NHS Education for Scotland Good Work Good Health Community ... · RSS Feeds RSS feeds can be...

GWGH Version December 2009

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NHS Education for Scotland

Good Work Good Health Community Website

http://www.knowledge.scot.nhs.uk/work

Guide for administration of the website


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Contents

Introduction Page 3

Homepage Page 4

Set page properties Page 4

Adding information/widgets Page 5

Moving widgets/information Page 7

Main navigation and sub pages Page 15

Resource Library Page 16

Search Page 18

Collaborating and networking (Wikis, Blogs, Discussions) Page 18

Guide for Specific Topic Pages managed by other administrators 0


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Introduction

Welcome to the ‘Guide for establishing and maintaining a community website’. The purpose of this is to provide guidance on how to setup and manage information on a community website. The specific

sections of this document demonstrate a ‘step-by-step’ process to make changes to information. This

includes inserting documents, making links to other websites and adding resources. Links can also be made through NHS Shared Learning (www.sharedlearning.scot.nhs.uk) to enable

suitable education packages to be offered and available to staff across NHS Scotland.

Support is available from NES KSG to set up and develop a community website and also to enable

searches relevant to specialities to be undertaken through Knowledge for Care Scotland (previously NHS Scotland e-Library) www.knowledge.scot.nhs.uk . A Memorandum of Understanding will set out

the responsibilities and expectations of all parties involved to ensure the continuing maintenance of the website.

NES KSG will have created your website and you will have agreed the aims, audience etc.

Other related documents Demo of admin functions

Developing your website Permissions table

Information Governance

Memorandum of Understanding


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Homepage

Administrators can select the layout of the homepage and select and configure widgets to be included. Consider what is important to the community e.g. to include a welcome message explaining the aim of

the community, you will need to include a text box.

When you log in as an Administrator the Edit bar is visible

Select ‘Edit page’ and the appearance of the bar changes to ‘Edit mode’

Select ‘Edit page’ and the appearance of the bar changes to ‘Edit mode’

From here you can:

• Set page properties

• Add widgets

• Create subpages

1. Set page properties e.g. select the size of the columns

Enter the name of your page

SEO = the text used to

optimise the page for search engines.

Select the appearance you require.


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2. Adding information/widgets

The pages on the website are built up using widgets. This is a list of all available widgets and below is

instructions on ways you can use each of the widgets in your website.

Widgets

Comments Enable members to comment

Community members

Display lists of community members and administrators with links to their profiles on Knowledge for Care Scotland.

Logged-in users will have access to full details; non-logged-in users to

minimal details. Only available for the whole community so only use on one page.

Contact us Enables users to email administrator of website

Images Add images or logos to your page. You can add as many images as you like to a widget.

Member edit permissions Allocate edit rights to a webpage, wiki, blog, discussion

Member view permissions

Allocate viewing rights to a webpage, wiki, blog, discussion

Quick Links /related links Displays links to selected key resources for the community or a particular

page. Community Administrators are able to insert this widget on specified

pages and populate with key links (including pages within the website) relevant to that section of the website.

Community administrators are able to add, edit, remove, preview and

publish lists of links.

Recent community

activity

Provides links to:

Pages, resources, discussion and comments, and new community

members added within a defined time period. Only available for the whole community so only use on one page.

RSS Feeds

RSS feeds can be selected by community administrators from the Feeds library or added direct.

RSS feeds allow you to see when websites have added new content,

without having to visit the site. It is a standardised format that lets you subscribe to a website using a specific piece of software. A library of

feeds is available on Knowledge for Care Scotland Only available for the whole community so only use on one page. but links can be provided direct to an RSS feed. For users with IE6 access to RSS feeds is limited as they need to click on stories not the title. It is advisable to include a message to this effect.

Shared Spaces links Links to e-Library Shared Spaces can be added to text boxes or Quicklinks

widget.

Tag cloud – Resources

Facility to display tags allocated to community resources

Tags are lists of keywords selected and associated with a resource by the users of the resource. Only available for the whole community so only use on one page.

Tag cloud – Members subject interests

Facility to display tags allocated by members of the community to describe their subject interests as part of their Knowledge for Care

Scotland profile.

Subject interests and profiles of community members will only be visible to logged-in users. Only available for the whole community so only use on one page.

Rich Text Area Community administrators are able to add, edit, preview and publish

authored text, with full WYSIWYG functionality.

Topic directories Add links to predefined searches of the Knowledge for Care Scotland content. The content for this type of widget has to be managed by NES

KSG team. If an administrator wishes to include topic searches the need

to negotiate this with KSG.


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It is possible to have more than one of each type of widget on a page if required.

To help you choose the right one, this is examples of what each one enables you to do:

• Rich Text Area - allows only text information to be added, for example a welcome message.

A URL (website) link can be added to the text also.

• Contact Us – allows you to enter your email address and enable users to contact you if they

have any queries about your website.

• Related Resources/Quicklinks – allows you to enter text information and you can add

resources from the ‘Community Resource Library’, Knowledge for Care Scotland (KFCS)

website, a URL (links from other websites) or a resource from your PC.

Some examples of use:

Title on the widget Type of widget to use

Welcome Rich Text Area Resources and Organisations Related Resources/Quicklinks

Guideline and Documents Related Resources/Quicklinks

Links Topic Links * Patient Information Related Resources/Quicklinks

Charities and Support Groups Related Resources/Quicklinks Links to specific wiki Rich Text Area

Events and Education Rich Text Area Community Contacts Contact Us

* The ‘Topic Links’ widget can only be added in consultation with NES KSG team. It will enable searches for relevant information through Knowledge for Care (e Library) to be undertaken and

results displayed.

To insert a widget on your page click on the ‘Add Widget’ link from the ‘Edit’ panel.

This will allow you to select what type of widget to add.

Click on Add Widget in the Edit

Mode

Select type of widget to add (e.g. Rich Text

Area)

Rich Text Area widget Related Resources /

Quicklinks widget

Contact Us widget


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Once selected, the widget will appear on your page. You will need to publish the page for the widget

to be visible on the site.

Moving widgets/information

Widgets can be moved around the page to enable information to be positioned where you would like

it.

Select the widget to be repositioned and click and hold the left hand button on your mouse.

Move the widget to where you would like it to be positioned by dragging it into position. A grey box should initially appear where the widget is moved from and then a grey box will appear to where the

widget can be moved to.

Once the position of the widget is satisfactory release the widget and it will be moved to that position.

Press the ‘Publish Page’ button to make changes visible.

Content of widgets

The title will initially be the type of widget inserted.

To edit the widget and add or change information, press the ‘Edit’ button on the widget. Press ‘Save’ after completing this and the title will be changed on the widget.

Remember to publish the page to make changes visible.

The editing and addition of information/text will be dependent on the type of widget inserted.

Each widget can be edited at any time and removed from the page by selecting ‘Remove widget’.

Widget to be moved

Grey box to move widget

into


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Rich Text Area – adding text

• Press the ‘Edit’ button on the widget.

• Type in the text that you would like to have written in the widget. For example a welcome

message. You may find it useful to look at a website already established to get an idea of the

types of text entered. If you are copying and pasting text it is best to use ‘ctrl v’ to paste

• Once text has been typed in, check for content and spelling and then press ‘Save’.

• The saved widget will then display the information that you have typed in. If you are satisfied

with the content on the widget press the ‘Publish Page’ button and this will make the widget

visible for others to see.

• The widget can be edited at any time.

5. Publish Page

Option to Remove Widget

4. Click Save

3. Enter content

2. Type in title of widget

1. Click on Edit


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Rich Text Area – adding a URL/website link to a text box

Related Resources/Quicklinks

• Press the ‘Edit’ button on the widget

• Enter the title of the widget e.g. Quicklinks

• Type in the text to describe the types of links in the widget eg guidelines, policies etc. Then

select the type of resource you are adding. This will add the link to the resource into the

widget AND into the resource library, if it is not already added.

3. Link button for creating a

URL/website link

1. Click Edit

2. Select words in body of text to link to a URL/website and press the link button (looks like a chain link - the break link/URL symbol is beside it for you to break hyperlinks).

4. Type in URL/website

address

5. Insert button (or click cancel)

4. A box appears to Insert/edit link


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Once the type of resource has been selected, insert the requested text in the boxes. For example a URL (website link) could be added by inserting the title of the resource followed by the URL. Boxes

with an * are mandatory fields and it is good practice to fill in the other text as requested.

If uploading a document from your pc remember to consider copyright. See the community rules for more information.

• To remove press the ‘Edit’ button. A ‘Remove’ button will then appear next to each resource

added to the widget. Click the ‘Remove’ button and the resource will be removed from the

widget but not the resource library.

• Press the ‘Publish Page’ button to make this visible on the website.

• The widget can be edited at any time. If the widget needs to be removed press the ‘Remove

Widget’ button.

Add a resource to widget:

- Community Resource Library - KFCS - URL - Resource from PC

1. Add a resource URL box 2. Insert title of

resource

4. Add

3. Insert URL of resource and fill

in the other fields


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Contact us functionality

“Contact us” enables all users of the website to send an email to one or more designated community administrators.

• Add the widget to a page

• Press the ‘Edit’ button on the widget.

• In the ‘Text Content’ box add text for the users so they know who they are emailing and why

you want to hear from them eg ‘to contact the community administrator to add or update

resources, please enter details below with your query and press the submit button’.

• Type in your email address as the Community Administrator in the ‘recipient box’.

• Click ‘Save’.

Comments box

This allows users of the website who are logged in to add a comment. The comments are visible to

all visitors to the website.

The administrator selects the number of comments to be displayed on one page within the widget.

Topic links

These topic searches need to be created by NES KSG so if they would be useful you need to contact KSG with details of the type of result you require. This widget allows an expert search of the entire

Knowledge for Care content , or selected targets eg Medline, Embase. Topic links can provide

searches for articles, journal titles, books for your area of interest.

You need to specify • Subject/topic

• Search criteria

For more information, please contact [email protected]

Limited access to pages to view and edit – member edit/view permissions

It is possible to limit view and edit rights for areas of the website.

Insert text in Text Content

box

Insert email address in

Recipients box of Community Administrator


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Default - edit and view rights:

• websites can be viewed and edited by all

• to contribute users need to be logged in with an NHS Scotland Athens username

Limit options:

• Only members can view or edit, i.e. users who are logged in and opted to join the community

(no moderation) • Selected members can view or edit – administrators can search for names in the list of

members and add them to the permissions.

This enables the administrator to devolve responsibility for pages to individuals or for example for a small sub group to collaborate on a document.

N.B. It is not possible to limit who views resources added to the library.

See permissions table for more details.

To limit who can edit a page, wiki, blog, discussion

Use the Member Edit Permissions widget

You can opt to only let members of the community, i.e. have clicked to join the community as

opposed to all people who are logged in and who can comment. Alternatively you can list the individuals who can edit by searching for names

To limit who can view a page, wiki, blog, discussion

As above but select the ‘Member view permissions’ widget.


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RSS feeds

Simply, a feed allows websites to distribute their content and helps users to stay up to date with the latest content added to a site. More and more sites are offering feeds and it is fast becoming the most

popular way to keep up to date with all new information. Feeds are also widely known as 'RSS'. There is a library of feeds for you to use which contains feeds

from websites, journal publishers (contents pages of journals) and topic searches of Knowledge for

Care Scotland (e-Library) content. Administrators can also add feeds not found in Knowledge for Care Scotland

The RSS widget enables the administrators to select RSS feeds from the Library that would be of interest to the community.

To select feeds click on the Feeds Library link in the widget

When the page opens

1. Check you are logged in – you may have to log in again

2. Search or browse topics and/or types to identify

feeds

3. Go to ‘My Feeds’ to add new feeds to your community, if they are not in the library.


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Each Feed record provides the option to ‘Add to My Community’. You will need to be an administrator of the community to add feeds. To add the

feed click the ‘Add to Community’ option and choose which community to

add the feed to.

You can add as many feeds as you want to a CBT

Tag clouds

You can include a tag cloud for all resources and / or a tag cloud of member’s subject interests.

Resources Tag Cloud

From the My Feeds Community

Page:

4. Manage feed across multiple CBTs

5. Add Feeds straight to your community that are not

available from the library

6. Remove Feeds

Click on the second tab to add the feed to a community.


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This is displayed as default on the Resource Library page but you can include it also on the home

page. It provides access to the community library’s resources via the tags associated with the resources.

Members subject interests tag cloud

This displays the subject interests associated with the profiles of the members of the community.

Recent activity

Recent activity widget lists resources, discussions etc added to the website. Administrators select the type of resources to be displayed.


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3. Main navigation and sub pages Administrators can configure the main navigation and the sub pages and any subsequent pages under each heading. It is a good idea to consider developing a site map before creating the pages.

Creating a new page

Log on to the website by clicking on the ‘Log in’ link and entering your Athens username and password.

Click on ‘Edit Page’ link.

To create a new page click on the ‘Sub Pages’ link

This will bring up a screen which enables you to enter the name in the ‘Create a New Sub Page’ boxes.

Log in

Select the section to add a

new page eg Organisations

Sub Pages link

1. Enter the details of the

new page

2. Select Page Layout

4. Publish

3. Create

5. Sort the order of the Subpages


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Enter the ‘page name’, ‘SEO (Search Engine Optimisation) title’ and ‘SEO description’ in the boxes.

For example:

Page Name: Paediatric Renal SEO Title: Paediatric Renal

SEO Description: Paediatric Renal Specialist Community

SEO = these fields help optimise the site for search engines. You might want to add extra keywords,

not in the page name, but a user might use when searching

Decide on the ‘page layout’ by choosing from the options available.

Add widgets following the instructions above. (See the adding widgets section for help with building a

new page).

Resource library All resources added to the community are stored in the community resource library and are available

to everyone who comes to the website.

Adding resources

Community administrators and community members can add resources by:

• uploading documents from pc or network (max size 4mb)

• add URLs of websites

• associate Knowledge for Care Scotland (e-Library) resources to the website

Note: Only administrators can withdraw resources and edit associated metadata.

Remember from Knowledge for Care Scotland search results page you can allocate resources to be

added to the community resource library and using keywords and tags indicate some of the ways the resource is useful.

Resources can be managed by adding tags. These can be associated with the resources by the

person adding or at a later date by any member of the community. Tags are displayed as a ‘cloud’ or list and clicking on a term will display all the associated resources.

Go to the Resource Library From the Add resources widget select the type of resource to be added

New sub page has been

created. The star* next to

means it is unpublished until you go into the page and click Publish Page


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1. Add a resource from Knowledge for Care Scotland (e-Library) 2. Add a url of a website

3. Add a document from your pc

Once the type of resource has been selected, insert the requested text in the boxes as displayed

below. Boxes with an * are mandatory fields and it is good practice to fill in the other text as requested.

1. To add from Knowledge for Care Scotland you have to search and select the resource you

want.

Search for term

Select the resource form the list and click add resource button


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2. Add a url of a website

Click the ‘Add’ button.

3. Add a resource from your pc

To add from your pc the option to browse your computer will be visible. This process is similar to

attaching a document to an email.

If uploading a document from your pc remember to consider copyright. See the community rules for

more information.

Search Search: This is available on all websites. On set up of the website administrators select to search:

Only the resources added to the community resource library OR

Resources added to the community resource library PLUS all the resources available via the e-Library

(now named Knowledge for Care Scotland)

Collaborating and networking

Comments box

Comments box can be added to any page to encourage members to provide input into the website.

Wiki Wiki: A piece of software which enables users to create, edit and link webpages. A wiki website is

usually created collaboratively and allows members of the creating community to edit its content.

Add a resource URL box

Insert title of resource

Add

Insert URL of resource

Add tags to help users find the

resource


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Community administrators select to include this functionality at the set up of the website, or to add or

remove it at a later date. Community administrators are able to:

• Create wikis

• Give designated (or all) community members rights to add and edit content and to upload

resources to each wiki. • Give designated community members rights to create new wikis.

• Give designated community members rights to view wikis.

• Include some other widgets on wiki pages eg permissions

Suggested text to help users will be available on your website wiki pages and you can amend, delete

etc as you wish. A copy will be available at the end of this document.

Blog Blog: An online journal created by a particular person. The owner posts messages to a dedicated website and allows others to add their own comments. Topics often include the owner's daily life or

views on politics or a particular subject important to them. Community administrators select to include this functionality at the set up of the website, or to add or

remove it at a later date.

Blogs can only be edited by the person who created it. Other users can comment via the comments widget if provided by the owner of the blog.

Community administrators should be able to:

• Create blogs

• Give designated community members rights to create new blogs.

• Give designated community members rights to view blogs.

• Include some other widgets on blog pages eg permissions

Suggested text to help users will be available on your website blog pages and you can amend, delete etc as you wish. A copy will be available at the end of this document.

Discussions Community administrators select to include this functionality at the set up of the website, or to add or

remove it at a later date.

Community administrators should be able to configure discussion forums to: • Enable all community members to publish and respond to topics and comments.

• Enable only designated community members to publish and respond to topics and comments.

• Enable only designated community members to view topics and comments.

Suggested text to help users will be available on your website discussion pages and you can amend, delete etc as you wish. A copy will be available at the end of this document.


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Guide for Specific Topic Pages managed by other administrators If you have specific pages or areas of your website you can devolve responsibility to individuals or

groups to manage. Below are the instructions to provide help for these page administrators including the option to link specific areas of wikis ,blogs and /or discussions.

Creating sub sections or special interest areas within your website that will be managed by other administrators.

Encourage these additional administrators to consider content - Types of resources

The below titles provide a checklist for collecting together information for a topic area / page on the website.

• Organisations: Identify organisations with website addresses.

• Guidelines: Identify guidelines and provide PDF, word document or website link for each one.

• Documents: Identify documents of interest relevant to speciality and provide PDF, word

document or website link for each one. • Patient Information: Identify patient information documents/tools and provide PDF, word

document or website link for each one. Searches can also be undertaken by NES staff via the

e Library • Charities and Support Groups: Identify charities/support groups and provide website

addresses

• Journals: Identify journals relevant to speciality that would be useful as quick links.

• Information Searches (through e Library): Identify key subjects/topics which would be useful

for quick link searches and provide search criteria to be used.

How to become an Administrator of pages within the community website

In order to develop a special interest page within the community website a Community Administrator

is required. Within your speciality group please decide on an individual who will be responsible for maintaining and updating resources and information on your community of practice page.

The allocated Community Administrator needs to make sure they are registered on e-Library with an Athens username/password. This can be achieved by pressing the ‘Log in’ button on the Community

homepage.

This link will allow you to either ‘Log in’ by entering your ‘username’ and ‘password’ to edit the

website or use discussions.

Log In

Athens Username

and password Register for an Athens

Username & Password


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Once logged on to the community please register select to join the community. There will be a link

next to the ‘Log In’ button to allow you to do this – ‘Join community’.

To become a page administrator please contact the Community administrator.

By becoming a Community Administrator you will be able to develop and edit a topic area / page.

Many of the instructions (from the previous sections) e.g. about adding widgets will be relevant to

page administrators. In addition here are some tips for highlighting the collaboration tools on your web pages.

Adding a link to the discussion topic, wiki or blog from another page

Here are the instructions for a discussion topic but the same applies for a wiki or blog.

Create a ‘Rich Text Area’ widget using the guidance above and title it ‘xxx Discussions’.

Click on the grey ‘Discussions’ button.

Make sure you are in edit mode by clicking on the ‘Edit Page’ link.

Once in edit mode you are able to create a discussion area specific to your community by entering details in the ‘New Topic’ widget.

Link to Discussions

Search discussions

New Discussion

Topic widget

Links to other discussion

areas

Discussion Title

Discussion description

Create discussion button

Information and guidance on using Discussions

Discussions started by you


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In the ‘Title’ box add the name of your ‘topic’. Add a description of your discussion area.

Your community of practice details will now be displayed in the widget on the right hand side called ‘Discussion Topics’.

The page administrator can decide to link to the full discussion landing page, a particular topic area or

an individual discussion.

Example: Click on the discussion “Vocational Rehab” in the ‘Discussion Areas’ widget - this discussion page will open and you will see the link to the Good Work Good Health discussion. Click on this clink

and the web address will be displayed in the address bar. Select and copy this web link in the address bar.

Accessing the Discussion pages:

Web address: select and copy


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• Return to your ‘special interest groups and projects’ page and go to “Communities of

Practice”.

• Press the ‘Edit’ button on the ‘Discussion’ widget.

• Enter some text, highlight the text and click on the link button (looks like a chain) in the

Insert/edit link box that appears. • Paste in the web link you copied earlier from the discussions page.

• Choose “Open link in a new window” and give the link you are creating a title.

• Click on Insert (or cancel if you wish to start again).

• The text will now be underlined.

• Press the ‘Save’ button and the ‘Publish Page’ button.

A link directly to the discussion page has now been made in the Communities of Practice part of the website.

Link button (looks like a chain symbol) for creating a web link

Click Edit, write some text and highlight it then click the link button (looks like a chain symbol)

Paste link website URL

from Discussion page

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