How to edit existing content on the Scripps Website
Website support: firstname.lastname@example.org
- Logging in and viewing your dashboard
- Creating a page
- Editing an existing page
- The very basics
- More details
- Ships content
- Dashboard details
The process of logging in and working with your content is very similar to how it worked on the previous website, just updated for a new version of the content management software and streamlined by the I.T. staff.
These instructions apply to internal or "basic pages," not the various landing page that are assembled dynamically from more complicated elements. Please see Scripps I.T. or Scripps Communications to update those.
Logging in and viewing your dashboard
You'll find a Login link at the bottom of every page on the website.
Click this link to go to the Sign In page, which will vary depending on whether you've logged in to the new site before:
If you have forgotten your UC San Diego email password you can reset it at https://password.ucsd.edu/.
If for some reason you're logging in with a non-UCSD "personal username" account and you've lost your password, you can reset your password at https://scripps.ucsd.edu/user/password
After logging in, you'll be redirected to your dashboard, which displays subsites of the website where you can Add Content, a My Content list of pages you've recently edited, a direct link to "edit my profile" and some Help-related links.
You'll also see a pair of toolbars across the top showing your name and some basic login options, which can mostly be ignored.
If this is the first time you've logged in as an editor, My Content will display "No content yet." You can search for content using the "VIEW ALL" link (more later), or you can simply navigate to the page on the website you want to edit.
Editing a Page
On any page you have access to edit, you'll see a set of tabs, or links, including the "Edit" link. Click this to edit the page.
And here is what the page looks like in editing mode, with boxes calling out the most important elements.
When one user opens a page for editing that page is locked for other users:
Who will get a warning if they try to access that page for editing:
The very basics
If all you need to do is change some text on the page, click into the body field, scroll to the spot where you need to make the changes, and edit the content as you would with a typical email or document editor. Hit the "Save" button at the bottom when you are done and your changes will go live immediately (unless you're working with Ships content, see below).
The page title displays at the top of the page -- but it also generates the "Menu Link Title" and the "URL Alias." A long title will not only occupy space at the top of this page, but make for a long entry in the menu and for a long URL, though both can be edited after the fact.
IMPORTANT: Note that changing the title will also dynamically change the URL of the page, potentially breaking links to the page from other pages on this website as well as other websites. (The menu system will automatically adjust to any changes.) To avoid this, uncheck the "Generate automatic URL alias" box under "URL ALIAS."
This is the section of the website this page is part of, such as "About." This setting tells the website what menu to show in the left-hand navigation bar of the page. You generally won't need to change this, unless you inadvertently created a page in a different section than you intended. (That "Add Content" menu back on your Dashboard has links that will automatically assign new pages to the selected subsite.)
This is your standard WYSIWYG (What You See Is What You Get) editor, with options to format text, add special characters, make bullet lists, and -- New! -- add content accordions and images. (See Special Cases below.)
Note that if you copy and paste text from Microsoft Word, the system will detect that and offer to clean up the junk coding that Word inserts. Please click "OK."
The Paragraph Format dropdown will also let you assign header formatting to subtitles to make them stand out. Please note that H1 and H2 are generally reserved for the system, so use H3 and smaller.
Private files (file upload)
If you need to link to PDFs that users can download, you can use the Private Files module at the bottom of the page. The "Browse" dialog will let you select multiple documents if you need to upload a batch, but you'll need to right-click on the file and "Copy Link Location" to get the link, and then select the body text you want to link and use the linking tool.
Menu Settings: Menu link title
This determines what name is shown for the page in the menu system, if that needs to be different from the page title itself for length or clarity reasons. For example, there is a general Contact Us page under the About subsite -- but there are also Contact Us pages for other specific departments of Scripps, such as Ships, so to try to distinguish the link I've given that page the "Contact Scripps Oceanography" menu link title.
You may also want to do this for programs that have very long names where you can subu
Menu Settings: Parent item & URL ALIAS
"Parent item" gives you a choice of which page to nest this page under in the overall hierarchy of the website menu, though note that the dropdown box here populates with *all* the pages on the website and it can be a chore to find out where the structure your page belongs.
This settings determines two things:
- Where this page shows up in the menu.
- The base part of the URL, ahead of the page title.
This winds up interacting with the URL alias to determine what the link to the page is after "scripps.ucsd.edu."
For example, the Employee Resources page has "Portal" set as its Parent item, so its url on the website is scripps.ucsd.edu/portal/employee-resources
If you need a page to show up at a different location instead, you can uncheck the "Generate automatic URL alias" box and set the URL manually.
Changes won't take effect until you hit the "Save" button, and then they take effect immediately. If you make a mistake and blow up the page and want to get to an earlier version, you can click on the "Revisions" link next to the "Edit" link to see past versions of the page to which you can revert this page.
Special cases: Images
The new system also better supports putting images into the body of a page. The system uploads photos into a Media Library, and then inserts images from the Media Library into the page. You can get ready by finding the photo you want to upload, ideally sized somewhat close to the 825 pixel width of the full page (or 400 pixels for half-width images) and with a descriptive file name to make it easy to find later.
For example, put your cursor in the body field where you want to insert the photo and click the "Insert from Media Library" button on the toolbar.
The dialog box that pops up will let you choose to "Add file" or check the box of an existing image to insert it. You can enter text into the "Name" field and then "apply filters" to narrow the options down to images with matching file names.
If you go to upload a photo through the "Add file" option and select a photo, you will get a dialog box that will prompt you to enter "Alternative text," which is descriptive text of the contents of the photo that will be displayed to people visiting the site using screen-reading technology. (It also helps content be found in search engines.)
Select "Save and Insert" to insert the image.
For an existing image, check the box set into the preview thumbnail and then click "Insert selected."
The photo will be inserted at the cursor location.
By default (as of Oct. 15, 2020), photos will be inserted at their original size. It is recommended that you upload photos at close to their intended size -- the main body field is 825 pixels across, so that is an ideal width to aim for, though you can use smaller images or display images at smaller sizes. (Details below.)
To add a caption or modify the alignment of smaller photos, you'll need to click on the "Edit media" button that will display at the upper left of the image.
The dialog box here will show you the Alternative text for the image and the alignment options for the photo, as well as a checkbox to add a caption field to the photo in the body field and a dropdown that will let you select smaller image sizes better suited to aligning with text.
The display options are:
- Original size: Whatever the original dimensions of the image are.
- Large (full-width): The full 825-pixel width of the text, suitable for header-like photos; the image will be optimized for the web.
- Medium (half-width): 400 pixels wide, or about ½ the width of the text, suitable for illustrative images; the image will be optimized for the web.
- Thumbnail (one-quarter width): 200 pixels wide, or about ¼ the width of the text, suitable for headshots, logos, and small images; the image will be optimized for the web.
If you check the caption option, you will still have to add the caption manually in the body field.
To do this, mouse over the image to see the yellow rectangle at the bottom; click into this rectangle to turn it blue and then paste or write your caption into the available space.
Removing images from the media library
On occasion a photo in the library may become dated or otherwise undesirable for adding to new content. Editors cannot remove photos from the library, but you can ask email@example.com if a photo can be removed if it's not in use on other pages. (It is also possible for an administrator to replace a file with an image of the same dimensions.)
Special cases: Accordions
The content accordion that you'll see on pages such as https://scripps.ucsd.edu/about/contact-us let you put complex or lengthy information onto a page without displaying all the details to all the users all the time, which can make it easier for users to find content on a page.
To insert an accordion, click the "Insert accordion" button on the toolbar while your cursor is floating wherever you want the according to appear.
The resulting structure is simple; the "Accordion title" becomes the header for the accordion section, and the "Accordion content" is what's nested inside it. You can copy and paste text into these sections just as you would anywhere else in the body.
You can add blank accordion tabs or remove existing tabs by right-clicking within the accordion and selecting the the appropriate option.
Special Cases: Ships Content
Ships content is edited the same way as other "basic page" content, but requires special access and involves an extra approval step by Bruce Appelgate, Associate Director, Ship Operations and Marine Technical Support (SOMTS).
When users with the "ships editor" role go to save a page after editing, there is an additional mechanism. The new version can only be saved in a "draft" state.
When Bruce goes to view a page with draft edits, he'll see an addition option to change the page state to "Published."
There is not currently a mechanism to alert Bruce when drafts are created, so it's best to notify him. All pages with drafts awaiting moderation will be visible at https://scripps.ucsd.edu/admin/content/moderated
A page with a pending draft will show an extra tab to editors, the "Latest version."
The dashboard page is set up to make some of the processes of dealing with your content more straightforward.
Content on the website is divided into "subsites," which range from everything under the About menu to calendar Events to content as specific as the Benthic Invertebrate Collection. Users will generally be assigned one or more subsites in which they can edit content.
Content that you've created will be listed here, most recent first.
"View all" will open a page where you can search for content by title and subsite.
The "Edit my profile" link will open your Public Profile template for editing. You'll be able to upload a 200-pixel-square photo of yourself and add some biographical text.
Here's where to reach out for help from Web Services or to get more documentation.