Managing Staff Profiles using Edit+
This documentation was created to support the creation and management of
Staff profiles using Edit+. This documentation assumes understanding of the
basic principles of Edit+ and can complete basic edits on existing Staff Profiles
on legacy templates.
Document Control:
Version
Author
Issue Date
Revisions
0.1
Bobbie Tulloh
27/06/2017
FINAL
Table of Contents
How do staff profiles function? .................................................................................... 3
Creating a new staff profile .......................................................................................... 4
Creating a standard page for your staff profile ......................................................... 5
Using the Asset Creation Wizard to create a profile ................................................. 6
Using the Asset Creation Wizard to create a staff image ......................................... 8
Adding content to your new profile ............................................................................ 10
Setting your staff image ......................................................................................... 10
Using the Metadata screen populate staff contact details ...................................... 12
Using the Metadata screen to adjust page layout of a standard page .................... 13
Clearing Default Description and Keywords ........................................................... 15
Adding content to a staff profile ................................................................................. 16
Creating a tab......................................................................................................... 16
Sharing a profile to another location .......................................................................... 18
Moving a staff profile .............................................................................................. 20
Publishing a staff profile ............................................................................................ 21
Publishing your staff profile image ......................................................................... 21
Publishing your staff profile (Standard Page) ......................................................... 22
Archiving a staff profile .............................................................................................. 23
Moving an Archived staff profile to the archived folder ........................................... 23
Archiving a staff profile ........................................................................................... 24
Changing the status of the a staff profile to Live from Archived ............................. 25
Glossary ................................................................................................................. 26
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How do staff profiles function?
Staff profiles are controlled by a dynamic Asset Listing Page which is a type of asset
that is not editable with Edit+.
On your staff profiles page you will notice that there will be a Nested Content
Container with a reference to your Asset Listing Page.
To note: The Asset listing page set on your Nested Content Container maybe
named differently to the example below. The asset identification numbers will all
be unique. Any adjustments to haw your staff listing functioning is to be submitted
to the Web Strategy Office via the Service Desk.
The Asset Listing Page that is populated on your staff page will generate for you:

The display name of each of the Staff Categories, controlled by the names of
the folders themselves
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
The name of the staff member, generated by the Asset Name of the profile
page

The hyperlink to their profile, generated by their profiles URL

A small thumbnail image of the staff member is created when set as a Related
image on the staff profile

Their position is set when their Metadata fields are updated

and their location, set when their metadata field are updated
Creating a new staff profile
To create a new staff profile, the following screens and tools are required:
1. The Asset Creation Wizard  for creating:

a new standard page for your staff profile
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
a new File asset  Image for your staff profile
2. The Metadata screen  for adding:

contact details

controlling page layout
3. The Content Screen for creating

Content areas that display the staff profile content in tabs

Adjusting the settings Content Containers that control the names of
each individual tab
4. The Details screen for  approving

The Staff profile (Standard page)

The staff image (File)
Creating a standard page for your staff profile
To create your new staff profile you will need:

to use the Asset Creation Wizard to create a standard page asset

a Location to create your new profile
Before you create a staff profile you need to know what area/s you to create your
staff profile. There needs to be an existing Folder Asset created before you create
a new standard page.
Check the Asset Finder to make sure you can create your staff profile in the right
area, before using the Asset Creation Wizard.
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Using the Asset Creation Wizard to create a profile
The staff profiles are created using Standard Page Assets.
To create a new Standard Page:
1. Access the Asset Creation Wizard
2. From the Categories  Pages choose  Standard Page
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Enter your staff profiles Details:
1. A name – set as first name and last name
2. Set show in menu to No
3. Choose the location where the profile is to be created. Select locations
will open the asset finder where you can choose a folder asset to create
the staff profile.
4. and Create
Note: Your new Standard Page will have a status of Under Construction when it
is created. Remember to refresh your Asset Finder to see the staff profile within
your asset finder.
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Using the Asset Creation Wizard to create a staff image
Once you have created your staff profile you can create your staff profile thumbnail
image. Have your image prepared before you use the Asset Creation Wizard.
With Edit+ loaded to your new staff profile.
Create a new image:
1. Access the Asset Creation Wizard
2. From the Categories  Files choose  Image
Enter your image Details:
5. Browse to your prepared file (named in the appropriate format
firstname-lastname.jpg)
6. The filename will populate automatically in the name field
7. Enter alternate text
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8. Toggle decorative only to No
9. Choose the location where the profile is to be created. Select current
Asset
10. and Create
Your image should be under your Staff Profile and in a status of Under Construction
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Adding content to your new profile
In Edit mode there are a number of screens that are available to support editing.
Once you have created a new staff profile, to finalise your staff profile you will need to
use the following screens:

Details

Metadata and

Content screen
Setting your staff image
These steps are assuming you have created your image first, using the Asset
Creation wizard.
With your new staff profile standard page open in Edit+ go to the details screen.
To set your image:
1. Go to the Related Image section of the Details screen
2. Click the blue Select button to open the asset finder
3. Choose your new staff profile image
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4. Press Select
5. The Related Image will now be set
6. Save
When you preview your page you will notice that your image will be populated on
your staff page.
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Using the Metadata screen populate staff contact details
On the Details screen of your new staff profile you will notice on the Status has a
warning notification. You will not be able to publish your profile until the mandatory
fields on the Metadata screen are filled in.
On the Metadata screen populate staff details making sure that the Mandatory items
are populated.
Untick Use default
to activate the fields. Only activate the fields you
wish to populate as part of your staff details
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Once staff profile details are populated you should have basic staff contact details on
your page when you preview.
Using the Metadata screen to adjust page layout of a standard page
When a Standard Page is created, by default there is space incase there is quick
links or a right column. These features can be turned on and off via the Metadata
screen.
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To adjust page the page layout:
1. In Edit
mode
2. On the metadata screen of your standard page
3. Scroll to the Sections and Themes
4. Untick Use Default to activate the fields
Set the following option to No:
1. Show Page H1 heading
2. Right column
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3. Save and Preview
Clearing Default Description and Keywords
Description and keywords will not be required for your staff profile. The user cannot
see this content.
On the Metadata screen of your staff profile:
1. Scrolls down to Dublin Core
2. Untick Use default for Keywords and Description
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3. Save
Adding content to a staff profile
Content that has been provided for your staff profiles is provided by the staff member.
If you have any issues with the staff information and feel it is not correct or is
defamatory, escalate to your manager.
Creating a tab
When a staff profile is first created there will be tab with a name.
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To adjust the name:
1. Click on the Edit Container Properties
2. In the Identification  ID name  enter your tab name
3. Set Properties
4. Save
Paste your provided content in the blank WYSIWIG Content container. Use the
tools to format your content is required. For new container click on the
DIV
New
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Sharing a profile to another location
There may be occasions when a staff profile is required to be

Appear in 2 Locations example (A Head of School and an Academic staff
member)

Is required to be moved from one location to another
To share staff profiles you do not need to create separate staff profiles. You can
use the linking screen to share in multiple locations, within the same site asset.
Scenario:
Joe Bloggs is a Head of school and is also an Academic. To share Joe Bloggs in
muitlple locations, so his profiles appears in mulitple locations
Go to the Linking Screen of the staff profile:
1. Click on New Location Link
The Asset Finder will open.
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2. Select the folder to create share your staff profile with example: Academics
When the linking screen reloads. The Location Links let us know that the staff profile
is shared now in more than 1 location.
The Linking screen allows you to see:

Where an Asset is linked to within your website

Hide an Asset from the menu

Mark an Asset for deletion

View the Direct children of the selected asset

Go to the Linking screen of child assets
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Moving a staff profile
When a Staff Profile needs to move fully from one location to another location due to
promotion, you:
1. create a New Location Link
2. Mark for Deletion the old location
When selecting this tool this will:

Highlight the Asset that is deleted in the website locations area

Displays a warning
On pressing Save this will Trash the asset
To deselect the item simply press back on the Remove item tool
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Publishing a staff profile
Before you can publish a staff profile you need to check that your page looks as
expected by Previewing.
Publishing your staff profile image
Access your staff profile image form the Asset Finder:

That your staff profile image mandatory Metadata fields are filled in ( Name
and Surname)  check your Metadata screen of your image

That your Staff Profile image is live  Via the Details screen
Choose your staff profile image from the Asset Finder:
1. On the Details screen
2. In the Status  Change?
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1. Approve and Save
2. Click the Change? Status button again to Make Live
3. and Save
Publishing your staff profile (Standard Page)
From the Asset Finder:
1. Select your page Standard Page from the Asset Finder
2. Select the Details screen
3. In the Status section, check the Change? dropdown
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4. Approve and Save
5. Click the Change? Status button again to Make Live
6. and Save
Archiving a staff profile
Archiving a staff profile requires

Moving the profile and image to the Archived Folder (If a folder is available)
using the Linking Screen

Changing the Status of the Standard page and Image to Archived
Moving an Archived staff profile to the archived folder
Moving a staff profile to the archived folder requires:

creating a New Location Link to the archived folder

removing the previous link location
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Following Moving a Staff Profile in this guide, move the staff profile to the Archived
Folder.
If you don’t have an archived folder, the staff profile can remain in the current
location. In an archived state it will not display to visitors to the website – except the
editors with permissions to the content, due to advanced permissions.
Archiving a staff profile
Using the Asset Finder:
1. Choose the staff profile required to be archived
2. On the Details screen
3. In Status  Change? The status to archive. If the image is a child of the staff
profile you can Cascade the Change Status.
The Status of your page is then Archived
If you check the Asset Finder and you checked Cascade Status – your image should
also be Archived.
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Changing the status of the a staff profile to Live from Archived
Once a standard page is archived you need to return it back to Under Construction
in order to republish the page.
To do this:
1. Locate your staff profile using the Asset Finder
2. On the details screen set the Status to Place under Construction ( in the
image ins a child of the staff profile you can tick Cascade Change Status)
3. Save
4. The Asset will go back to Under Construction
5. Approve and Make Live
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Glossary
Admin Permission
Content editors with an Admin Permission level can
change the state of an asset to LIVE.
Accessibility Auditor
The Edit+ for Squiz Matrix Accessibility Auditor tool runs
an audit against the content of assets within your site,
evaluating and detailing any found or potential
accessibility issues, in accordance with WCAG 2.0
standards.
ALT text
Refers to Alternate Text and specially relates to providing
a short text description of content when the content
cannot be displayed. ALT text is used by Assistive
Technology such as a Screen Reader.
Approved
When the status of an asset is Approved, the assets has
been reviewed and ready to be published on the site.
Archived
When the status of the asset is Archived, the asset is no
longer visible to the public. You cannot make change to
the asset when it is in an archived state.
Assistive Technology
This includes assistive, adaptive and rehabilitative
devices for people with disabilities.
Asset
A unique content object in the Content Management
System. Your website is made up of common content
objects such as Standard pages, images, files and
folders. You can see all the assets in your site by the
Asset Finder.
Asset Dependencies
assets that rely on each other and are required to be
available together when content is published.
Asset ID
A unique identification number given to the asset. You
can view and assets ID by the Asset Information screen
within Edit+
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Asset Lineage
communicates visually where your asset is in your site. If
the asset is linked in multiple locations it will have
different lineage.
Asset Finder
The Asset Finder allows you to see the structure of your
website and allows you to navigate to the asset you
would like to edit.
Bodycopy
A collection of divisions or Content DIVs.
Content DIVS
Also known as divisions. This is where the content of a
page is edited.
Content Types
These are types of divisions. The type of divisions you
will get exposed to frequently is WYSIWIG, RAW and
Nest Content.
Decorative image
These images do not add any information to the content
of a page. If the information is already provided in
surrounding text, then image can be set to decorative.
Division
Also known as Content Divs. This is where the content of
a page is edited.
Edit Mode
Edit Mode allows you to edit the general settings and
content of assets in your Site using a variety of screens
and options. When you first enter Edit Mode you will be
on the Details screen of the asset.
Linking Screen
Not to be confused with a hyperlink. Linking an asset
duplicates the asset and the asset contents to another
location in your site.
Live
When an asset is Live it has completed the workflow
process and has been published in the site.
Metadata Screen
An Edit Screen that allows you to configure keywords and
descriptions.
Nest Content
This allows you to use the content of another asset in the
system and show it within your current page.
Optimised for Web
in relation to content this refers to saving files to improve
the whole performance of your page.
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Parent Asset
An asset that has a number of dependants or “children”
underneath it in the hierarchy
Pending Approval
If you have workflow running across your pages, pending
Approval is an indication of this
Public user
These are a type of user that can visit your website
without requiring authentication.
Safe Edit
This status allows you to make changes to an asset
without the changes being viewed until being published.
Safe Edit Approved
When the status of an asset has been reviewed and are
ready to be published on the website. The asset is not
published until the asset is live.
Safe Edit Pending Approval
The Status that indicates that the asset is currently
in workflow.
Standard Page
This page is used to make standard content in your
website. Standard pages make up a large proportion of
our websites.
Status
The state of an asset. There are 9 different statuses that
may be exposed to in your website. Archived, Under
Construction, Pending Approval, Approved, Live, Up for
review, Safe Edit Pending Approval and Safe Edit
Approved
Under Construction
When an asset is first created, it has an Under
Construction status. This asset has not been approved
for publication yet. The public cannot see the content of
this asset.
HTML tags
Examples of HTML tags:
<h1>heading 1</h1>
<p>paragraphs</p>
You can see the HTML tags via the source view in Edit+
and via the viper breadcrumb lineage.
Workflow Screen
The Workflow screen displays the currently running
workflow on an asset, allowing users who are part of
the approval process to approve or reject any changes
that have been made.
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Write Permission
Does not have publishing permission for content. Can
create new content but change the assets status to LIVE.
WYSIWYG Editor
Allows you to edit content without having to know HTML
(Hypertext Markup language)
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