Drupal Site Administration Guide. Cal Poly Specific Information

Transcription

1 Drupal Site Administration Guide Cal Poly Specific Information Revised April, 2013

2 CTLT Revised April 2013

3 Table of Contents Site Administrator Basics...1 About the Site Administrator Role...1 Access and Logon to Manage the Site...1 Editing the Site Information...2 Search Box...2 Breadcrumbs...3 Window Title (appears at the top of the browser window)...5 Planning Out the Site...5 Setting a Customized 404 Not Found and the 403 Access Denied Page...5 Clearing the Drupal Cache...5 Identifying and fixing broken links...6 View Broken Links Report...6 Use Page Links tool to examine URL links...6 Use Block Links tool to examine URL links...6 Three Steps to Creating an Alias in Drupal...7 Adding Users and Assigning Roles...9 About Roles...9 Add a User Account and Assign a Role...10 Change a User s Role...10 Reassign page author...11 Delete a User ***only after reassigning!...11 Granting Access Rights for the Contributor Role...11 Grant Rights to Individual Pages for the Contributor Role...11

4 Site Administrator Basics About the Site Administrator Role The Site Administrator role oversees one or more Web sites within their jurisdiction and provides WCMS user training, Web accessibility guidance, and support to the Advanced Author and content Contributor roles within these sites. The Site Administrator role is expected to establish the Web site structure from the initial empty shell site provided in the WCMS. The Site Administrator is responsible for ensuring the accessibility of any content that they place into the WCMS including Web content, PDF documents, MS Word docs, videos, etc. The Site Administrator role is the second highest role in the WCMS, and is used to assign administrator-level privileges to a site or sub-site. Site Administrators have all of the powers of the roles beneath them (Advanced Author and Contributor). Site Administrators can also: Assign roles, create/delete users, backup and restore a site, and access the site configuration area. Access and Logon to Manage the Site 1. In a standard Web browser, go to the URL for the home page of the site to be edited a. If your site is on the testing server (meaning it is in development), then access the site using where departmenturl is the normal department name for your site (eg. servicedesk-test.calpoly.edu) b. If your site is in production (meaning it is visible using your normal URL), then access the site using where departmenturl is the normal department name for your site (e.g. servicedesk.calpoly.edu) 2. Check to see if you are already logged into the site by seeing if the Administer Site menu is on the left side of your page. If not, proceed with the next steps to login. 3. In the address bar of the browser, add the text user to the end of the site URL. For example it should look something like this: or 4. Press enter and the logon page should be presented 5. Log into the WCMS using your full calpoly user id khischke@calpoly.edu and password, 6. You can begin editing the web site. 1

5 Editing the Site Information As noted above, when a site is logged into, a new menu section appears above the regular site navigation menus. This is the Administer Site menu which is used to access content for editing and to configure the site. 1. From the Administer Site menu on the left side of the page, select Administer >> Site configuration >> Site Information 2. Change the following items in the site information section to match the department s information: Name This becomes the Site Title which is usually the name of your program, department, unit, or college. Optionally, this can be substituted for the alt text on the department logo if the logo is used to identify the site instead of the Site Title. (see Department Logo section below for more information) address Set this address to reflect your department or other administrative contact address. This address will appear as the From: address on outbound s sent from your Drupal website. For example, when a new user account is created on the Web site, an is sent to the user with this address as the From: sender. Slogan This is the Site Information (Optional) which can be used to present optional department information such as a tagline, motto, or slogan. It appears below the Site Title Mission Statement Ignore this as it is not used on the Cal Poly theme Footer message This optional message appears in the bottom-center of the footer. A suggested footer message could be to repeat the name of the site or present the unit name that is responsible for the site. Anonymous user Leave as Anonymous Default front page The default front page should be left as content/index 3. Click Save Configuration Search Box The default search box is configured to search the entire Cal Poly web space (it s the same as the Cal Poly home page search). This may not be desirable for the site being worked on, so a change is needed. To make the search relevant to the site being developed, a Block needs to be created and assigned to the Custom Search Code region in the template. The Block will contain search code that tells the search engine to gather results from the custom URL for the site. An example of a custom URL is servicedesk.calpoly.edu. 1. Go to Administer >> Site building >> Blocks 2. Select the List tab 3. Find the custom search code region and select configure to the right of the block named Search department name Google 2

6 4. In the Block description, replace department name with an abbreviated name for your department 5. Leave the Block title blank 6. In editor tool bar, click the Source icon to view the HTML source code Change "departmenturl.calpoly.edu" to your actual department URL (e.g. servicedesk.calpoly.edu). This is the web address that you need Google to search. 9. Change "Department Name" to your actual department name (e.g. Service Desk). Do not delete the word "Search" before your department's name. This text will appear at the top of your web page next to the search input box. 10. Save the block by scrolling to the bottom of the page and selecting Save block Your search will likely not begin working until your site is placed into production using the custom URL for the site. Breadcrumbs The breadcrumb path at the top of the content area reflects the first menu path that a link is found in. If a link appears in more than one menu, the first menu item found takes priority, unless the priority of the menus is changed by the Site Adminstrator. Menus can be prioritized in the Menu Breadcrumb feature. (Prioritized menus will still appear in the order that was assigned through the Blocks feature.) 1. Go to Administer >> Site configuration >> Menu Breadcrumb 2. Set the priority for the menus If a page is not linked from a menu, then the breadcrumb path for the page will reflect as though the page is one click away from the home page. 3

7 Creating a desired breadcrumb path Creating a desired breadcrumb path - Breadcrumbs are derived from how a node (page) is located in the menu structure. For example, if you have a page named LiveScribe Pen that is not linked from any menu, but is only linked from the body of another page named Note-taking Services which is located within the Services section of your site (see bullet listing below), the breadcrumb would probably look somthing like Home > LiveScribe Pen instead of Home > Services > Note Taking > LiveScribe. This is likely caused by the LiveScribe page not being assigned under a specific menu item but rather left within the top area of a menu and then disabled. So neither does the link show in a menu, but also the Drupal system thinks the page is effectively at the top level of the site (again, because it's not associated with a menu). Example showing why the breadcrumb for the LiveScribe Pen page doesn't appear as desired...its menu item is located within the top-level of the site and is disabled: Top level of site menus o Services [breadcrumb: Home > Services] Note-taking [breadcrumb: Home > Services > Note-taking] Request a Note-Taker (lone page with menu listing disabled) [breadcrumb: Home > Request a Note-taker] Try the Livescribe Pen (lone page with menu listing disabled) [breadcrumb: Home > Livescribe Pen] Become a Note-Taker (lone page with menu listing disabled) [breadcrumb: Home > Become a Note-Taker To make the breadcrumb describe the desired path, edit the menu for the Services section and move the menu item for the LightScribe Pen page under the menu item for the Note Taking Services page, indent it, then click the enabled checkbox to disable the display of the menu item. This will associate the page with the Note-taking menu item and the breadcrumb will display as Home > Services > Note-taking > LiveScribe Pen. Example showing the desired breadcrumb which is produced by locating the LiveScribe menu item under the Note-taking menu item: Top level of site menus o Services [breadcrumb: Home > Services] Note-taking [breadcrumb: Home > Services > Note-taking] Request a Note-Taker (lone page with menu listing disabled) [breadcrumb: Home > Services > Note-taking > Request a Note-taker] Try the Livescribe Pen (lone page with menu listing disabled) [breadcrumb: Home > Services > Note-taking > Livescribe Pen] Become a Note-Taker (lone page with menu listing disabled) 4

8 [breadcrumb: Home > Services > Note-taking > Become a Note-Taker Window Title (appears at the top of the browser window) The window title is generated from two components on the site: the page Title field which is viewable when editing a page in Edit mode and from the site Name that is added through the Site information menu (see above). Window titles are important for accessibility and for search engine ranking and must be unique for every page in a site. Planning Out the Site Plan out how the site will be organized by setting up the folder structure/hierarchy, separating content into pages, and determine which links will be placed in the navigation. Keeping the structure of the site organized is not only important for maintainability, but also for the purpose of navigation. As pages are created, the left navigation and breadcrumb will populate, and are built dynamically by the location of files inside folders. Create a new folder for each main section of the site, and place files related to that section inside the folder. In the navigation, the folder will appear as a section header, and the pages will appear as the links. How the navigation works will be become clearer as more pages are created. Try to maintain a simple folder structure so that the resulting navigation is clear and straight forward. Setting a Customized 404 Not Found and the 403 Access Denied Page By default, Drupal will respond with a 404 or 403 page when a user attempts to browse to a page that is not on the site or for which access is denied (respectively). Although these pages will contain the header and footer information for the site, they will not contain menu items or other node or block content. If the default 404 and 403 pages are not acceptable for the site, an alternate custom page can be created for either and assigned in place of the default response. Follow the below instructions for configuring Drupal to respond with a custom page 1. Create a page (node) that will represent the new 404 or 403 page 2. Go to Administer» Site configuration» Error reporting 3. Type in the URL alias for the intended 404 or 403 page. Clearing the Drupal Cache Clearing the Drupal cache may be of help if a page stops displaying after it has been modified, or menus do not appear, or page content does not appear as expected. 1. Got to Administer» Site configuration» Performance 2. Scroll to the bottom of the page and select Clear cached data. 5

9 Identifying and fixing broken links Tip: a broken link may not have visible text in a web page because the link could be embedded within the code without associated text. In these cases, you must search through the source code for the offending URL. This is easily done by copying the html code and pasting it into a text editor, then searching for the offending URL. View Broken Links Report Go to Broken links report: Administer >> Reports >> Broken links Repair all links that are listed as broken Links that are fixed correctly will drop off of the list If a repaired link is pointing to a node, then the link checker will rescan the page almost immediately and update its list. Tip: Install the Firefox add-on LinkChecker. Use this to scan the links on individual pages. It will show you where the dead links are on a page. Use Page Links tool to examine URL links Fix links that include the vanity server name Look for links that point to the current website vanity name and which should point to nodes. These links will break when the site is moved into production. These links need to be changed through the WYSIWYG editor to point to a node on the Drupal site. Fix links that include.htm or.html Search for.htm in the Link URL and verify if these should point to nodes on the Drupal site or are accurately pointing to files off site. Fix links which point to files that are located on the original hosting site such as.pdf,.doc,.xls Look for links that point to.pdf,.doc,.xls, or other document file types and examine if they point to the original hosting site rather than the Drupal files area (these will break when old site is taken down). Examples to look for: o Incorrect URL: (this URL does not correctly point to the files area where your files have been uploaded) o Correct URLs: Or, if file is in a subfolder of the files area: sites/sitename /files/ pdf /filename.pdf Use Block Links tool to examine URL links Fix links that include the vanity server name 6

10 Look for links that point to the current website vanity name and which should point to nodes. These links will break when the site is moved into production. These links need to be changed through the WYSIWYG editor to point to a node on the Drupal site. Fix links that include.htm Search for.htm in the Link URL and verify if these should point to nodes on the Drupal site or are accurately pointing to files off site. Fix links which point to files that are located on the original hosting site such as.pdf,.doc,.xls Look for links that point to.pdf,.doc,.xls, or other document file types and examine if they point to the original hosting site rather than the Drupal files area (these will break when old site is taken down). Examples to look for: o Incorrect URL: (this URL does not correctly point to the files area where your files have been uploaded) o Correct URLs: Or, if file is in a subfolder of the files area: sites/sitename /files/ pdf /filename.pdf Three Steps to Creating an Alias in Drupal Step 1 Log into the Drupal site. In the right-hand menu, click on Administer. 7

11 Step 2 Under Site Building, click on URL aliases. Locate the Alias name (e.g. content/apps/ _forwarding) and the System node # (e.g. node/27). Click on Add Alias. 8

12 Step 3 Enter the node information. Enter the alias or short pointer name. Click on Create new alias. Done! Adding Users and Assigning Roles The Site Administrator role can create user accounts and assign roles for access to a Drupal Web site. Access should be given with observation of the scope of the user s authority to change a site s content. The Site Administrator is responsible to monitor the use of these accounts. About Roles Contributor This highly limited role is designed to allow a user to add, modify or delete content on pre-existing pages (nodes) that are specifically granted to a user with the Contributor role. This role can also upload and delete images and documents in the files area. The role cannot create new pages (nodes) and cannot delete existing pages. The Contributor role can view all nodes by default. An example of how this role could be used is for a department that needs a student assistant to be able to edit content on an existing page. Advanced Author This role is designed to enable a user to comprehensively manage the content of a Drupal Web site with minimal involvement of a Site Administrator. The advanced Author can view all content, create and delete nodes, create and delete Webforms, define content types, input content, format content, modify menus, upload and delete images and documents, add/delete folders in /files/ area, add, delete, modify, and assign blocks, administer node revisions, run link checks, backup a site. (In the future: administer forums, blogs, RSS feeds, etc) 9

13 Site Administrator This role is designed to oversee site configuration (setup) and operations. In addition to the Advanced Author role, the Site Administrator can set and edit site information, administer a limited set of modules, create and delete users, assign roles, backup and restore sites. In general, it is advisable to have only one Site Administrator per Drupal site. Add a User Account and Assign a Role 1. Go to Administer» User management» Users 2. Select the Add user tab 3. Change the following items on the Users page: Username username@calpoly.edu. This name should match the user s Cal Poly user name as used with the my.calpoly.edu portal and should including extension. address This should be the Cal Poly address for the above username Password This is the initial password that the new user should change immediately upon receiving the new account login information Confirm password: Match the Password provided in the previous field Status Select Active unless the user account should be initially made unavailable (blocked) upon creation of the account Roles Select a role for the user 4. Check Notify user of new account if the user should receive an notification of the account creation 5. Select Create new account Change a User s Role 1. Go to Administer» User management» Users 2. Select the List tab 3. Select the edit link that is to the right of the username for whom the role will be changed 4. Scroll down to the Roles: section and select the appropriate role (Contributors, Advanced Authors, Site Administrators) 5. Click Save to save changes 10

14 Reassign page author If you created the page but want someone else to own it or want to change who owns it you will need to edit each individual page. Toward the bottom of the edit screen find and expand the Authoring Information, change Authored by and Save. Never leave the authored by field blank! Anonymous has no security and it will leave your web page open for anyone to edit. Delete a User ***only after reassigning! 1. Before deleting a user, you must re-assign any nodes that the user has authored to another user. If this step isn t performed, said nodes with revert to Anonymous as the author which will cause unpredictable results including allowing site visitors to see and edit content on the page see reassign page author in the section above 2. Go to Administer» User management» Users 3. Select the List tab 4. Delete the user Granting Access Rights for the Contributor Role Grant Rights to Individual Pages for the Contributor Role The default settings for a Drupal site prevent users with the Contributor role from editing any pages in the site. Each page (node) in a site must be specifically granted to the Contributor role on an individual basis. This is done by going to each page that the Contributor role should be given access to and granting access permissions. 1. Site Administrator creates account for contributor. 2. Site Administrator navigates to the page contributor needs access to. 3. Click on the Grants tab 11

15 4. Enter contributor's username in search box and click Search button. 5. A new set of permissions will appear next to the Username. Check the box for Keep, View, Edit, and Delete (if desired). Delete is optional. If the Keep box isn't checked, nothing will be saved and the contributor won't be able to edit the page. 6. Click Save Grants. 7. Repeat on all pages the contributor needs access to. Role access is additive (not subtractive). For example, if the contributor role is given (view, edit, delete) rights, an individual user with the Contributor role cannot have their delete right revoked through this process as they are part of the Contributor group that has the higher level permissions. 12