managing content for the phc internet · 2015-02-12 · partnership healthplan of california (phc)...

Managing Content for the PHC Internet Using SharePoint Publisher A Guide for Content Owners

Partnership HealthPlan of California (PHC) Managing Content for Internet – Intranet Sites

Approvals

Approver Signature Date Robert Layne

Revision History

Version Date Author(s) Description of Change 1.0 2/9/2015 Marian Harry Initial Version

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PHC Internal Use Only


Table of Contents Approvals ........................................................................................................................ 2

Revision History .............................................................................................................. 2

Background ..................................................................................................................... 5

Workflow ...................................................................................................................... 5

Content Owner Functions ................................................................................................ 6

Adding Pages ............................................................................................................... 7

Manage Pages ............................................................................................................. 7

Manage Documents ..................................................................................................... 8

Manage Images ........................................................................................................... 8

Requesting New Images ........................................................................................... 8

Manage FAQ List ......................................................................................................... 9

Preparing Your Content ................................................................................................... 9

Adding Images ............................................................................................................. 9

Managing Images ................................................................................................... 10

Managing Documents ................................................................................................ 14

Adding and Creating Pages .......................................................................................... 21

Page Layouts .......................................................................................................... 21

Updating Page Contents ............................................................................................... 31

Updating Documents ..................................................................................................... 38

Changing Images .......................................................................................................... 41

Managing -- Creating and Updating -- FAQ List Pages .............................................. 42

Getting Help .................................................................................................................. 62

Helpful Links .................................................................................................................. 62

Compliance Glossary CMP-17 ...................................................................................... 62

Appendixes ................................................................................................................... 63

File Names ................................................................................................................. 64

Error Messages .......................................................................................................... 65

Task Assignments Classified as Spam ................................................................... 65

Page Not Found ...................................................................................................... 66

Update Conflicts ..................................................................................................... 67

SharePoint ................................................................................................................. 68

Accessing SharePoint ............................................................................................. 68

Department Sites .................................................................................................... 68

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Enterprise Project Management ............................................................................. 68

Policies and Procedures ......................................................................................... 68

Application Request Tracker (ART) ........................................................................ 69

Internet Site ............................................................................................................ 69

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Background SharePoint is a collaborative platform for the enterprise and the web. SharePoint features include document management, enterprise search, personalization, enterprise content management with SharePoint Publisher, team collaboration tools, and more. This guide is for Content Owners who use SharePoint Publisher to create and manage documents for their department pages on the PHC Internet

Workflow Following is the workflow that is followed whenever you, add, update, or delete any content.

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Publication Policy and Schedule Each department has a Content Owner who is responsible for posting content. Content Owners are responsible for submitting new or edited content. All content must conform to the PHC Communications Style Guide. Content Owners serve as content administrators and contacts for their departments. For new content, each department develops and submits for approval its content following the content standards developed by the Regulatory and Government Affairs Department, Communications Team to the designated Publisher. Each department uses its own internal business process for creating and updating content they publish. The Publisher reviews and approves all content posting requests to ensure that the content conforms to PHC content standards. All content edits, changes, updates must be submitted to the Publisher to be approved. The Publisher posts approved content to the PHC external web site weekly on Tuesdays at 3 p.m., except for Board agendas and packets. Content Owners must submit new or updated content for approval by 4 p.m. the Friday before each Tuesday posting. Content Owners can post Board agendas and packets directly to the PHC website, the Thursday or Friday before the meeting in order to comply with the Brown Act. Content Owners must obtain approval from the Director of Government and Public Affairs when content must be posted outside the scheduled weekly update. In order to maintain accurate information throughout the site, all department landing and component pages must reflect only the content found in that particular section. Content Owners cannot replicate information from a different section of the web site onto their pages (e.g., the Members Section cannot have their own About PHC page, but can provide a link to that section of the web site). If content needs updating on a page that a Content Owner is not responsible for, they must contact the content’s Owner regarding the updates that are needed. Content Owners are responsible for ensuring that the content in their department sections is accurate and timely; old or duplicate information does not exist. Content Owners are responsible for reviewing their content on a quarterly basis.

See Also PHC External Web Site Content Owner Policy and Procedures PHC Communications Style Guide

Content Owner Functions PHC Content Owners (CO) are responsible for managing all changes to their Internet content. Managing content tasks are started from the content owner page for each department. Ver. 1.0 - 2/9/2015



All Content Owners have access to:

• Add Pages – New Content – Access limited to System Administrators – Contact the Communications Team when you need to add or delete pages

• Manage Pages – Update Content

• Manage Documents – Add and update files the content pages have links to

• Manage Image – Add and update images to use in their content pages

• Manage FAQ Lists – Add and update FAQ list contents

Adding Pages The Communications Team uses this function to add your department landing page and new content pages.

Manage Pages Use this function to view page properties, edit page properties, check out pages, update and publish pages, start workflows, download copies of pages, and delete pages.

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mailto:[email protected]


Manage Documents Use this function to add, update, or delete PDF, Excel, Visio, or video files that your pages have links to.

Manage Images Use this function to add, update, or delete images that your pages have links to. Use the images in the Communications Image Library

Requesting New Images If you cannot find an image suitable for your content in the Communications Image Library, you can search our image vendor for one.

1. Go to our image vendor http://www.graphicstock.com/ 2. Browse their images and search for one that is suitable for your content. 3. Copy the link for the image you want to use.

4. Send the image link to Communications Team and request the image. Include links for the page(s) where you will use the image.

Use caution when deleting or renaming pages, documents and images, – others may have links to them

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http://www.graphicstock.com/



5. Communications will download and curate the image. 6. If the request is approved, Communications will provide you with the file name/

path in the library for the image.

Manage FAQ List Use this function to add or update content that is part of a linked menu at the top of a page. The contents for each page in the FAQ List are stored as separate content pages.

Preparing Your Content The first time preparation for managing or updating documents for your content pages consists of the following:

• Adding images to include in your pages

• Adding documents that you link to from your pages

• Work with the Communications Team to create pages that contain all the content for your part of the PHC web site

• Creating FAQ List content

Adding Images Pre Work Browse through the Communications Image Library and select the image(s) you want to add to your content. Submit new or updated content to the publisher, minus the image. The Publisher will add the image when the content is approved. Send an email to the Communications Team to request approval to use the image. The Communications Team will review the request, and if approved, the Publisher will add it to your content.

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Managing Images 1. Select Manage Images. A screen similar to the one that follows appears.

2. Click the new item link to add a new image. A screen similar to the one that follows appears.

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3. From the Choose a file field, click the Choose File button and browse to the directory, see the Communications Image Library, where the file is located. Highlight the file name to select it.

4. Click the Open button. The Add a document screen reappears.

5. In the Version Comments field, enter information about where the file will be used in your content then click the OK button. The document properties page appears.

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Fields with an (*) asterisk are required

Field Enter

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Content Type Accept the default type Image

Name* File Name, remove any spaces

Title Enter a descriptive title for the image

Keywords Enter key words to use when searching for the image

Comments Enter a short summary about the image and the page(s) where it will appears

Author Enter Free Image Library

Date Picture Taken Leave Blank

Copyright Enter N/A

6. Click the Save button. The Image New Document screen appears with the file

details displayed.

7. Repeat for each image that you want to upload. When you finish uploading

images, go back to your Content Owner Page.

See Also PHC Communications Style Guide Image Guidelines Communications Image Library

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Managing Documents Use this function to add, update, or delete documents; Excel, Visio, PDF, or video files to use in your content pages.

1. From your Content Owner Page select Manage Documents. A screen similar to the one that follows appears.

2. Click the new document link to add a new document. The Add a Document dialog appears.

3. Click the Choose file button and browse to the directory where the file is located.

Highlight the file name to select it.

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4. Click the Open button, the Add a document dialog reappears. In the Version

Comments field, enter information about the document such as the page and location where it will appear then click the OK button.

The Add a Document dialog appears.

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Field Enter/Select

Name* File name, remove any spaces

Title Descriptive title for the document

Document Description Brief description of the document contents and the content pages where you will use them

Product Lines

4. Click the Label icon next to the Product Lines field, the Select: Product Lines dialog appears.

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Select the Product Line for the document then click the Ok button to save your selections.

Content Language 5. The default language selection is English. If you are working on a Spanish or

Russian version of a page, to change the language click the Label icon then select either Spanish or Russian.

Website Section

6. Click the Label icon next to Website Section field, the Select: Website Section selection dialog appears. Highlight the name of the website section where you want to add the document then click the Ok button to save your selection.

Document Type* 7. Click the Label icon and select the document type.

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Click the OK button to save your selections.

Sub Section*

8. Click the ▼ down arrow next to the Sub Section, to select the place where your content will display.

9. Click the Save button to save your selections. The Documents page appears

with the document you added listed.

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Repeat these steps for every document you want to link to from your content pages.

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Adding and Creating Pages

Adding and Creating Pages Notes Sub Section is always the Page Name Due Date is the date by when the publisher must make the page available on the site Title is the Web Page Name, for FAQ List contents, it is the web page name where the contents will appear

Page Layouts The Communications Team creates and selects the layout for your content pages. The system has built-in page layouts to use. The page layouts control how the information on your pages display. Following are the layouts available from the Create Page Screen.

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The page layouts and descriptions follow.

FAQ List 1 - Column The page contents are separate pages that are linked to from another page; the links are in one column at the top of the main page.

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FAQ List - 2 Column The page contents are separate pages that are linked to from another page; the links are in two columns at the top of the main page.

General Content 1 The Main Content section contains introductory information about links and content on the page. The page can also contain Web Parts with additional categories of information and images for the part category.

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General Content 2 The Main Content section contains introductory information about links and content in the Web Parts on the page. The page can also contain Web Parts in columns with additional categories of information and images for the part category. There is also an option to enter summary content at the bottom of the page.

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General Content 3 Page content is introductory information about links and content on the page. The page also contains Web Parts in two columns for additional categories of information and images for the Web Part category. The first column spans 2-thirds of the page, the second column spans 1-third of the page.

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Image Left The page Main Content area has a container on the left where you can place an image and image caption.

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Image Right The page Main Content area has a container on the left where you can place an image and image caption.

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Summary Links Use this template for pages that have links to other pages that are displayed in one or two columns in the Summary Links section. The contents of the linked pages are displayed in the main content section of your page.

Summary Links 1 Column

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Summary Links 2 Columns

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Department and Group Section Landing Pages The landing page is the first page displayed when its link is selected from the Home page or navigation links on the PHC Web site. Note: The landing page file name is Default.

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Updating Page Contents 1. From your Content Owner page, select Manage Pages.

Your content Pages directory appears.

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2. Click the selection box next to the content page you want to update then double-click the page file name.

The content page appears.

3. Click the Edit button. The content page opens in edit mode.

4. Locate the content that you want to change.

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5. Make your changes. Use the Styles and Formatting options in the menu at the

top to format and make changes following PHC Communications Style Guide.

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6. Click Save.

7. Click Check In. The Publish Prompt is displayed at the top of the page.

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The Start Page Approval Workflow page appears

8. Click the Start button to start the approval workflow. During the review and

approval process you will receive email updates regarding the status of your content similar to the ones that follow.

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After the page is approved in your department it is sent to the Publisher for review and approval. Until the Publisher approves your content only, you can see your changes.

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Updating Documents 1. From your Content Owner Page select Manage Documents.

Your documents page displays.

2. Highlight the document you want to update. Click the Check box next to the file name, and then double click the filename.

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The document opens in the application you used to create it and has a Check Out Required message at the top.

3. Click the Check Out button then select the content you want to change. Make your changes then save your document.

4. Close your document. A Check In message displays.

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5. Click the Yes button then enter your version comments in the dialog box that appears. The document is updated in your Documents list.

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Changing Images Contact the Communications Team if you want to change any of the images in your web site content pages.

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Managing -- Creating and Updating -- FAQ List Pages Use Manage FAQ list function to create a page that has a menu list at the top. Each item in the list is hyperlinked to its corresponding section of the page. The page that follows is an example of an existing page with a menu list.

To create the corresponding page in SharePoint Publisher, you create a FAQ List page for each menu list item and then add the page on which they will appear. The process starts at the Content Owner’s Page.

1. Click the Manage FAQ List link, the FAQ New Item or Edit This List page

appears.

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2. Click the New item or edit this list link. The FAQ Edit List page appears.

3. In the Title field, enter the web page name where the FAQ List and its contents will appear.

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4. Click the Label icon next to the Sub Section field to display the Select: Sub

Section screen.

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Field Enter

Title* Copy and Paste the title from the source page.

Sub Section* Click the Label icon to select your Sub Section entries.

Section Content Enter or copy and paste the content in the Section Content field.

Order Enter the order sequence number in which the Sub Section will be on the Web Page

Review your entries then click the Save button to save your entries.

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5. The Item List page appears. Highlight the document then right click on the (…) Ellipsis. The edit menu screen appears.

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6. Click Workflows. A screen similar to the one that follows displays.

7. Click the Start button to start the Workflow. An email similar to the one that

follows is system generated and sent to the Content Owner. The email will have a link to documents list.

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The system generates an email to the Content Owner and the Approval Status is changed.

8. Next, add the FAQ List documents to a page. From the Content Owner screen, click Add a Page. A screen similar to the one that follows appears.

9. In the Page Title fields add the title and a description for the page. The system

generates the URL Name.

10. In the Page Layout field, select the template to use for your page.

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11. Select FAQ List 1 Col if you want the menu selections on your page to display in one column at the top of the page. Select FAQ List 2 Col if you want the menu selections on your page to display in two columns at the top of the page.

12. Click the Create button to create your page. The New Document page appears.

13. Click the page name. The page with the publish status appears.

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Click the Page tab in the menu at the top of the screen then click the Edit tab in the Page menu. Click the Web Part tab. The following options are displayed on the screen.

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14. Select the Query Tool Part. In the Show Items when selection, click the Show Items when Sub Section is equal to [Name of the FAQ List Item You Created]

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15. Click the Labels icon next to the FAQ List item that you created.

16. Select the Sub Section (name of the FAQ List item). The Edit Page screen

appears.

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17. Click the Tabs and Notes link. The page Content and Information dialog appears.

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18. Click the Website Section Labels icon to select where the page will be on the

PHC Web Site. Repeat for the Product Lines and Subsection.

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19. Select the Website Section where the page will display.

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20. Select the Product Lines for the Page.

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21. Select the Sub Section for the page. The Sandbox screen appears.

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22. Click the Check it in Link. The Check In Comments dialog appears.

23. Enter comments about the version in the Comments field. Click the Continue button. The content screen redisplays.

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24. Click the Publish it link.

The Request Approval screen appears.

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25. Click the Start button.

Sub Section FAQ Name

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Getting Help For help with publishing content to the PHC Internet site, contact: PHC Communications Team [email protected]

• Contact the Communications Team when you need to add or want to delete pages

For help with system issues create a help ticket at:

• http://art/Part/

Helpful Links PHC Communications Style Guide Style Quick Reference Internet – Intranet Publishing Policies and Procedures Common Health Insurance Words – Definitions – Acronyms PHC Enterprise Data Warehouse (EDW) Definitions Compliance Glossary CMP-17

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mailto:[email protected]?subject=PHC%20Internet%20Web%20Question


http://art/Part/

http://eshare/sites/epm/DataWarehouse/Project%20Documents/InfoView%20Documentation/Reference%20-%20PHC%20and%20EDW%20Glossaries/Common%20Health%20Insurance%20Words-Definitions-Acronyms.pdf

http://eshare/sites/epm/DataWarehouse/Project%20Documents/InfoView%20Documentation/Reference%20-%20PHC%20and%20EDW%20Glossaries/PHC%20EDW%20Definitions.pdf

http://hrweb/CMP%20Policies/CMP-17.rev1.Glossary%20of%20Terms.pol.final.pdf


Appendixes

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File Names When you save and name your pages, use the following conventions to create file names.

• Limit the file name to three words • Use common abbreviations for long words such as synch and communications • Follow these conventions when you create file names

• Remove any Spaces

• Remove any Special Characters

• Remove Numbers Unless Absolutely Necessary

• Maximum File Name Length ≤ 64 Characters

Examples

For a member newsletter memberNewsSpring2015

For member page/page update MbrMCHome (Member Medi-Cal Home)

MbrMCPrograms (Member Medi-Cal Programs)

MbrMCIDCard (Member Medi-Cal ID Card)

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Error Messages Task Assignments Classified as Spam If you update a page several times in one day, Outlook will categorize the notification emails as Spam mail.

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Resolution In Outlook, highlight the message, and then select Junk Not Junk.

Page Not Found When you try to open a link for a page that is not published, a message similar to the one that follows appears.

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Resolution: Navigate to your Content Owner Page list, open the page, enter your updates, and send it to the approval workflow.

Update Conflicts If you edit a page that is checked out to someone else a message similar to the one that follows.

Resolution: Select Merge Changes and add your changes after the page is Checked In.

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SharePoint

SharePoint is a collaborative platform for the enterprise and the internet. SharePoint features include document management, enterprise search, personalization, enterprise content management, team collaboration tools, and more.

Accessing SharePoint

From This Document

Ctrl+ Click this link: http://sharepoint

From Your Browser 1. Open your browser: Google Chrome or Internet Explorer 8.0 or higher. 2. Enter http://sharepoint in the address bar then press Enter. A page with links to

the PHC SharePoint sites appears.

Department Sites

Department sites provide many features such as document management, online calendars, announcements, pictures, team sites, and more. Each department has its own department site and team sites for individual teams.

To access the IT site go to http://eshare/sites/IT/

Enterprise Project Management

The PHC Enterprise Project and Portfolio Management (EPM) tool helps departments gain visibility and control across all projects, enhancing decision-making, improving alignment with business strategy, maximizing resource utilization, and enhancing project execution.

Use this link to access the EPM tool: http://eshare/sites/epm/

Policies and Procedures

This site is designed to provide a central location to access policies across the company for all PHC staff. It contains policy-related information and resources as well.

To access the policies and procedures site go to http://eshare/sites/PoliciesnProcedures/

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http://sharepoint/

http://sharepoint/

http://eshare/sites/IT/

http://eshare/sites/epm/

http://eshare/sites/PoliciesnProcedures/


Application Request Tracker (ART)

The purpose of the tool is to manage efficiently new IT project requests in SharePoint. This tool helps to create a measurable and efficient way to decide which projects to focus on and when. With this solution, you can submit a new request using our SharePoint online form and track the status of your request.

To access ART click: http://art/PARt/index.html

Internet Site

This project is an upgrade to the current PHC Internet/Intranet at partnershiphp.org. It is built on SharePoint. The Internet site is scheduled to go live on March 31, 2015.

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http://art/PARt/index.html