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Upload and check in documents for the website
This step-by-step guide makes it easy to contribute content to the Society website.
Updated: 4/14/2008 9:41:05 AM
All content on the BHS website begins as a document in your computer. It may be a Word document (most common), a PowerPoint presentation, and Excel spreadsheet or Acrobat PDF. Hundreds of formats are supported – commonly, we use these.
Prepare your content as you normally would. See these tips for Word processing.
Log in to Content Server
- Go to http://www.barbershop.org/web, choose LOGIN from left column
- Username and password are case–sensitive – use all lowercase!
- Problems? Email webmaster@barbershop.org
Check in a new document
Click Content Manager from left column - Click New Check In
This brings you to the Content Check In Screen:
Enter the descriptive metadata
Metadata is cataloguing information about the document, the "card catalog" information that describes the story, determines where it will go on the site, who can read it, when it will be updated, and so forth.
The first section of the Content Check In Form is material that describes the contents of the story.
- Type is NATIVE- Original source docs at check in. Click the drop down to select.
- Title is the descriptive title that will appear on the top of the finished web page. Make this good! This is a “grabber” – avoid simple labels, but also obtuse titles like “Don’t miss this” which don’t really unveil the contents.
- Security group is PUBLIC. Click the drop down to select
- Primary File is the actual document you are checking in. Click BROWSE to locate the file on your hard drive or floppy which you wish to upload.
- Alternate File does not apply for most users. Leave blank
- Revision: leave blank
- Publish: leave as YES
- Content Category should be Article for most documents. Exceptions might be FORMS, MANUALS
- Comments field is for internal comments, instructions to editors, revision notes. Example: "Updated to include new titles for Smith, Jones."
- Teaser is the "sell copy" that encourages readers to explore further. Use action verbs that describe what the reader can accomplish after reading the story.
- Jumpword: leave blank
Enter the site management metadata
The next group of metadata fields helps manage the web site.
- The Site_Section and Site_Subsection fields correspond to the layout of the web site. Click the drop down to select a Site_Section; doing this adds the appropriate fields to the Site_Subsection drop-down.
- Enter an Expiration date on which the document should be checked for currency. If the story is "evergreen," that is, not time sensitive and likely to remain unchanged, set a date 8 months into the future. Format is MM/DD/YYYY.
- _Dates fields: LiveWire, Update, DirectlyInvolved, and other newsletters are published online. Use this field to enter the cover date of an article from these publications. Cover date is the first day of the first month, e.g. the 2002 July/August Harmonizer date is 07/01/2002. Stories can appear in more than one newsletter - complete any fields which apply.
- Business driver -- broadly speaking, which part of the work plan is it in? Select from the pop-down box. Make a second selection in the pop-down to add more information.
- Intended audience -- who ought to be interested? Select from the pop-down box. Make a second selection in the pop-down to add more information.
- Department or project -- more good guesses - Select from the pop-down box. Make a second selection in the pop-down to add more information.
- Product ID -- If the story mentions specific Harmony Marketplace items, you may enter their product numbers here, separated by commas. Format is for stock numbers to be six digits long, so insert zeros in front if needed. Example:
000761, 004052 - Release date -- should auto-fill with current date/time. Change this field if the story should be embargoed until a specific date.
Check in the document
Stop -- double check before check in
The fields marked in red are required -- you will receive an error message if they are not completed. Worse, you may have to re-enter information. So…make sure you've filled in the required fields.
Clicking check-in triggers the following actions:
- The document is uploaded to the server. Note that this might take some time, depending on the size of the document and the speed of your connection. After successful upload, you will be taken to another Content Check In Screen.
- The document enters workflow for review and approval before publishing.
- You will receive an email that acknowledges the item has entered workflow.
- On the next publishing cycle, approximately twenty minutes, the document is translated and published to the web site.
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