TO ADD A USER TO THE CONTENT MANAGEMENT SYSTEM (BEST DONE TOGETHER): 

  1. Click the dropdown menu in the upper left hand corner of the screen.
  2. Under the “community” tab on the dropdown menu, select user accounts.
  3. Click the “New” button in the left corner. 
  4. Enter the employee’s preferred email account, as well as the employee’s first name/last name for the screen name. 
  5. If with the employee in person, have them enter a password they would prefer. If the employee is not present, make the password “changeme!” so they may access the account and change the password on their own. 
  6. To make alterations an employee’s back end account, such as changing a password, simply click on the account on the list of user accounts. If it was just created, it should be at the very top. 
  7. Under this tab, you can edit the employee’s job title such as “news reporter” or “sports editor” or “assistant visual editor” 
  8. Be sure to inform the employee of this function as well so that they may fill out their “about me” sections or make any necessary alterations to their own account. 

TO CREATE AN ARTICLE ASSET:

  1. In the top left hand corner of the screen, click the dropdown menu. 
  2. Select assets under the editorial tab. 
  3. Select new asset in the upper left corner of the search results box. Select article on the drop down menu. 
  4. In the article box, its safest to begin your work on the asset by clicking the do not publish box under the “other” tab on the right hand side of the asset. 
  5. From here, the text of the article can be placed in the middle of the asset. 
  6. Before setting an article live by unclicking the do not publish box, make sure that it has a headline, a byline, a photo attached, and that the presentation setting (found at the bottom of the asset in the middle) is set to “long form.” 
  7. It’s also important that you appropriately tag the article so that it can be found by the audience. To do so, click the tabs section on the right hand of the asset. Click the “add” button and a drop down menu will come down. Consult with your editor on which tag is appropriate, but usually “news” is for news articles and “sports” are for sports articles etc. 
  8. To ensure the article appears on the homepage under the correct section, select the keywords section under tabs and type in the appropriate keyword to search for and select it. Consult with your editor on which tag is appropriate, but often for news the keyword is homepage_news and for sports it’s homepage_sports, etc. 
  9. After unclicking “do not publish,” save the article to ensure that it “went live” on the website. If you plan to do more work before the asset is ready, simply save before unclicking “do not publish” and you can come back to it later. 
  10. When the asset has been set live, click the down arrow next to the word view at the bottom right corner of the asset and select live view to open the live article up in a new tab. 

TO CREATE A PHOTO ASSET: 

  1. Follow steps one, two and three from the above instructions but select image from the new asset dropdown menu. 
  2. Once the image asset is open, the photo can be uploaded from your computer in the middle of the asset box under add image file. Be sure to consult with the visual desk if unsure of a photo’s dimensions. Defer to the judgement of the visual desk when unsure about any image selection for articles. 
  3. There is no need to select “do not publish” on the image assets, but be sure to write a caption and add a byline for the photo. Consult with editors if unsure. 
  4. Give the asset a title that will be easy for reporters/editors to find later on. For a picture of Joe Harroz, the title “Joe Harroz” or simply “Harroz” will be sufficient. 

TO ATTACH A PHOTO TO AN ARTICLE:

  1. With an article asset open, click the related tab on the right side of the screen. 
  2. Under the child assets tab, click add. 
  3. If you are looking for an asset not yet on the backend, click image on the dropdown menu and follow the same steps as above to create a photo asset. 
  4. If the asset is already on the backend, search for it by keyword. To make this easier, make sure to click “image” under “type” before searching. 
  5. When you’ve found the correct image, click “add selected assets” if the image you are selecting is ready to use without any changes. 
  6. If the image you are using requires that you change the caption to add appropriate context in relation to the story, find the asset on the backend outside of the asset and right click on it. Select “duplicate” after right clicking the asset. In the new duplicated asset, make the needed changes and use the duplicated asset in the story. 
  7. After attaching the image, make sure to revisit the instructions on creating an asset before setting the article live. 

TO CHANGE HOW A PHOTO APPEARS ON ARTICLE PREVIEW (EX. A HEAD IS CUT OFF):

  1. Within the image asset, click the preview tab under the title.
  2. Click set crop on the right side of the preview tab.
  3. The photo will open, and on the top right click create crop region.
  4. Drag the sides of the box until you contain the part of the image you want. Ideally, it should be a rectangular selection.
  5. Click “ok” in the bottom right, and your selection will be saved.
  6. Save the image asset for the crop to save on the asset.

TO CREATE A PHOTO GALLERY:

  1. Under the new asset dropdown menu, select collection.
  2. Enter the title information and any tags that apply to the gallery.
  3. Under tags, make sure gallery, mobile and multimedia > photos are checked.
  4. Under Children, click “add” and either upload your photos or select them from the “find assets” command. 
    1. You can only select photos from one page at a time, so once your photos are selected, click “add selected assets” and start again.
  5. Once all your photos are in the gallery in the order you want, click presentation in the bottom right corner.
  6. Choose “vertical gallery” as the presentation.
  7. Save and publish.

TO UPDATE THE HOMEPAGE: 

  1. Open the article asset that you want linked in the featured section on the homepage or the alert section on the homepage
  2. Open the flags section under the tabs tab on the right side of the asset. 
  3. To set the article as the “alert” bar at the top of the homepage, simply select the alert flag under the flags section. 
  4. To set the article as the “featured” story in the middle of the homepage, simply select the featured flag under the flags section. 
  5. Remember that the alert bar is better used for more direct, news-centric stories while the featured section is best for any stories with good visuals. 

TO EMBED A TWEET IN AN ARTICLE: 

  1. Open the article asset that you would like to embed the tweet. 
  2. On Twitter, click the down arrow on the right hand side of the Tweet you’d like to embed. 
  3. Select copy tweet, and copy the link of the tweet that you want to embed. 
  4. Click copy code and return to the backend 
  5. On the backend asset, click on the small bird/tweet button on the right of the tool bar. 
  6. In the search bar, paste the link of the tweet and hit search.
  7. Once the tweet pops up, select it and then hit insert.
  8. The tweet should be embedded wherever your cursor was before inserting it. 

TO EMBED AN INSTAGRAM POST IN AN ARTICLE:

  1. Find the post you want and copy the embed code
  2. Go to the “related” tab in the asset, under “sibling asset” click add
  3. Go down to “More editorial” and selected HTML
  4. Give it a Title and paste the embed code in the box under HTML
  5. Save and close
  6. Place it in the asset
  7. Double click on it once in the assets and change the presentation to HTML. You can also change the width and alignment depending on how you want it to present online.

TO EMBED A PDF IN AN ARTICLE: 

  1. On your browser, open the PDF document you want to embed. 
  2. Download the document to your computer. 
  3. Open Google Drive
  4. In Drive, open the select the “new” button in the upper left corner and select file upload from the document menu. 
  5. Upload your PDF to Google Drive and open it in Google Drive. 
  6. In the upper right hand corner of the PDF click the three dots in a vertical line to reveal a dropdown menu. 
  7. In that dropdown menu, select share.
  8. Select get shareable link and set the settings to full sharing access. 
  9. Click the vertical dot option menu again and select embed item. 
  10. Copy the embed code. 
  11. Open the article in which you wish to embed the PDF. 
  12. Selecting the gear icon as with embedding tweets, select edit HTML source.
  13. Paste the embed code into the location within the HTML that you would like the document to appear in the story. 
  14. After pasting the code, look at the embed code you just pasted. Within that code should be text that reads width=”640” 
  15. After locating that text, change the text to read width=”1000”
  16. Save the asset and the PDF should be embedded.