Adding content to new site
How do I change my profile information?
Go to the footer of the website and on the bottom right side click on “My Account” and login with your ONID. Once there you can click to edit your Profile. You can upload a headshot photo, add your bio, and select topics that fit your expertise.
This profile will show up when people search the website, in the Find Us – Faculty/Staff Directory on the website top menu, on the Faculty and Staff program and county subpages where related, and on the topic pages under Meet the Experts if topic(s) were selected in your expertise field.
For changes to your title or to other staff (e.g. no longer with Extension), please contact Kaylyn Hymes.
How do I add content to the new site?
See the Training and Support page for details. There are useful how-to guides there for the different groups.
What do topics, keywords, county and program tags do when added to a piece of content (e.g. an article)?
See the Extension Content Strategy: Quick-Start Guide for details.
How do I add a webform?
See the Extension Content Strategy: Quick-Start Guide for details.
If one of our programs, offices, etc. is not listed in “My Groups,” how do we go about adding it?
Send that question via the web support form. Currently there are groups set up for all content teams, all programs, and all counties/combined stations. We will work with group managers to ensure all necessary individuals are added to the groups. When you log into the site, the “My Groups” page shows all the groups you are a member of, and are able to manage content for.
How do we ask to be added to a group to update info if needed?
If you see content that needs edits, but you aren’t able to do so, contact us via the support form. We can connect you with whoever added it, or add you to that group – whatever is appropriate. For county-based faculty adding educational or program content, this needs to be added through a content/program group, and not as a county group.
If a county is “tagged” by another county or program, how can the county “untag” that content?
The web contact lists for the content/program team leaders and county offices site managers are available under Content Teams. Reach out to the county or program that created the content (e.g. event, annoucement) and talk about reasons for it to be displayed or not. Only the group that created the content can add or remove a tag.
How can we modify/remove a particular document (e.g. enrollment form) from statewide resources if we need to do so?
Contact the statewide program leader who creates content on the website, which can be found on the Content Teams page, to discuss your concerns and the process.
The statewide content leader can remove the tag for your county from an enrollment form. However, for some programs, the statewide form should not be downloaded, modified, and uploaded at the county level. For example, the state 4-H forms may be updated later for legal or other purposes, and this may lead to any modified forms not having the correct revisions.
Does the new “draft” rather than “published”option work for all pages/content that you’re entering?
New content that you create will default to being “published” when you save. However, any type of content can be saved as a “draft”. Most of the content that you work with will also have the option to set it to “In Review” or “Archive”. The dropdown field above the Save button will work allows you to select “draft,” “in review,” “archived,” or “published”. There are a couple types of content (such as social media links) which just have a checkbox to set it to published/unpublished.
Is there a way to unpublish a sub-page, event, etc. without deleting it? What is the difference between draft and in review?
If a version of the page was already published, that version will remain available to the public but editors will have access to the new draft. If you want to remove a piece of content from public access, you can set it to “In Review” or “Archived”. For example, “In Review” may be temporary until its accuracy can be verified and republished, or “Archived” for an annual event you want to update the following year.
New content that is set to “Draft” remains unpublished. “In Review” could also be used for new drafts of content that is ready for someone to review and publish.
A Forestry faculty at an Extension office asked us to tag an event with #FNR to show up on the Forestry program site. Can we do that?
We are currently working on functionality to export events from the Extension website to the OSU-wide localist calendar. There are several websites, such as the Forestry website, that then pull events from the OSU-wide localist calendar based on tags in the event description.
Therefore, if you want an event entered in the Extension website to show up on the Forestry events page, you should put the corresponding “tag” (“#FNR”) in the event description. This doesn’t have any function in terms of display on the Extension website itself.
Is there a way to get events from another OSU program website linked to the Extension site?
Events should be entered on the new OSU Extension website. There is a “feed” of those to the new OSU calendar. If you delete an event in the Extension website it will show up as “cancelled” in the OSU wide calendar.
Is there integration feature for plugging in Ideal-Logic registration info into new template?
When entering events, there is a field for the registration link. That’s where you put the Ideal-Logic link.
If the event has a Deadline to register should you put that date as the end date?
The dates in the event should be the actual dates. If there is a deadline, that should be part of the description. You can create an announcement to emphasize the registration deadline.
We’re noticing that counties aren’t consistently entering the location of an event, so it’s confusing on statewide or program pages.
There is now an automated label that lists the county or county program that created the event and this label shows up below the title of the event. It is also encouraged to mention the county or city in the short description or title. Events entered through Content Teams just have the label “Event”.
It is required for people entering events to include contact name and email and if the event will be held at a local extension office or the location of the event if not. You can add information if the event is a “webinar” in the description field.
Can people look up past events, because sometimes folks want to see what already happened?
After an event is over, it won’t display to the public in the list of events. But the actual event still exists in the database, and will come up in searches. It will also remain on a page if it is “featured content”. We don’t currently have a “past events” page.
The group who entered it can access it from the “My Groups” content view. You can change the event to “archived” to unpublish it until next year when it comes around, or you can delete it.
Is Ideal Logic going to be available to campus-based specialists? We are encouraged to not use other registration methods.
We’re aware of the issue of Ideal-Logic via PACE not being available at no cost to campus-based folks, but we don’t have any further status updates. Whatever registration system you use, you can put that registration link in the Extension website event info.
If we don’t like to give the address of the event until people register, what do you recommend?
In the street address field, write in “To be provided to registrants”, and then fill in the city, state, and zip code fields.
If we want events to display on our main county page, as well as a county program page – how do we tag it?
To get an event to show up on both a main county page and a county program page, either create the event through the county group and tag it with the program in “Step 2” or create the event through the program group and tag it with the county.
For creating events, is there a way to move photos to the top?
The photos associated with events display underneath the title in the teasers that appear on pages for which the event was created or tagged. Once on the event page, the photo does appear at the bottom and this cannot be changed. We will note the request as we work to stylize the event pages in the future.
I’m trying to avoid duplication of effort between Ideal-logic and the new EESC calendar tools. Same info is entered.
We are not familiar with the Ideal-logic calendar. You might need to talk through it with the EESC and/or work with the Extension website events a little more to understand how they work and can meet your needs. Avoiding duplication effort is good!
How often do events get fed to the OSU calendar?
Events are fed to OSU calendar each morning. Any changes to events will also be updated at that same time.
How can you add a pdf?
It depends on what the PDF is. That will determine what group should enter it, and what type of content it should be on the site. The quick start guide to content is a good place to start. Also read File Management: What to do if you have PDF Files.
Why can’t content teams upload newsletters?
Content teams can upload newsletters, and counties can display them as “featured content” on a main page or sub-page.
Newsletter functionality is also available to county groups and program groups and information is in the managing content guides on the training page.
So, we can’t add documents to the regular pages (i.e., not an event) if we’re not on the content team?
Both county and campus-based faculty may be on a content team, or you can communicate with the content team leader about what you need if it is an educational document. Program teams can add documents through the Program Resources content type. Everyone can upload documents that are newsletters.
For other documents that are not program or educational related, the current practice is to upload them to Box, and through the Box “share” button make the document available to anyone in the public who has the link. Then link from Extension website to the Box document. This is also a good option if you want restricted access to who can see or download a document.
How many documents can you upload in a Program Resource?
Each program resource is intended to be a single document, but there is space to upload alternate versions of the same document (e.g. in both Word and PDF formats, in Spanish and English, etc.).
It would be nice to be able to keep archived lists of things, like newsletters or plant clinic calendars. Will that be possible?
Program resources can be tagged with a “program resource category” which can be used to display certain documents together in a list. For example, if you have a category for “plant clinic calendars” you can display all of them together on a sub-page. Main newsletter pages also show any newsletter issue that has been associated with that newsletter.
So, is there no way to upload Program Resources for Master Gardener pages?
Program groups (e.g. Master Gardener, 4-H, etc.) are able to upload “Program Resources”. They are then displayed automatically in Program Resource layout sections that are on Master Gardener pages. There isn’t a limit to how many can be displayed on a page, but you can narrow down which Program Resources show up by limiting it to those tagged with certain “categories.”
There are several different Resource boxes. How do I know which one to upload my documents to?
This is illustrated in the final part of the June 12 webinar. Each of the “boxes” are layout sections that will display program resources tagged with the “category” selected in the section’s drop-down field.
For example, “class materials” is a category that can be selected. You do not need to manually upload documents to the page. Program resources your group creates that are tagged with the category “class materials” will automatically show up in that section.
You can create new sections on the page by clicking on the gray buttons at the bottom of the page edit screen, and selecting a different “category” for it. To add more categories, talk with the program statewide leader.
Why isn’t my text that I typed up not showing up on my page?
You may have added text in the description field of one of the program resources sections on the page. If there’s no program resources, then this section does not show up.
It is better to either add text in the content field at the top of the edit screen. Or to add text further down the page, you need to add a “text” field which is one of the gray buttons at the bottom of the edit screen.
Why can’t I reorder my items I added to a collection page?
You may have added a “collection item” and continued to use the same “select” button to add all the content. In this case, they are in the order you uploaded them. If you want to rearrange them, then you need to begin again by adding “collection item” (gray button) for each item you want to add. Then each is separate and can can be dragged up and down the page.
How do I untag items in my collection if the collection has a tag instead?
We want to make sure that our audience can read the results of our research easily and for free. Why can’t I upload the journal article as PDF?
If it is published elsewhere, then it is entered as an “online resource” with link to the external website. It is less than ideal to have a link to a restricted article, however, copyright and fair use need to be considered. Scholar Archives @ OSU have linked to good information about this, and if you decide to have it available through Scholar Archives then you could potentially link to it there.
If the journal where you submitted your article provides it through open access, then this would allow for it to be shared. This is usually explained somewhere in the journal. If it’s unclear, then you would need to make determinations under fair use, and you could likely provide to individuals on request for educational purposes but providing it through a website would not typically pass for fair use. There may be other ways to repurpose the information that you provided in these research journals to create separate web content that would be useful for the web audiences too.
How do you get the cover page of the newsletter to show as a picture? Do you have to convert it to a Jpeg?
Documents uploaded as educational documents, program resources, or newsletters will automatically use the cover as an image with the “teaser” link if you leave the “thumbnail image” section blank. To use the cover image elsewhere (e.g. on a county landing page) you will need to convert the cover to a JPG or other image type and select it as a “thumbnail image”.
Do I have to use photos in the EESC Photo Archive?
There are 3000+ photos that Extension staff have permission to use and your county office manager should have this password to the photo gallery. We want to encourage people to use a model release form (download the forms in Box) for photos that have people in them.
If you want to use another photo (e.g., a scenic landscape), you just must have permission to use it. The photos in the EESC archive already have this approval, which makes it easier.
If you want training on using the EESC Photo Archive, you can contact Karen Zimmermann, digital asset manager.
How do we minimize the size of the map so that it’s not half of the page?
There currently isn’t a way to manually customize the size of the map. We are planning to implement the functionality for counties to be able to edit their own contact and address information. When that is ready it may be possible to customize the appearance of the map to some extent. Remember also that size and position of items changes based on the screen size of the device someone is using (e.g., phone vs. desktop computer).
I see a link to Ideal-Logic registration on an event page. Could that link be added as a “button” instead of text?
Right now it’s text. Making it a button is on the task list for future improvements as we refine the design.
Can you show how you get to your blog from the Extension website?
Go to the very bottom of the website and in the right corner click on the Employees link. This brings you to the Extension Employee Intranet. Under Popular Resources, click on the link for OSU Extension web upgrade project. You can also get updates through the weekly Extension ConnEXTions e-newsletter. If you are logged in, the My Groups page also has a link to our support and training pages on the project blog.
I’m always nervous of duplicating information. Does the system let you know by highlighting or auto-filling if it’s an existing title?
When you start to type in the title of a new piece of content, if it is similar to an existing piece of content the title link will show up on the right side of the page. You can click it to see if it is the same content you were about to add. We also encourage you to use the search field to look for duplicates too as sometimes the titles will be different. This blog post talks about what to do if someone else has entered the content already and you want it tagged or something changed.
Extension catalog pubs are all already in the system, so you don’t need to enter any of those. Over time, we will also work with the different content, program, and county teams on workflows and best practice guides.
- Preparing for Launch
- Who will move content into the new site and how?
- Can I make changes to existing site content now?
- Should I delete pages and files on existing sites that we don’t need any more?
- What is the suggested deadline for having content ready to go in the new website?
- When will training be available for inputting data?
- How should we make decisions about whether or not to keep specific content?
- Will people be automatically redirected to the new site when it launches?
- I need to order new business cards. What URL should I list?
- Content Teams
- What does a content team do?
- Can you clarify the next steps for content teams who are just getting started?
- What if there is content that overlaps across teams?
- Box logistics for content teams?
- Box and spreadsheet details for Ag work groups?
- Can we get inventory spreadsheets for other sites besides county content?
- Content Team Leaders
- Existing Extension Websites
- What will happen to county sites?
- What will happen to program sites?
- Will there still be a place for WordPress blogs and other standalone sites?
- How will numbered Extension Catalog publications fit into the new site?
- What will happen to Master Gardener Association content that is currently housed on county sites?
- New System Features
- Will there be [x] in the new system?
- Will the new web presence be suitable for mobile devices?
- How will counties be able to customize their respective landing pages?
- How will employee directories and profiles work in the new system?
- How will events work in the new system? Will they integrate with OSU’s calendar?
- If we post something, will it automatically show in multiple places?
- Will we be able to connect Ideal Logic, Digital Measures, and other systems with the new website?
- Sounds great, but…
- Penn State’s site does [x]. I don’t think that will work for us, our audiences, or our content.
- How can we maintain connections to our respective college websites?
- Will content be managed centrally, and will there be delays in making updates or time-sensitive changes?
- How will decisions about what content is retained, created, and put online be “enforced” and by who?
What will be different?
Content from across OSU Extension will be housed in one web framework (not a network of separate sites) organized around topics. Content will be managed by programs via content teams. Internal content will be on a separate site.
See strategies at a glance for details.
When is this all happening?
See timeline and milestones for details.
How can I stay up to date and learn more about the project?
The project blog is the primary resource for project information, FAQs, and status updates.
How can I share a question, comment, or concern?
Please contact the EESC project team, and we will reply as soon as possible.
If you have a question about particular content on an existing website, please connect with the appropriate content team.
What is content strategy? And why do we need one?
Simply stated, a content strategy guides plans for the creation, delivery, and governance of content. (Source: K. Halvorson) Having a content strategy will provide a way to access and manage content locally, while sharing quality content more broadly and efficiently.
Preparing for Launch
Who will move content into the new website and how?
Because of how our content is currently created and structured, there is very little that can be automatically and accurately moved automatically. Our new content strategy also relies on subject-matter experts (that’s you!) working in teams to assess, organize, prioritize, create, manage, and make decisions about content.
Can I make changes to existing site content now?
Yes. Any work you do now to improve content will help with what we are working toward.
Should I delete pages and files on existing sites that we don’t need any more?
Because sites under the extension.oregonstate.edu domain will be removed from public view and archived when the new site launches (not moved to our new site), there is no need to delete content from those existing sites. But in general, it is always a good idea to delete content you don’t need anymore.
What is the suggested deadline for having content ready to go in the new website?
We are aiming to launch the new web presence in late May. It is up to content teams to decide what content needs to be in the system at that time—and to enter it.
When will training be available for inputting data?
Training is available! See the training materials and office hours.
How should content teams make decisions about whether or not to keep specific content?
The Getting Started document suggests criteria for reviewing and evaluating content.
Find out whether the content is duplicated somewhere else and see if there is a way to reduce duplication.
If the content is unique, identify the audience is for it – who you are trying to communicate to and why? Then, ask whether or not the content addresses the needs of the audience and your goals for communicating with them. If not, it may need to be left out of the new system or reworked.
Will people be automatically redirected to the new site when it launches?
Yes and no: the Extension home page (extension.oregonstate.edu) as well as all county home pages (e.g. extension.oregonstate.edu/baker) will be redirected. Other pages will not be by default. If there is a link that has been used in marketing materials or needs to be preserved for some other reason, please let us know and we will be sure to set up a redirect.
I need to order new business cards. What URL should I list?
We recommend using:
- [Preferred option] Extension website homepage: http://extension.oregonstate.edu
- County landing page (Benton County example: http://extension.oregonstate.edu/benton)
What does a content team do?
Please see the Content Teams page for an overview of what content teams do, the list of content teams and members, and status updates.
Can you clarify the next steps for content teams who are just getting started?
The next steps are:
- Content team leaders should get your group together to start talking and planning.
- The first thing to talk about is the audience and goals for your content. The Getting Started document has more information.
- Then, begin to inventory, organize, and evaluate the content that your team has produced or wants to produce. The inventory spreadsheets in Box are a potential tool for this.
If your team has content spread far and wide and isn’t sure where to begin, a concept map might help. Here is an example from the Food Safety content team.
What if there is content that overlaps across teams?
Team leaders should discuss how they’d like to proceed when teams discover audiences or content that may overlap. In the future, it might make sense to have cross-program teams. Ultimately, it is up to content teams and program leaders to decide how to best organize and work together.
Box logistics for content teams?
Box and spreadsheet details for Ag work groups?
- Box access? Work group leaders have edit access. Everyone has view access. Work group leaders can add people to your Box subfolder as needed, depending on how you choose to use it.
- What’s on the spreadsheet? Each ag workgroup has a copy of the same spreadsheet: A starting-point inventory of ag-related content on OSU Extension County websites. It does not include content inventories already provided to the Small Farms and Home Hort/Gardening content teams.
- Can we change the spreadsheet without affecting other work groups? Yes. It’s your copy.
- What should/can we do with the spreadsheet? The spreadsheet is a suggested starting point, and is primarily for your own use. You should do whatever makes the most sense to you and your work group.
Can we get inventory spreadsheets for other sites besides county content?
If you have a specific site you are interested in, let us know. If we have access to the site we will create an inventory for you.
Content Team Leaders
Why can’t I add someone to my group?
The list of people available to add to your group is based on the online OSU Extension directory. If someone was missing from the directory, they were not initially added to the site. To get someone added to the directory and new site, please contact the project team.
Existing Extension Websites
What will happen to county sites?
Counties will continue to have a presence in the CMS, but will not be responsible for managing separate websites. There will be a way to associate content (e.g., event, article, publication, etc.) with the relevant county or counties.
When the new website launches, everything housed on the extension.oregonstate.edu domain (including county sites and combined research/Extension center sites) will be archived and taken offline.
Existing content on these sites will not be automatically moved to the new site. Content teams are responsible for coordinating statewide to take stock of existing content, evaluate it, organize it, and begin entering it into the new website.
See also: The recording of our January 18 webinar for office managers/county leaders, which focused on helping them:
- Feel prepared to answer common questions, and know where to direct questions
- Know where to find project updates, resources, information
- Provide feedback about county presence in new website
- Feel ready and able to take next steps to help identify and plan for non-program, county-specific content
What will happen to program sites?
When the new website launches, everything housed on the extension.oregonstate.edu domain (including some program sites) will be archived and taken offline.
Existing content on these sites will not be automatically moved to the new site. Content teams are responsible for coordinating statewide to take stock of existing content, evaluate it, organize it, and begin entering it into the new website.
Program sites that are currently housed elsewhere will remain live until relevant content has been integrated to the new website. Content teams, program leaders, and the project team will develop transition plans on a case-by-case basis.
Will there still be a place for WordPress blogs and other standalone sites?
Short answer, yes. We are asking content teams to collect this content and evaluate whether or not it is in the best place now or if it should eventually be moved to the new website.
At first, priority should be on content on county websites and others that will “go away” (taken offline and archived) at launch rather than these other sites.
How do numbered Extension publications fit into the new website?
EESC will transfer content that we currently manage, including OSU Extension Catalog publications. No work is required by content teams for these.
What will happen to Master Gardener Association content that is currently housed on county sites?
We are working with the Home Horticulture content team to decide what to do with this content. It will most likely not live in our new system, but we will be able to link to it.
New System Features
Will there be [x] in the new system?
Please let EESC know about any technical feature requests and/or workflow improvements that you think will be useful. We will deal with these features on a case-by-case basis – some of them may not be implemented until after the site initially launches.
Some feature requests we’ve had so far:
- The ability to “clone” events that repeat yearly
- Newsletter “Subscribe” buttons on county landing pages
- Pinned announcements and events on county landing pages
- Notification when a piece of content is tagged with your county
Will the new web presence be suitable for mobile devices?
Yes. OSU Extension’s new web presence will have a mobile-friendly theme and design.
How will counties be able to customize their respective landing pages?
Each county landing page will follow a standard format. We are working with content teams as well as county leaders and office managers to determine what this format will look like. Counties will be able to choose the photo(s) on their landing pages as well as add a few “sub pages” if needed depending on what content they have. Content such as events, articles, and publications that are tagged with a county will dynamically show up.
We also expect that county level programs (e.g. Benton County 4-H, Marion County Master Gardeners) will have their own landing pages which will be customizable. The program-based content teams are working with the EESC project team to set up these landing pages.
How will employee directories and profiles work in the new system?
Employee directories will be managed centrally as they are for the main Extension site now. Employees that are tagged with a county will dynamically be added to that county’s directory. In the new system, individuals will have the opportunity to edit certain parts of their profile themselves, including uploading their photo.
How will events work in the new system? Will they integrate with OSU’s calendar?
Events will be entered directly in our new website.
Since OSU has a new calendar system, we are working to have the events that are entered into the Extension website automatically import events into the OSU calendar.
If you currently manage a calendar in the OSU systems, you will continue to do so until the new Extension website launches. You do not need to “request a landing page” in the new OSU calendar system.
In the new Extension website, you will be able to upload flyers and other materials and links to register/pay for an event as well as associate an event with multiple counties. This will cause the event to dynamically show up on each of those county’s pages.
If we post something, will it automatically show in multiple places?
Yes, that’s the plan! When someone adds a piece of content (e.g., an article or event), they will be able to associate it with relevant counties, topics, and programs. This allows content to be shared more broadly and efficiently—without having to manually add the same thing to multiple websites.
Will we be able to connect Ideal Logic, Digital Measures, and other systems with the new website?
Eventually, yes. But not for Phase 1 launch. The web upgrade is part of our comprehensive digital strategy. Over time, we will work to integrate or link to other OSU systems and databases.
Sounds great, but…
Penn State’s site does [x]. I don’t think that will work for us, our audiences, or our content.
Penn State Extension is one of our aspirational peers because of their user-focused digital strategy, not the exact details of their website design.
We are using their site as an example because it shows the strategy and some concepts and features we want to adapt. University of Missouri Extension has a similar strategy. We have also used the examples of Amazon and Costco.
Our new site has a place for content, counties, and programs, as we showed during the Extension Annual Conference demo. This is a difference and advantage of our system, compared to Penn State’s.
How can we maintain connections to our respective college websites?
Based on initial conversations with content teams and program leaders, we anticipate that colleges will likely maintain webpages that explain their outreach, engagement, and Extension missions and link to relevant content. Some of these links can point to the new OSU Extension web presence, and some may point elsewhere.
There’s no one-size-fits-all approach, so it’s important for content teams, our project team, program leaders, and college communicators and web teams to work together on a sustainable plan for content from the variety of sites in the OSU Extension web family.
It’s a great time to be having these conversations, as several colleges are also in the midst of website redesigns.
Will content be managed centrally and, will there be delays in making updates or time-sensitive changes?
No. Uploading and managing content in one central database does not mean that all content will need to be edited or reviewed centrally.
In most cases, content will be live as soon as the person responsible for it adds it to the system. Some content that comes into the system from a feed (e.g., Extension Catalog publications) will be updated daily.
Over time, content teams may develop their own workflows and review/approval processes.
How will decisions about what content is retained, created, and put online and how be “enforced” and by who?
Conversations about this project started with Extension leadership and then went to Program Leaders, who are ultimately responsible for decisions about content within their program area.
EESC hired a Content Strategist in spring 2018 who will be able to help content teams come up with workflows, policies, and strategies that will improve the efficiency and effectiveness of content creation and maintenance.