User Guide

Logging in & managing your account

Logging In

  1. If you already have a website account, go to to log in, or click the Log in link provided.  If you are not logged in, a log in box will display allowing you to enter your user name and password. If you are already logged in, you will be on the My Account page, and your username and profile information will appear. 

  2. If you cannot remember your password, click the Request new password tab to retrieve a new password via e-mail.

  3. Once you are logged in, you may proceed with editing or adding content to the site.

Changing your name or password

  1. Log in and click the “edit” tab on your user profile page. (Note: if there is no link to My account or Log in on your site, you can just add  /user  to the end of your domain website URL.) On the account page click the Edit tab, on that screen you can change your user name and/or password. Make your desired changes, scroll down and click Save.

    NOTE: the password fields will be blank when you edit your account. That does not mean you need to type your password into the fields unless you want to change it. If you do not type a new password into these fields, your old password will remain active.

The Command Flyout

Once you’re logged in, if you have the permission to edit your account, create content, etc., you’ll see a small gray box with a gear on the lower left side of your screen. Click the gear and a menu will appear, giving you shortcuts to various things you can do within the site. Tool tips are available if you hover over any of the buttons.

There is more detail on each item later in this guide, but a quick overview:

Please note that you may or may not see all of these options, depending upon your site role, or on the functionality enabled for your site.

  1. My account. The button that looks like a person is the link to your website account page, where you can edit your user name, change your password, etc.

  2. Create new. The page with a plus mark on it allows you to create new content. Depending upon your permissions, you’ll have a shortcut to create posts and/or webforms.

  3. Edit content. The page with the pencil over it takes you to the content editor, where you can edit content by post or by group.

  4. Site map. The folder icon takes you to the site map page (if you have the permission for it) where you can edit the site map, admin terms, etc.

  5. Manage users. This button takes Site Admins to the page where they can activate memberships, assign roles, edit users, etc.

  6. Log out. This button logs you out of the site altogether.

Adding Content

How to Add a Post

  1. Select Create New > Post from the command toolbar.
    You will be directed to the post editor.

  2. Choose your Post Type (on the right):

    1. Overview - used for content that needs to stay at the top of the post channel (main content section of site). Due to its nature, an Overview should be used for content that appears in only one section of the site, not for posts that will appear in multiple places.

    2. Article – used for all other posts that live in the main post channel

    3. Did you know – these are little factoids that live on the right side of the site

    4. Pod-Right – pods appearing on the right side, can be used to promote authors, books, or links to other sites and related content

    5. Pod-Left – pods that appear below the menu on the left side. Can also be used to promote related content, books, other sites, etc.

    6. E-mail blast – used for creating email newsletters.

  3. Choose Navigation Terms (on the right)

    1. Navigation terms are not required, however, you need to choose one or more for your post to show up in the main channel or on the sidebars. Some examples would include:

      Home – for posts you want to appear on the home page
      About – for a pod or post you want to appear on the About Us page

      Note that pods also require Navigation terms to be selected if they are going to show up in that area.

  4. Start building your post:

    Type in the Citation (content author), Title and Subtitle in the appropriate fields.  The Title field is required and is limited to 128 characters. The optional Subtitle field is often used for additional information about the post you are adding (especially important for pods). It is limited to 255 characters.

  5. The Body section features a Word-like editor to help you format your post. Begin by typing the new content into the Body section.

    Note that if you paste text (copied from Word, etc), the formatting will be removed so that your content starts out clean.

    A few notes that will make using the editor a more pleasant experience:

    1. Use the dropdown Format box to style your content (the box that says “Normal” in it, by default). All body text should use the “Normal” style, with the exception of section headlines, which should use “Heading 3” for major headings and “Heading 4″ for subheads. To follow convention, you should use H3s first, then H4s, then H5s if necessary. The Address format can be used for footnotes.

      Note that there is a Switch under Display Options (only available to Site Admins, more on this, later) that will allow you to display all text tagged as H3s as Tabs at the top of your page. This breaks your content up into smaller chunks – just like this post. If you want to take advantage of this display option, make your main headings within the body H3s while formatting.

    2. You do not need to re-type the page title in the body. It will be automatically included at the top of your post.

    3. Bold, Italics and Alignment (if available): self explanatory.

    4. Lists:  You can use bullets or numbers to help format lists of information. Bulleted lists are simple: highlight the items you want in your list and click the Bulleted Lists button.

      To create numbered lists: type your content, highlight everything you want to be included in your numbered list, and click the Numbered List button. If you then want certain subitems to be lettered (second level), highlight JUST the subitem(s) and click the Indent button

    5. Insert Link: To insert a link, highlight the text in the body you wish to turn into a link and select the button that looks like a globe with a chain link in front of it. A popup will appear asking for the parameters of the link. You can link to a variety of content, but the most commonly used will be URLs and e-mails. Select the link type from the drop down, type in the address and click ok to set the link.
      Note: if you want to link to other posts within your site, simply paste or type in a link including everything from the first slash after your URL, for example, instead of pasting or typing, you would simply use /node/55. You can insert a link to another website, or to another page within your site.

    6. Remove Link: Click this button to remove the link in the text (highlight the link first).

    7. Anchors: to add a hyperlink to somewhere within the post itself, put your cursor in the spot that will be the destination and click the button that looks like (you guessed it!) an anchor. (Note: don’t highlight text, just put your cursor in the appropriate spot.) Name the anchor. Then highlight the text you would like to become the link to that spot, and click the link icon. In the link type drop down, choose Link to anchor in the text and then choose the anchor you created in the next drop down. When someone clicks the link, it will jump them to the anchored part of the page. Click this link to see an example (anchor was added to right before the first word in this paragraph).

    8. Quotes: Highlight the quote or text, use the Block Quote button to create block quotes within your content.

    9. Cut, Copy, Paste: self explanatory, but note that the Paste button will work for any content on your clipboard, not just content cut or copied from within the site.

    10. Show Blocks: this is handy when you’re formatting content in the editor as it shows where paragraphs break. It doesn’t affect the actual formatting of your content. It is turned on by default.

    11. Remove Format: self explanatory.

    12. Format dropdown: mentioned above.

    13. Spell Check / Spell Check as you Type: build in spell check options. Note that they are slower than browser-based spell checking, which is available by default in Firefox and Chrome.

    14. Teaser Break: The Teaser button will insert a break wherever your cursor sits. This is great for controlling how much of your post shows up on overview pages, while allowing the entire post to be viewed when the visitor clicks the title or read more.

      You also have the option to make a custom teaser that does NOT show up on the full node, by unchecking the Show summary in full view box directly above the editor window. When you do this, the portion of the text above the break will show on the overview pages (in the Channel); the portion below will show when someone clicks the title or read more.

  6. Redirect (on the right side, across from Images): used mostly for pods, and allows you to send the visitor to a different location when they click on the pod, instead of having them click through to the pod itself. You can enter full, offsite URLs here (like ) but typically you’ll send them to another page within the site, so you would enter something like /about .

  7. Image tab: Allows you to upload the main image for the post. This is the image that will show on teasers (unless the Admin Term “Hide image on teaser” is chosen), as well as at the top of the post. It is also the image that will be used for Pods.

    Slideshow Images: Allows uploading of additional images that can be seen on the post and viewed in a slideshow.

  8. Comment settings tab: Disabled by default, but you can turn on Comments to any post if you want to.

  9. Scheduling options: You can set a date/time for your post to autmatically publish or unpublish. Unpublishing means the post will not appear in search results to the public, but Admins will still be able to find it in the Edit Content interface.

  10. Related Content allows you to link to other posts within the site, and choose the way they will display.
  11. Links & Buttons: This is where you would add links to other sites that you want to appear with your post. (Not to be confused with Redirect, which sends you to the other site directly from the teaser; these links do not replace the “read more” destination.) When using this, the links appear as links and will open the other site in a new window.

  12. File Attachments: Upload files to be attached to your post. Typically this is used to attach PDFs, but other formats like Word .docs are allowed. After clicking the “Upload” button you will be able to give the file a cusom title.

  13. Calendar dates: Adding dates to your posts will make them appear on the Event Calendar at /calendar (if you have calendar functionality enabled).

  14. Display settings: This is where various display override “switches” live. Here you can force the “read more” link to either display or hide on the teaser, and make H3’s display as tabs.

  15. Authoring Information:  Who authored the page, and when.  These values are automatically populated with the currently logged in user and time of page submittal but may be overridden. You can add any site member to the author field (for example, to attribute a post to the correct person, even if that’s not you!) but keep in mind that it must be someone with a user account.

  16. Access: if you don’t want your post to be available to the general public, you can restrict access here.

  17. URL Redirects: if you want this page to be accessible via a special URL (for example, ) you can add the redirect here.

    Note that the site will create custom paths to each page via a module that automatically includes the page title in the URL, so you only need to use this if you’re interested in making a specialized / permanent URL redirect that is different from the page title.

  18. Revision Information: The website keeps track of revisions to content, and if you’re revising an existing post it’s very helpful to add a note in the Log message field here, explaining the reason for the revision (more on revisions later).

Save your post: click Save, or choose Preview if you’d like to take a look at it first. Please note that if you want to add Webform fields to your post, you can do so after saving it.

**Shortcut: You can also create new Overviews and Posts by going to the section of the site you want to post to, clicking the “Channel” button (light grey, lower right of screen) and then clicking the green “Create +” button at the top of the area you want to populate.


Building a Webform

Forms are used to collect data from site users. Examples include a vehicle donation form, a contact us form, and a submit a request form. Note: forms are not secure and should not be used to collect credit card numbers, social security numbers, or other kinds of secure information.

You can add a form to any existing post. If you don’t have the post started yet, create one with a Title and optional body text, and save it. Then edit the post and click the Webform tab to add the form fields.

Adding fields to your Webform

Each field on the form (for example: First Name, Phone Number, Vegetarian) will need to be added individually, as what is called a “component” of the form. They are all found under the Components button.

  1. Give your first component a name, for example: First Name

  2. Choose the field type you’d like to display. For “First Name” we would use a text field, but there are other options, which are covered below.

  3. Check the box for Mandatory if you want the user to be required to fill in this field.

  4. Check or uncheck the box for E-mail if you want the results of this field sent via e-mail to the recipient of the form.

  5. Click the Add button.

  6. The next page will give you options for the field you’ve created, including a description that you can present to your users to help them fill out the field properly. Everything on this page is optional, and will change depending upon the type of field you are creating:

    1. textfield: Basic textfield type. You’ll have options like Label, Description (text that can help your users fill out that field), etc.

    2. grid: Allows creation of grid questions, denoted by radio buttons. Options go across the top (for example, Poor, Good Great), and Questions appear on the side (How are we doing?) The display allows the user to fill in bubbles as responses to each question.

    3. e-mail: A textfield that automatically fills in a logged-in user’s e-mail, or allows anonymous users to add their e-mail manually.

    4. file: Allow users to submit files of the configured types. On the configuration screen you are able to determine the types of files that can be uploaded.

    5. textarea: A large text area that allows for multiple lines of input. Options include the ability to change the amount of text you’ll accept, change the size of the text box, etc.

    6. date: Presents month, day, and year fields. Options include format, time zone and available years.

    7. hidden: A field which is not visible to the user, but is recorded with the submission. This field requires that you insert tokens (pieces of code that will pull various information from the visitor) and is for advanced users only.

    8. time: Presents the user with hour and minute fields. Optional am/pm fields.

    9. markup: Displays text as HTML in the form; does not render a field. For advanced users only.

    10. pagebreak: Break up a multi-page form.

    11. select: Allows creation of checkboxes, radio buttons, or select menus. Options are created on the second page, where you are able to add the items that you want to appear in your select list.

    12. fieldset: Fieldsets allow you to organize multiple fields into groups.

Configuring the email recipient of a webform

Once you’re done adding the fields you want, click the Emails button at the top of the form. Here you can add (one or more) email addresses for whomever should receive the webform submissions.

Note that the webform submissions will always be available on the site, but it’s a good thing to have someone notified when they are submitted, too.

Webform Form Settings

  1. Confirmation message: You can optionally enter text that the user will see when they complete the form, or -
  2. Redirect URL: instead of a confirmation, you might send them to a page within your site.
  3. Submission limit: optionally restrict the number of times someone can submit the form.
  4. Submission access: optionally restrict what roles can see the form.
  5. Advanced settings: click the text to expand this link, and choose from the options provided. Note that “show complete form in teaser” will often be a desired choice, so that the user doesn’t have to click through from the teaser to another page to fill out the form.

How to view/download results from a web-based form

  1. Browse to the webform post and select the Results tab. You will see all the most recent submissions displayed under the “submission” sub-tab. You will see date/time, user, IP Address, and two links to View and Delete.

  2. The system has a built-in analysis function. Select Analysis under Results to view statistics about the submissions of the form.

  3. Click the Table button to view the results in a table.

  4. You can download all the results to Microsoft Excel or other spreadsheet program by clicking the Download button and clicking “Save” when prompted. The file will download onto your computer as a CSV file which can opened, edited, and studied.

  5. The Clear button will clear all of the webform submissions; not suggested.

Customizing page URLs

Making a custom path to a page

URLs are automatically created for each post based on the title provided at the top of the post when it was saved. This is a great feature and is very helpful for SEO (search engine optimization), but it’s also great to be able to create custom URLs that aren’t related directly to the page title. A great example of this is a page that says “About our Team” at the top, but that you would like to be accessible at the URL

  1. Visit the post you want to edit.  If you are logged in, you will see a View current and an Edit current tab the top of the page. Select the Edit current tab.

  2. Scroll down to URL redirects (in the left side vertical tabs, toward the bottom of the post). Click the link to Add a redirect to this page.

  3. On the next screen, enter the name for the redirect (minus the website address, which will already be included). For example, about

  4. The node number of the post you are editing will already be entered in the next field.

  5. Click save.

Note that if you have not made any additional changes to the post, you do not need to re-save it at this point. If, however, you are creating the URL redirect as part of the original node creation process, and the post has never been saved, you will need to scroll down and click “save.” 

Managing Content

One post at a time

There are a couple of different ways you can access your content to manage it, especially if you want to edit only one post.

You can navigate to the post you want to edit, and click the Edit button in the Admin Hover bar that appears when you hover over the text. Or you can click the “edit” tab at the top of the post.

To delete a post, you can edit it, then scroll down and click the Delete button. Please note that this cannot be undone!

Managing content in bulk

If you want to edit many posts – say, for example, you want to find all of your posts tagged to “About Us” and add the Navigation term “Contact” to them – then Bulk Operations is the way to go.

  1. Click the Edit content button in your Admin Flyout menu.

  2. Adjust the Filter terms for the content you’re looking for, then click Apply.

  3. All of the posts tagged to the section you’re looking for will appear below. Click the box at the top of the list on the left (this is the “select all” box). If there are more rows than you can see on the page, a message will appear asking if you’d like to “Select all rows.” You would.

  4. Click the light gray Show Advanced Options text link above your search results list.

  5. Your advanced options will appear as buttons. Click the button for Modify Node Taxonomy Terms.

  6. On the next page, choose the Add the selected terms radio button, then scroll down and select the proper term that you want to add.

  7. Scroll to the bottom of the page and click Next, the confirm on the next page.

Bulk operations can be used for many things in addition to adding/removing Navigation or Administrative Terms. You can change the author of a post (for example, you might want to change all posts authored by admin to another author); another handy use is to publish a pile of posts sitting in unpublished mode, all at once.


Understanding Revisions

  1. Each time a page is edited, a copy of the old version of the page is stored in the revisions log. Revisions enable an institution to allow more people to edit pages without fear of losing content or having pages changed without a clear paper trail.

  2. To view revisions of a page, go the page and choose Revisions.

  3. If you cannot see the Revisions tab, you may not be logged in or you may not have sufficient privileges to view revisions.

  4. You will see a list of revisions made to the page and the various users that made them. In some pages there may only be one person editing the page. The note beneath each revision is the text that was entered into the “Log message” box when the user edited a page.

  5. To view past revisions of a page, simply select the date and time of the revision you wish to see. You can get back to the list of revisions by clicking the back button in your browser.

  6. You can also compare two revisions and see the differences between them.

How to Roll Back to a Previous Version of a Page

  1. Go the page you wish to revert and choose “Revisions”

  2. If you cannot see the Revisions tab, you may not be logged in or you may not have sufficient privileges to view revisions.

  3. You will see a list of revisions made to the page and the various users that made them. In some pages there may only be one person editing the page. Select the revision you wish to roll back to by clicking revert next to the revision.

  4. Select Revert from the confirmation prompt.

  5. The page will be restored to its previous version, and a the revisions log will capture the change by noting which revision was restored. To revert a reversion, simply follow the same process.

How to Delete a Page

If you would like to hide the page to the public and/or save the page as a draft, instead of deleting it altogether, uncheck Published from the Publishing Options vertical tab at the bottom of the page. Another option is to publish a page for internal only, which makes it visible only to those with editing permissions.

  1. Visit the page you want to delete. If you are logged in, you will see a View and an Edit tab the top of the page.

  2. Select the Edit tab, scroll down and click the  Delete button.

  3. Select Delete from the confirmation prompt.

Note: once you delete a page, it will be removed permanently. You will not be able to recover it or view the revisions of that page.

Ordering Posts within Terms

Overviews and Posts appear within the channel in descending order of post date, by default. When you’ve posted a bunch of content to an area, it’s possible that you’ll want to reorganize the posts to control what order they appear in.

Note that Overviews always stay at the top of the page, above Posts. You can reorder Overviews and you can reorder Posts, but they do not mix, so your Overviews will always stick at the top. You can have one, or multiple, of each in your channels.

  1. Navigate to the page that displays the Navigation Term you want to re-order posts in.

  2. Click the Channels button – it’s light gray, in the bottom right of your browser.

  3. The different areas of your page will be outlined in green, and you’ll see green buttons appear at the top of each area. There will be a create button and a reorder button. (Clicking the create button will allow you to add another post of the same type to that area, mentioned above.)

  4. Click the Reorder button. On the page that appears, click and hold the handle to the left of the item you want to move, drag it to a new location, then “let go.” Continue with all items you want to move around. Once you’re happy with the order of all the posts, make sure to click the Save order button at the the bottom of the page.

Note that you can reorder your Posts by channel – so if a post appears in two sections, the reordering you do only applies to that post in the channel you’re currently working on.  You can put the post in a different order in the second channel by going there and reordering posts.

To manage Users (Site Admin only)

  1. Open the Admin Flyout and click the Users button.

  2. If you want to block the user, or add/remove a role from their account: check the box next to their name, use the drop down menu above the user list to choose the operation you’d like to perform, then click the Update button. Operations include blocking/unblocking the user, deleting the user, adding or removing roles. Important note: don’t delete users who have contributed content, as their content will then be attributed to the “anonymous” account, which will cause problems. Instead, block them, change their password, or simply rename them.

  3. To edit a member’s user name or password, click the Edit link for that user, make the desired changes and scroll down to save.

Navigation terms & Post Types (Site Admin only)

How your navigation works
Your navigation menu is based upon a vocabulary called Navigation Terms. Typically sites are designed for a specific number of links across the top of the page; adding additional main navigation terms may break the layout. You can, however, rename or reorder them, or add sub-terms within the main navigation terms.

  1. Go to Site Map / Edit Navigation Terms on the Admin Flyout menu.

  2. To move terms around, grab the handle to the left of the term and drag it to its new location. Make sure to save the order (button at the bottom of the page) when you’re done or your changes will be lost.

  3. To rename terms, click the Edit link to the left of the term. Make changes and save.

  4. To add new sub-terms:

    1. Click the Add term tab at the top

    2. Give the term a name (keep in mind that this will display in the site navigation drop down menus)

IMPORTANT: Choose the parent of the term (if you don’t choose a parent it will default to “root,” which will make it appear at the top level in your navigation bar)

Google Analytics (Site Admin only)

  1. Go to

  2. Log in using your e-mail and password. This will be provided to you by Digital Deployment separately from this post.

  3. Click on View Reports. You may need to select your domain in the upper right hand corner dropdown if your account is linked to multiple domains.

  4. For additional help with analytics, visit