for Editors and Administrators

 

Overview of the Administration Panel

At the very bottom of the site, you will see a log in link. Use that to log in and it will lead you to the Administration Panel. This is what you will use to to create content, manage your pages, moderate changes, and generally oversee what you are in control of.

 

General Structure

The Administration Panel is divided into several main areas. The header is the dark bar across the top of your screen that contains “Association of Independent Living Groups”, the name of the site you’re editing. On the left is the main menu. The bulk of the screen provides the working area, in which individual screen content will appear. At the bottom of the screen is another dark bar called the footer. This structure is consistent throughout.

Navigation

 

> Basic

Click on the text links or their corresponding icons in the main menu (Dashboard, Posts, Media, Links, Pages, etc.) to go to the first screen in that section. This is usually an overview screen that allows management of that section. When you have arrived at this screen, the main menu will have expanded to show the screens that comprise that section, and will have highlighted your current screen. The icon will also be repeated in the screen heading that is displayed in the working area. You can click on the text links in the menu to go to other screens in that section or to choose a different section altogether.

> Expand/Collapse

You don’t need to go to a section’s default screen in order to access other screens in a section. When your mouse hovers over a navigation item in the main menu, a small arrow appears to the right of the text link. Clicking this arrow will cause that section’s menu to appear below the section header. Clicking the arrow again will hide the section menu. Section menus will still expand automatically when you visit a specific section, and close when you leave it, but if you have opened a section by clicking the arrow, it will stay open until you click to close it, even if you leave that section. This allows you to keep open the sections that you use the most. A browser cookie will remember your menu state between sessions. Bear in mind that the more sections you have open, the longer the menu will be, which may require scrolling to get to some menu sections. Because of this, you may find it most convenient to keep most sections closed by default.

Other Navigation

> Title – Links to the home page

> Log Out – Logs you out of your administration panel and takes you to a login screen

 

Dashboard

The Dashboard is the fist screen you will see when you log in to http://example.com/wp-admin/. This screen provides you an overview of the state of your site as well as certain functionality.

Permalink Settings

By default WordPress uses web URLs which have question marks and lots of numbers in them, however WordPress offers you the ability to create a custom URL structure for your permalinks and archives. In the case of this site, this has already been done where each permalink has been set to the custom structure of Cateogry/postname. In order to change this, an administrator can go to Settings → Permalinks. See the  HYPERLINK “http://codex.wordpress.org/Using_Permalinks” \n _topUsing Permalinks article for further discussion of Permalink Structure Tags.

 

 

Defining Users

Summary of Roles used on the AILG Site

Administrator

Somebody who has access to all the administration features and may edit any page or post.

Editor

Somebody who can publish new pages and posts, and by default manage all content on the site.  We use RoleScope and Groups to limit editors to their assigned content.  Each editor is assigned to one or more groups giving access to specific content.

We are not using any of the other WordPress roles.

Defining Groups

With RoleScope we have the ability to create groups and assign users to groups.  We can then assign editing rights to groups.  Although we could assign editing rights to specific people, assigning the rights to groups and placing people in groups makes managing everything much easier as individual volunteers come and go.

Pages

In WordPress, you can write either posts or pages. We are using pages for all of the content except for three permanent announcement areas on the home page.

Pages are what we use to organize and manage all of our main content.

Pages have Titles and Content and use our site’s Template to maintain a consistent look throughout your site.

Pages are available all the time and navigable from anywhere on your site.

All of the Pages which Editors create must be assigned as SubPages by selecting Page Parent when being created.  WordPress does not enforce this, but the administrators will check for “orphaned” pages from time to time.

Pages can use Page Templates that you can design to be the same or different from other pages. Page templates can include Template Files, Template Tags and other PHP code.  We are currently using a common template, but any AILG editor is free to create new templates.

The organizational structure for Pages comes only from their hierarchical interrelationships (their parents), and not from Tags or Categories, which are only used for posts.

Pages are not files. They are stored in your database just like Posts are.

Creating Pages

To create a new Page, go to Pages → Add New from the main menu. Enter a title, text, add media, set the parent, and click Publish to create a simple page.

Title

The title of your page. You can use any words or phrases. Avoid using the same title twice as that will cause problems. You can use commas, apostrophes, quotes, hypens/dashes, and other typical symbols in the page title.

Page Editing Area

The big blank box where you enter your writing, links, links to images, and any information you want to display on your site. You can use either the Visual (WYSIWYG) or the HTML view to compose your pages and enter text. If you are not experienced with HTML, you may want to start by using the Visual Editor, which uses the familiar icons common to word-processing software to format your page. In addition, WordPress is smart enough to convert character smileys like “:)” into the graphical image counterparts.

Page Order

This should be “0” (zero) for all content created except by Administrators, since it places a link to the page in the main title bar.

Page Parent

All pages created by Editors must be SubPages nested beneath other Pages, creating a hierarchy of pages. To nest a Page under an existing Page, create a new Page or go to an existing Page in the Administration Panel, and click the “Page Parent” drop-down menu. The drop-down menu contains a list of all the Pages already created for your site which you are allowed to edit. To turn your current Page into a SubPage, or a “Child” of the “Parent” Page, select the appropriate Page from the drop-down menu. If you specify a Parent other than “Main Page (no parent)” from the list (which we require you to do as an editor — only administrators may create new pages with the Main Page as parent”, the Page you are now editing will be made a Child of that selected Page. When your Pages are listed, the Child Page will be nested under the Parent Page. The Permalinks of your Pages will also reflect this Page hierarchy.

Custom Menu Header on Site of Pages

 

To Change the Menu Header on Site, an administrator may click on “Appearance.” Go to Menus under current theme. There is the header currently used on the site. You can create new headers by pressing the tab next “Header” and naming them. Then select the pages you want and drag and drop those pages there in that area in any order you like. Then under theme locations select the new header you have made. Save, and this will be the new header on your site.

 

 

Posts

There are only three posts as of this time. This does not seem likely to change, and new posts should only be created by an administrator.  Certain editors have the right to edit some of the posts on the Home page.

Creating a New Post

Creating a new post is very simple, though there are more advanced options available should you want to use them. At its simplest, creating a post requires you to go to Posts → Add New from the main menu (or click New Post button in the dark header area of the screen), enter a title and some text, and click Publish. Each of the modules available on the post creation/editing screen is described below.

Title

The title of your post. You can use any words or phrases. Avoid using the same title twice as that will cause problems. You can use commas, apostrophes, quotes, hypens/dashes, and other typical symbols in the post like “My Site – Here’s Lookin’ at You, Kid.” WordPress will clean it up for the link to the post, called the post-slug.

Post Editing Area

The big blank box where you enter your writing, links, links to images, and any information you want to display on your site. You can use either the Visual (WYSIWYG) or the HTML view to compose your posts and enter text. If you are not experienced with HTML, you may want to start by using the Visual Editor, which uses the familiar icons common to word-processing software to format your post. In addition, WordPress is smart enough to convert character smileys like “:)” into the graphical image counterparts.

 

Publish Status

This element identifies the current state of your post. New posts are Unpublished until they are Saved, Submitted for Review, Scheduled or Published.

Public

Posts that are public may be seen by anyone who comes to your site. Normal posts are displayed in reverse-chronological order on your blog home page.

Public/Stick to Front Page

Checking this option will make the post “sticky,” meaning it will stay in the top position of your blog’s home page until you come back and uncheck the box. This is generally used when there is an important announcement you want to keep at the top of your home page even though you are creating newer posts.

Password-protect

You can set a password for the post, so that anyone coming to your blog will see the post title, but not the content of the post. Instead, they will see the message that the post is password-protected and be prompted to enter the password if they want to see the post. Be sure and write down the password and keep it in a safe place.

Publish Date/Time

This element identifies the timestamp under which the post will be published. By default, posts are published immediately when you click the Publish button, but you can also schedule a post to be published in the future, or set the time back so that it appears to have been published in the past. Click Edit next to where it says Publish immediately, and then enter the time and date you want to use in the fields that appear. Click OK. If you have set a future publish date, the Publish button will change to say Schedule, since you are not technically publishing the post yet. The post will publish automatically when the defined date/time arrives.

Save button

Allows you to save your post as a draft rather than immediately publishing it.

Preview button

Allows you to see how your post will look in your blog template before officially publishing it.

Publish button

Publishes the post on your live site.

Media

In addition to uploading or embedding media into a blog post, you can also upload media files without creating a post. This allows you to upload files to use later with posts and pages, to simply save media files in a central location, and to get a web address for a particular file that you can link to from elsewhere on the Web.

Uploading Media Files

Uploading media from your local computer into the Media Library is quite simple. Go to Media → Add New in the main menu. The screen will appear relatively empty, since it basically just contains a button to launch the media uploader. Two “uploaders”, Flash and Browser, are provided. If the Flash uploader doesn’t work or you are on a slow connection, then click the “Browser Uploader” link to use the Broswer uploader.

Flash Uploader

Your first prompt will be to choose files to upload. Select an individual file from the Select Files window, then click the Open button. A “Crunching…” message will display, and when the uploading is complete, the image and its related fields will be displayed. At that point you may edit and save the information about that file.

Uploading multiple files at once: After clicking the Select Files button, in the Select Files window, multiple files can be selected by holding down the Ctrl key and clicking on each file. After all the files are seleted, click on the Open button and all of those files will be uploaded.

Once the file(s) is uploaded, a Show or Hide button is displayed to the right of the Media. Clicking on Show will expand the Media and allow you to edit the Media information, and clicking on Hide will collapse the Media into a summary format.

If you click to Edit a media file, you will be able to edit the following fields:

Title

Enter the Title of this Media. The Title will be displayed in the File column of the Media Library.

Caption

The caption for this Media. For image type Media, the Caption is also used as alternate text for that image.

Description

A description for this particular Media.

Save all changes

Click the Save all changes to save the Media.

Browser Uploader

Click the Browse button, find and click the file to upload from the File Upload window, then click the Open button. The file name will be placed in the text box to the left of the Browse button. Once a file name is displayed in the text box to the left of the Browse button, click the Upload button to upload that file.

Media Library

All the files you’ve uploaded are listed in the Media Library, with the most recent uploads listed first. In addition to text filters to display files by type (audio, images, etc.) there is a filter to display Unattached files. This filter will display a list of files you have uploaded directly into the library without creating a post.

A table lists all of your media files in rows, and contains the following columns:

File

There is no column heading for “File”, but a thumbnail of the actual image or a thumbnail representing the Media Type (audio, video, test, PDF, Doc) is displayed in this column.

Media

Media is the actual name of the file.

Description

The description of the Media you assigned at the time of upload.

Attached to

Attached to describes the post or page and the date of that post or page. Click on the title of the post or page to edit that post or page.

Date

The date the file was uploaded.

Hovering the mouse cursor over a row reveals the action links under the Name column, in that row. Clicking on a Media name will also initiate the Edit Action. The available Actions are:

Edit

Clicking Edit displays the screen to edit that individual file’s metadata.

Delete

Clicking Delete will delete the file from the Media Library (as well as from any posts to which it is currently attached).

View

Clicking View presents the file in your Theme.

Attach

The Attach link only appears for unattached files. Clicking Attach will launch a small popup that will allow you to search for a post and attach the file to that post.

Step-by-step Adding a new Committee

1. Create a new group to control access to the committee’s pages.

2. Start a new page with initial placeholder content (e.g. this
is a new page for the X committee created DATE; please check
back in a few days for more information.

Important: the short name for the page will automatically be
the title you choose, all lower case, spaces replaced with
dashes, e.g. strategic-planning  (do not include “committee”
in the title).

3. Check the following boxes in the Editors section:
Restrict for Page
Restrict for Sub-Pages
Show eligible groups
(the committee’s group)

4. Set Parent to Committees

5. Click Publish, and review Editors section to be sure that
Groups are still correct.
Note: do not assign users as editors, only groups.
Check and edit the permalink if necessary, and remember to
click OK and Update if you change.  Changing this later will be difficult.

6. Go to Appearance -> Menus and add the committee to the “Committees”
drop down menu (not normally to the main menu) by checking the box
next to the page in the “Pages” box and clicking “Add to Menu”.
Move the item to its proper alphabetical location in the
Committees drop-down, observing indentation (i.e. levels).
“Board” and “Plenary” are first, then the other committees and
working groups in alphabetical order.

7. Click Save Menu

8. Edit the “Committees” page to include the new Committee,
observing the same ordering as in the menu.

9. Click Update to save the Committees page.

10.  Add a new user (role=editor) to be the page editor, if the page
editor isn’t already an account holder.  When you create a user,
select “Display Name Publicly as first last” (not the username);
the user could change this later if desired.

11. Add the user to the group created for the new pages and also to
the “Calendar News and Events” group.  This is
not necessary if the user is an administrator.