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Welcome to University Libraries content maintainer training!
What is a Content Maintainer?
The OU Libraries' website provides critical information that needs to be accurate and up to date for users. While the web team keeps the system up to date and running, we require partnerships with subject experts to maintain the content so that it reflects the most accurate services, resources, and policies. We have an open content management system (Drupal) to help you find and edit content that you are responsible for maintaining and create new content on the site. See the Needs Annual Review Section and Content Audit Documentation section below for expectations for UL Content Maintainers.
What is Drupal?
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The OU Libraries' website is built using Drupal 910, an open content management system (CMS). This system allows employees outside of the web team to find and edit content that they are responsible for maintaining, as well as authoring new content on the site. The first thing to understand about creating content on the libraries' website is the capabilities and limitations of the system:
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If you do not see a link to your content dashboard, please contact web services at libwebhelp@ou.edu for submit a ticket to the web team at https://intranet.libraries.ou.edu/help to request access to the content dashboard.
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Add New Content
Add content such as basic pages, and research guides.
Other Tools
The "Other Tools" section will provide various links that can be useful to content maintainers. The links available here can differ depending on what roles a user has.
New Content
After creating new content, it will appear under the "New Content" section. In this section, you can see content that has the “Publishing status” set to “draft”. These items are marked as "Drafts" in the content dashboard and only you can see them. Next to that section is the "Waiting on Approval" section. This contains content that has the “Publishing status” set to “Ready for Review.” These items have been sent to the content administrators for final approval and will automatically be removed from this list once approved.
Needs Annual Review
Published pages will need to be audited annually as a way to keep information on the page updated and correct every year.
My Recent Content
A full list of the recent published content you manage.
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Examples of all section types you can add while building your page are shown in the images below:
Section Type | Example |
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Section Header |  |
Full Width Text |  |
Featured List (Grey and White Background Options) |  |
Image Left-Text Right |  |
Image Right-Text Left |  |
Two Column List |  |
Two Column Text |  |
Full Width Image |  |
There is no limit to the number of sections that can be added, but it is recommended to keep them to a manageable list. Once created, the sections can be removed one by one or can be reordered by dragging the section to the desired location.
Spellcheck
Currently, the text editor (CKE5) does not automatically check spelling and grammar. This is a premium feature that can be added and the web team is looking into adding it in the future. For now, we must rely on browser spell check. This is a feature all browsers have, but it could be turned off on your system! Use the following images to assist you in making sure this is on in your browser. To check this setting, right click inside of the text area with the mouse to access this menu.
Chrome
Safari
Firefox
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If you are using a different browser, search on the web for how you can turn on spell check within that exact browser.
Adding An Image
Modern Drupal has modified the process of uploading an image. One of the improvements and new features available to us is the ability to choose an existing image instead of re-uploading and duplicating one that could already exist in the system. The first thing to note is that Drupal now refers to it as “Media”. It is called media because in some cases, it can be an image, a video, a document, etc.
If you choose a “Build your page” section that contains an image, first click “Add Media”
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Next, there will be a pop up with some new options that are available to you. You can now choose a file if you know this is a completely new file to the system.
If you click “Choose File”, it will open your computer’s file browser and you will choose the image needed.
| Info |
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Attention: Before uploading, please name the image using text that describes the image. For example, if it is jpg image of Abraham Lincoln, rename the image to “Abraham Lincoln Portrait.jpg”. Spaces are ok here. The reasoning behind this is the file name is used as the search term. So, in the future when you need to use this picture again, you can simply search “Abraham Lincoln Portrait” and you will find it in the list instead of having to upload an image again. |
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If you uploaded an image, you have a new prompt for the image’s alternative text. This is very important for screen readers, search engine optimization, and accessibility. The alt text is meant to describe the image to someone that cannot see it as well as search engines. Do not add the word “image” or “picture” because that is redundant. It is already known that this is a picture. Simply describe the details of the image and what is in it. Then click “Save”.
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Once saved, you will see that the image you uploaded is automatically selected in the list of images below. You are now ready to click “Insert Selected” and the image will be chosen for that section.
Like in the example below, you might want to use an existing image. To do this, you can simply search for it and click “Apply Filters”. Once you find the image you would like to use, select it (shown as the blue checkmark) and click “Insert Selected”. If possible, always search for an image first. There is a good chance it could already be in the system and will save you from having to upload it again.
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Submitting Your Content
While in "Draft" status, you can update the content as many times as you'd like; the content will not expire in that state.
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The content audit is a great time to make sure all information in your content is correct! . This is a very important step in the process of to keeping the site up to date and the information correct. Keep in mind, the web team is not the expert on your content, you are!
Check for accuracy of phone numbers, emails, and changes to titles, personnel, or positions.
Check for common spelling, grammar, and format issues.
Check any dates and data and verify they are correct.
Check for ADA and 503 compliance.
All images need to have alt text
Any videos linked or embedded need captions
Any links need descriptive text that describes the link. Simply saying click “here” is not accessible.
You need to verify that all links in your content are still active. Especially ; especially links that go to other sites outside of libraries.ou.edu. These external links tend to change a lot and a resource you are linking to might not be available anymore.
Cross reference the OU Libraries lexicon document and verify that all defined language is correct in your content.
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All content that you need to review will be in the “Needs Annual Review” section. Please work through all content here and make sure the box has been unchecked and save all of these items.
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My Recent Content Section
Under “My Recent Content”, you will find all of your approved and published pages, including the pages you have most recently created or updated. This includes information about the page title, content type, and date that it was last edited.
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You can click the title to view the content, sort by various columns, and click "edit" to edit the specific content item.
If you have a lot of pages to manage, you can use the “advanced search” link to easily locate the specific page you are looking for.
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This page will provide a more robust search for content. You can filter by type or search by title. Click the blue link of the item to view it and the “edit” link on the right to edit the content.
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To view all of your content, click the link at the top of this section. The “All Content” link will take you to a page where you can search by content type and title as well as sort in some different ways. This page is where you will see all of the content you manage. If you are missing some content here, please notify the web team. |
Edit Existing Pages
Edit existing pages by going to the “My Recent Content” section and locating the page or the “Search All Content” page and locate the content you would like to update.
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A quick reminder: when editing content, all changes and updates are live on the site once you save it since this page is already published. If you would like to put your page back to “Draft” status, contact web services at libwebhelp@ou.edu please submit a ticket to the web team at https://intranet.libraries.ou.edu/help to un-publish a page.
If needed, changing page ownership is easy! Simply contact Submit a ticket to the web team through at https://intranet.libraries.ou.edu/help and provide the contact information needed for the new content owner's name, email address, and the URLs to the page(s) you would like transferred. If the new content owner . is not a current content maintainer, they will first need to receive training before they can be given access to the system and page ownership.
Additional Help
If you have questions about being a content maintainer you can contact the web team for clarification through the #website-help Slack channel or https://intranet.libraries.ou.edu/help
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