight the copy, and select the ‘Insert/Edit Link’ tab that appears across the top of the ‘Body’ section, next to the ‘Increase Indent’ tab.

5. Paste the copied file attachment url in the ‘Link URL’ text field and select ‘Insert.’ As a rule of thumb, only include everything to the right of the site/sandbox url (for example ‘/xxxxxxx. pdf ‘) 6. Scroll back down to the file attachment description and ‘uncheck’ the ‘List’ box.

7. Select ‘Save’ at the bottom of the page.

How to Enter a new Calendar Event: 1. Under the ‘Content Management’ tab across the top of the screen (far left), scroll down to ‘Create Content’ and select ‘Event.’

2. On the ‘Create Event’ page, enter a title for the event in the ‘Event Name’ text field.

3. Select the Start Date (a pop-up calendar will appear when clicking in this field), and enter a Start Time for the event.

• For All Day events (with no start or end time), you will need to enter 12:00am in both

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 3

the Start Time and End Time fields (From and To).

For a one-day event with ONLY a start time, you will need to enter the Start Date and a Start Time. You do NOT need to enter an end date or end time.

• For a one-day event with a start and stop time, you will need to enter the Start Date, StartTime, and Stop Time. You do NOT need to re-enter the date again.

• For Repeat Events, enter in the Start Date (and Start & Stop times if applicable), and then drill down on the ‘Repeat’ link listed below the ‘To date’ field. Choose a ‘Frequency’ (in most cases, ‘every’), and a time Period (in most cases, ‘days’), and enter in the ‘repeat until’ date below in the text field (a pop-up calendar will present itself when clicking in the field box).

If there is information you’d like to include for this event, it can be entered in the ‘Description’ area - below the ‘Repeat’ link (for example, ‘This event will be held in the back of the library’).

If there is a specific location for the event, especially if it is an ‘off-campus’ event, you may enter this information in the ‘Location’ fields (below Description). This information will automatically link to Google Maps, and in the detailed view for the event, a link to Google Maps will be provided with the relevant address info.

If you would like to link the event to either an internal or external link for more information, enter the URL in the ‘Event URL’ text field (below Location).

Scroll down to bottom of page and select ‘Save.’

After saving, you will see the detailed view of the event, with a link back to the main calendar. The event will automatically be pulled into the intended calendar. **Note - when entering multiple events for the calendar, rather than selecting ‘Event’ under the ‘Content Management/Create Content’ tab, you may also select the ‘Clone’ tab to the far right of the ‘View’ tab. If doing so, make sure to delete all information from the previously entered event and enter in new information.

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How to Embed Video to a page: 1.

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Copy the video’s URL from your video hosting site (either YouTube or Vimeo).

Select the page to which you’d like to add your video.

Select the ‘Edit’ tab, located next to the ‘View’ tab - underneath the page title.

Within the ‘Body’ area, paste the video’s URL where you would like it to appear on the page.

Scroll down to the bottom of the page and select ‘Save.’

The video will now be visible and play on the selected website page.

How to upload to the Dining Menu: 1. Under the ‘Content Management’ tab across the top of the screen (far left), scroll down to ‘Create Content’ and select ‘Create Menu Entry (separate meals or per day).’

2. Enter in the date (pop-up calendar will appear when clicking in this field).

3. Enter (or paste) copy in for Breakfast, Lunch, Snack (if offered),and Dinner.

4. Scroll down to bottom of page and select ‘Save.’

5. Similarly to creating a new calendar event, you may also clone a previously entered menu record and delete the information, before adding in a new date and content.

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 4

How to create a Group or Teacher Page: 1. Under the ‘Content Management’ tab across the top of the screen (far left), scroll down to ‘Create Content’ and select ‘Group.’

2. In the ‘Group Name’ field box, enter the desired name of the group. Either duplicate this information in the ‘Description’ field or enter other descriptive text.

3. If there is information you would prefer visible always on the group page (as a preface to all posts), please enter this in the ‘Mission Statement’ content area. You may also insert photo/s from the ‘Image’ selection below.

4. If this is included for your school site - Select the appropriate ‘group type’ for your Group from the dropdown menu (for example, if this is referncing Alumni - select Community; if the intended group is a 4th grade class - select Class). This controls how groups are listed in a school Directory, and may not be an option in your website.

5. If the group is considered ‘private’ and not accessible without login credentials, check the ‘private group’ box, followed by the preferred Membership controls.

6. Group Manager information - you may input the ‘Name’ and accompanying information for the Group Manager in the following fields: Image, Email, Phone#, Office Hours. This information will apper in the upper right hand corner of the group page.

7. If the Group is to live within the navigational menu (rather than being accessible form a Directory List), drill down on the ‘Menu Settings’ tab.

8. Enter the ‘Menu Link Title’ in the corresponding field box. In most caes this will be the same as the ‘Group Title,’ but in instances where the group title is too long for a menu title, this allows for some editing.

9. Next you’ll need to select where, within the site navigation, this page should live. Click on the ‘Parent item’ drop down and you’ll be presented with the entire architecture for the site. Scroll up or down to find the Primary Link (or secondary link) under which your newly created page should live, and select it from the list.

10. List placement is decided upon by the ‘weight’ of each page. The ‘lighter’ the attributing number, the ‘higher’ it lives within the navigation (meanig, closer to the top of the list). ‘Weight’ numbers begin at -50 and extend till 50. A page with a corresponding weight of -50 will live at the top of its menu list. After you select the ‘Parent item’ for your new page, you’ll need to select a weight to determine its specific list placement. For more information about list placement, see below (How to Move a Page within the Navigation.)

11. Scroll down to the bottom of the page and select ‘Save.’

Group Information: Once you’ve created a Group, the following content types will be available to the Group administrator: • Group Event: works like a Calendar event and will list in the right sidebar • Group Post: will occupy the main content area for the group and will sort by post date the most recent post lists first. Group posts may be accompanied by photos (uploaded the same as an image on a page.)

• Group Resource: considered a separate resource page for groups (example - Summer Reading list). In creating a Group Resource page, the author must place this within the Group menu, unlike other Group specific information which auto-populates. See earlier instructions for Menu Placement.

• Group Gallery (or Photo for Gallery): see below

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 5

How to Create a Group Photo Gallery: 1. Select ‘Create Photo Gallery’ amongst group administrator links in left sidebar.

2. Select a Title for the Photo Gallery, and a Description if necessary. For example, “ Our 5th graders explored shapes and their properties through puzzle building.”

3. The admin’s Group should already be selected in the targeted ‘Audience.’

4. Scroll down to te bottom of the page and select Save.

5. Once you’ve saved the gallery, you can now upload images to the gallery. You can either add singular files by sleecting the ‘Add files’ button or you may drag and drop multiple files to the queue. Once all your files are listed on the screen, select ‘Start upload.’

6. Once all the images have successfully uploaded, select the ‘Manage Images’ tab. In this view, you may rename the photos, adjust the image rotation, and select the prefrred image to represent the gallery.

7. To re-sort the images, select the ‘Sort Images’ tab and select the ‘click here’ link to access the standard sort form. Using the cursors to the left of the images, drag and drop in the order you’d like them to appear; select ‘Save Custom Sorting’ when finished.

8. You may add more images at any time to your new gallery, by selecting the ‘Upload New Images’ tab and repeating the steps above.

9. Once the gallery has been created, it will display in the right sidebar of the group page. The sidebar will display up to 3 photo galleries. If more are available, a link will display below the 3rd gallery indicating additional galleries for viewing.

How to Create a Newsletter Type (for a targeted audience/group): 1. Under Content Management, select Newsletters/List Newsletters. IF there are newsletter types that have already been craeted, you will see the list display. If not, or if you would like to create a new Newsletter, select the ‘Add Newsletter’ tab.

2. Select a name for your newsletter (i.e. XXX School Alumni News). You may also include a Description, but this is optional.

3. Because its very likely that this will not live directly in the navigation, you do not need to change the Weight - leave as ‘0.’

4. For sending purposes, you’ll want to select a ‘From name’ and ‘From email address.’ (Entering this information will not automatically send the newsletter.)

5. Select ‘Save’ How to Create a Newsletter Issue: There are two different newsletter templates for issues. One provides the faeture articles in their entirety within the newsletter; the other provides the title, teaser text, and a link to the full article. The two cannot be combined, so you must decide which version you would like to build for your issue.

1. Under Content Management, Create Content, you will select EITHER ‘Newsletter Issue-Full Stories’ or ‘Newsletter Issue.’

2. Select the Date and Newsletter type from the Dropdown 3. If you’ve uploaded a Newsletter header image, select the relevant image under the Header Image dropdown. (Newsletter header image dimensions: 800 pixels x 200 pixels) 4. Select the Sidebar location - either right or left. This will alter the placement within the email (when sending) but not the location on the site. The sidebar will contain an automatically created index of all featured articles, newsletter announcements, and listing of upcoming events.

5. If you’d like there to be intro copy, before the featured articles, include this in the Intro/Body

550 South Water Street

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Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 6

Copy area.

6. Ignore the ‘send newsletter’ area just yet - we’ll address that after the newsletter issue’s been built out.

7. Upcoming events - select as many as you’d like to appear in the Sidebar.

8. You may upload an image for the intro area, and also enter in body copy (that will live in the footer) - these are both optional.

9. The newsletter issue may live in the navigation (by using the Menu Settings drill-down), but its more likely that you will include a Newsletter Listing page (content type) within the navigation.

This is reviewed below.

10. Select Save 11. In order for the date and Newsletter Type to recognize each other (and list together), BEFORE ADDING ANY ARTICLES, you will need to select the Edit tab, and once again, select Save.

12. TO BEGIN ADDING ARTICLES - select the ‘Newsletter Article’ content type under Content Management/Create Content.

13. Enter Title and Byline (optional) 14. Select the Issue to which you’d like to attribute the article from the dropdown,a nd select the list order for the article (#1 appears first in the newsletter) 15. Enter body copy and upload photo (optional) 16. Select Save 17. Upon Saving the Article, you will view a list display of the issue contents. You may select the Issue link to display the full newsletter.

18. To add more articles, either select the ‘Add an article’ link at the bottom of the issue, or go through the same steps as listed above.

19. TO BEGIN ADDING ANNOUNCEMENTS - select the ‘Newsletter Announcement’ content type under Content Manageemnt/Create Content.

20. Enter Title, text, or if you’d prefer, enter a Story Link title, with the relevant Link URL. 21. Select the List order from the dropdown and select Save.

22. Repeat to add more announcements.

How to Create a Newsletter Listing page: 1. Select ‘Newsletter Listing Page’ under Content Management/Create Content.

2. Select the desired Newsletter Type from the dropdown, enter introductory copy (optional), and place within the Menu (under Menu Settings) 3. Select Save How to Add Subscribers to a Newsletter Type: 1. Under Content Management, go to Newsletters/Subscriptions/Mass subscribe 2. Paste in email addresses in the ‘Email addresses’ field. They need to be separated by comma, spec or line break.

3. Check of the Newsletter Type for the Subscribers 4. Select Subscribe 5. Users have the option of ‘unsubscribing’ from the newsletter list (by default there’s a link to do so in the footer of the email). The system will maintain all changes within the system for future distributions of the Newsletter Type.

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 7

How to send a Newsletter: 1. To first confirm that you have the correct name and email address configured in the system for sending, under Content Management, select Newsletters/Newsletters/List Newsletters 2. Select ‘Edit Newsletter’ for the Type you’re interested in sending 3. Check the Sender Information and edit if needed 4. Select Save 5. To access the newsletter issue you’re sending, you may either go to the Newsletter Type listing page (if active) or Content Management/Content/List 6. Search by Type & select Newsletter Issue (or Newsletter Issue-Full Stories), and select Filter.

The most recent newsletter will appear at the top of the list.

7. Select the newsletter and go to Edit view, and Select Send Newsletter. You may also send a test to begin before sending to the larger subscription group.

8. Select Save

550 South Water Street

|

Providence, Rhode Island 02903

|

401.272.0079

|

www.schoolyard.com 8