Events Calendar Admin Module Training Guide

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Events Calendar Admin Module Training Guide Powered By Docstoc
					Events Calendar Admin Module
                Training Guide




                               Dated:
                      9 February, 2010




                            Page 1 of 16
TABLE OF CONTENT
1.      Introduction ......................................................................................................................................... 3
2.      Creating an Event or a Campus Buzz Article ............................................................................. 4
3.      Adding Event Registration to Event (Optional) ....................................................................... 10
4.      Publishing an Event or Campus Buzz Article ............................................................................ 12
5.      Quick Tips ........................................................................................................................................... 13
     5.1     Property Description using Tool Tip .....................................................................................13
     5.2     Search for Created Pages to Modify Details ..................................................................13
     5.3     View Published Event or Campus Buzz Article ................................................................14
     5.4     Search for a Published Event or Campus Buzz Article ..................................................15




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1. Introduction

   Offices and student organizations are encouraged to make use of Campus Buzz, a
    weekly email newsletter on the latest happenings, to announce their events or
    activities to all students (undergraduates, postgraduates and NIE students).

   Web-based Events Calendar admin module allows authorised staff and student club
    officials to publish news/events on the NTU portal and Campus Buzz. This
    documentation provides details on how to use the Events Calendar admin module.

   Authorised users may go to
    http://cougar1:7086/admin/publish/newspublishing.aspx?SiteID=26 to access the
    Events Calendar admin module. When prompted for logon, remember to prefix
    student\ or staff\ to the username.

   You may use the Event Registration System (ERS) accessible from the Events Calendar
    admin module to set up online registration for your event.

Notes:
 Student Clubs must first apply for role-based account from StudentLink to access the
   Events Calendar admin module. Existing role-based account can be granted access
   to use the Events Calendar admin module. Staff may apply via StaffLink with
   approval from the supervisor. Please contact CITS‟ Helpdesk (helpdesk@ntu.edu.sg) if
   you require assistance on account application or access right matters.
 If you want your event to be published in Campus Buzz, you have to first post the
   event in the Event Calendar.
 Campus Buzz is collated every Thursday and thus all announcements for the following
   week will have to be posted to the Event Calendar latest by Wednesday of the
   week.
 Campus Buzz seeks to inform students about the latest happenings, so please do not
   post your announcements for longer than 2 weeks.
 Student Clubs should only post events/activities of their own clubs. Advertisement for
   sponsor or publicity for a third party is NOT allowed.
 All postings created by student clubs will only be published in the personal portal
   (http://myntu.ntu.edu.sg), with the exception of Event Calendar. All postings which
   have been posted in Event Calendar will also be displayed in the public portal
   >Student>Event Calendar.
 SAO (email: sao-fa@ntu.edu.sg) will help student clubs to post to NTU public site
   (http://www.ntu.edu.sg) upon request and if deemed appropriate.
 SAO reserves the right to edit or remove any postings that are deemed
   inappropriate.




                                                                              Page 3 of 16
2. Creating an Event or a Campus Buzz Article




                                                                  Click Create




                                       Figure 1

   To create a new posting, navigate you navigate to the Events Calendar admin
    module and click “Create” (refer Figure 1)

   Next, you will see the page in edit mode with the following fields (refer Figure 2):




                               (2.A)

                               (2.B)

                               (2.C)



                               (2.D)




                                          Figure 2


                                                                                  Page 4 of 16
    Note: Do not Include special characters e.g. % #

               -   (2.A) ‘Title’ (Mandatory): System name of the page that you will
                   create in the system
               -   (2.B) ‘Description’ (Optional): Description of the page that you are
                   creating
               -   (2.C) ‘URL Name’ (Mandatory): System will default to same value as
                   title
               -   (2.D) ‘Template Name’ (Mandatory): Only one available value which is
                   defaulted to
                   „(NTU News Article Detail) NTU NewsHub/NewsArticleDetail.aspx‟


   Click „Create‟ button

   Next, you will see the Event properties page with the following fields (refer Figure 3):




                                     (3.A)


                                                       (3,B)
                     (3.C)

                                       (3.D)
                                                                        (3.E)
                             (3.F)



                                               Figure 3


Note: Do not Include special characters e.g. % #

               -   (3.A) ‘Article Title’ (Mandatory): Title of the event displayed in
                   summary listing and article details
               -   (3.B) ‘News Category’ (Mandatory): If event is not to be published in
                   Campus Buzz eNewsletter, tick only “Event Calendar”. If event is to be
                   published in Campus Buzz eNewsletter, tick both “Event Calendar”
                   and “Campus Buzz”


                                                                                   Page 5 of 16
                -      (3.C) ‘Hide’ (Do not change): Default value as „No‟
                -      (3.D) ‘Publish Date/Time’ and (E) ‘Expiry Date/Time’ (Mandatory): If
                       event created is „Campus Buzz‟ and the publish and expiry date/time
                       window falls within the publishing date range of the Campus Buzz
                       issue, this event will be included into the eNewsletter.
                       In the following example, Event A will be published in Campus Buzz
                       eNewsletter published for the period 1 Jan 2011 to 7 Jan 2011. Event B
                       will be included in the “Coming Events” section since its Published
                       Date (31 Jan 2011) falls within the one-month period from 1 Jan 2011.

             Campus Buzz Enewsletter start date: 1 Jan 2011
             Campus Buzz Enewsletter end date: 7 Jan 2011

             Campus Buzz Event A Publish Date/Time: 31 Dec 2010
             Campus Buzz Event A Expiry Date/Time: 5 Jan 2011

             Campus Buzz Event B Publish Date/Time: 31 Jan 2010
             Campus Buzz Event B Expiry Date/Time: 2 Feb 2011

                     |--------------------| Event A
                    31 Dec 2010        2 Jan 2011

                        |------------------------|Campus Enewsletter publishing date range
                     1 Jan 2011           7 Jan 2011
                                                         |--------------------| Event B
                                                        31 Jan 2011        2 Feb 2011



                -      (3.F) ‘Thumbnail’ (Optional, recommended size is 80x80 pixel): Insert
                       Image that will be displayed in events summary listing page as
                       thumbnail. Click „Edit Content‟ to insert.

Refer Figure 4 for other Event Article properties fields (refer Figure 4):



                            (4.A)




                            (4.B)




                                          (4.C)
                                                  Figure 4




                                                                                  Page 6 of 16
              -   (4.A) ‘Summary’ (Optional): Text summary of the event to be displayed
                  in Event Calendar.
              -   (4.B) ‘Description’ (Optional): Details of the event that you are
                  creating. You may click on „Edit Content‟ and edit menu bar will
                  appear. You may click „<>‟ (Edit HMTL Source to edit the description
                  content in html mode.




              -   (4.C) ‘Attachment’ (Optional): You may attach any forms, documents
                  etc to be downloaded when users browse the event you have
                  created.
                  You may organise the links under logical groupings by creating groups
                  by clicking on „New Group‟. New links created can thereafter be
                  organised under the different grouping headers created.

Example:

Click „New Group‟ and key in “Test Group”.




Click „OK‟ and page refreshes as displayed below.




Click „New Link‟ and select to create a link to person from NTU directory or URL. Select
„Test Group‟ from the Group drop down list and click „Ok‟.




                                                                             Page 7 of 16
Page 8 of 16
Page refreshes with link created under the group.




Refer Figure 5 for remaining Event Article properties fields (refer Figure 5):


                                         (5.A)


                                     (5.B)                                                 (5.C)



                                                                                 (5.H)
                 (5.D)




                   (5.E)
                                                                 (5.F)



                                       (5.G)

                             (5.I)



                                             Figure 5


                                                                                         Page 9 of 16
               -   (5.A) ‘Event Category’ (Mandatory): Select drop down value of which
                   you would like the event to be classified under
               -   (5.B) ‘Event Start Date/Time’ (Mandatory): Start date of the event
               -   (5.C) ‘Event End Date/Time’ (Mandatory): End date of the event
               -   (5.D) ‘Venue’ (Optional): Venue of event
               -   (5.E) ‘Meta-Keywords’ (Optional): Words matching when users
                   searches for articles in the internet
               -   (5.F) ‘Meta-Description’ (Optional): Description matching when users
                   searches for articles in the internet
               -   (5.G) ‘Meta-Robots’ (Optional): Leave as default values „Follow‟ and
                   „Index‟
               -   (5.H) ‘Event Contact Information’ (Mandatory): Contact information for
                   users information
               -   (5.I) ‘Target Audience’ (Mandatory): Leave as default values with
                   „Broad Category‟ radio button selected. Also the following 4 check
                   boxes must be ticked:
                   a. Public
                   b. Staff
                   c. Student
                   d. Alumni




3. Adding Event Registration to Event (Optional)

   In page edit mode, the default value for „Allow User Registration‟ is „No‟




   Select „Yes‟ and the message „Please Save the record before you use the
    Registration System‟ will appear




   Go to top of page, under the top menu, select „Page‟ and click „Save‟




                                                                                 Page 10 of 16
   After saving the page, the following link will appear „Use Event Registration System‟.
    Click this link and window will refresh and you will be directed to NTU Event
    Registration System (ERS).




   Proceed to complete and confirm the creation of registration form in Events
    Registration System.




                                                                              Page 11 of 16
   Note that the window has refreshed with the URL for ERS. To go back to the event
    creation page and to publish the event, refer to section 5.2. Upon approving and
    publishing the event, the „Register Here‟ link is auto-generated in the events summary
    listing.




                                                    Link is auto-generated



   Users may click the „Register Here‟ link and will be directed to the Events Registration
    System to register for the event using form created in previous steps, as shown below:




4. Publishing an Event or Campus Buzz Article

   After all the values have been confirmed in page edit mode, remember to publish
    the event or Campus Buzz Article to the Events Calendar site. Click „Publish‟ as shown
    in the figure below:



                                                                                Page 12 of 16
                                                           Click Publish




5. Quick Tips

5.1 Property Description using Tool Tip


   Mouse over the property field and a tool tip will appear description what the
    property is for. Some examples are shown below:




5.2 Search for Created Pages to Modify Details


   Go to the following URL:

http://cougar1:7086/events/events/_layouts/sitemanager.aspx?Source=%2fevents%2fev
ents%2fPages%2fdefault.aspx&Filter=1

   You will see the following page:




                                                                           Page 13 of 16
   Click „Pages‟ folder and system files will be listed. Browse for the URL name of the
    page you have created described in 2.A.
   Double click the page and a new window will be opened as follows. Click „Edit
    Page‟ as shown below to re-edit the page properties.




                                    Click Edit Page




5.3 View Published Event or Campus Buzz Article

   Go to the following URL for Events Calendar public site. Select a date from the
    calendar and active events will be listed.

http://www.ntu.edu.sg/eventscalendar/eventscalendar.aspx



                                                                            Page 14 of 16
                                  NTU Event Calendar


5.4 Search for a Published Event or Campus Buzz Article

   There are 2 types of searches available:
    a. Basic Search – Key in any words that you may want to search for in the text box
       and then click „Search‟. List of relevant events and campus buzz articles will be
       listed




    b. Advanced Search
             - ‘Exact Phrase’: Phrase that you are searching for
             - ‘Source’: Source sites of which article is published from




                                                                            Page 15 of 16
-   ‘Category’: Category of article as published in Events Calendar




-   ‘Period’: Event active date period




                                                               Page 16 of 16