Website editors

How to author or edit pages and posts on this site

This page provides CRSP website co-authors and editors with important guidelines and tips about authoring and editing posts and pages on this site. If you want to author a page and don’t yet have access, or if you need assistance at any time, contact the webmaster.


Becoming a Registered User

[toggle title=”What is my user access level?”]

When you are added as a registered user, the webmaster will assign an access level to you. These are the standard WordPress user levels:

– ADMINISTRATORS can change anything on the site including adding and deleting users and changing all the basic settings.
– EDITORS can change any site content on both PAGES and POSTS but cannot change the settings or users.
– AUTHORS can only add and edit their own POSTS (the news blog on the Home page), and cannot add or edit PAGES (pages are accessed via the main horizontal menu bar).
– CONTRIBUTORS can draft their own POSTS but can’t publish what they draft; they must email an editor or admin who can then publish it for them.
– SUBSCRIBERS can only add comments, and will receive email notifications of new posts if the site is set up to do this.

The webmaster(s) and president are usually the “administrators.”  Executive members and trusted authors are “editors.” Other members may be added as “authors” or “contributors.”  View more info on user levels in the WordPress.org codex. [/toggle] [toggle title=”How to Log in and access the Dashboard”]

You will receive your temporary password in an email from WordPress after an administrator adds you and selects the option to email the password to you. If you do not receive the password email, check your spam and junk folders.

Log in to the site by clicking the “Log In” or “View Dashboard” link in the website’s footer or sidebar.

The username the administrator created for you is normally your standard Firstname Lastname.  If your common name includes more than 2 names, i.e. multiple or hyphenated surnames, then use the standard name you are commonly known by. Use the appropriate capital letters and include a space between names.

After logging in, to access the dashboard, click on the “Site Admin” or “View Dashboard” link and go to Users > My Profile page. Please make your password something memorable and fill in all the fields.  The “Bio” field will contain information that may be made public on the website. Other fields may be visible to other members. [/toggle] [toggle title=”Forgetting your password and resetting it”]

If you ever forget or want to change your password, click “Log in” and then click “Forgot your password?” in small print under the login screen. The system already has your email address on file, so it can use your username or email address to reset your password. The system will automatically email you with a special link to reset your password. The webmaster will receive an email notifying them that you’ve changed your password. [/toggle] [toggle title=”Follow the editorial guidelines on this page.”]

Guidelines ensure that there are no technical problems and usability problems with the content you post and that your content will fit within the navigation structure and consistent visual formatting conventions established for the site. They also help you adapt and place your message within the site’s unique rhetorical situation (arrangement, delivery of content via email and social media, audiences). [/toggle] [toggle title=”Use the help and instructions in the WordPress.org Codex.”]

The WordPress.org codex is a user’s manual.  It contains a wealth of instructions and how-to videos for using WordPress.

http://codex.wordpress.org/Main_Page

However, some functions in our website modify or extend the basic functions or WordPress. This is because they are edited or enabled by Plugins (like applications or add-ons) that the Webmaster has selected and installed. Each plugin has its own help files and support forums. If the information you need is not in the WordPress codex, it may be because it’s related to a particular Plugin.  Ask the webmaster for further assistance. [/toggle]


About “Posts” and “Pages”: Fundamental info

[toggle title=”What is a ‘post,’ and what is a ‘page’?”]

A “post” is an announcement or message you want to share with the public and all members of this organizations. Posts are ephemeral messages and are expected to go out of date, so they are organized in date order, newest first.

A “page” is an important webpage with organizational information, such as this one, that always needs to be accessible on the main horizontal menu. Only certain members of the executive and leadership can author or edit pages on this site.[/toggle] [toggle title=”Appropriate content for a post”]

  • Any news-like or magazine-like message or article that does not fit on our “pages”
  • Content that is appropriate for sharing with the public, and having archived on the site. Posts are an easy way of providing institutional history to new members when they join. They create a historical record. They attract more users to our site over time because old posts will still appear in search engine results.
  • Content that may be of interest to all or most members.  Some members may subscribe new posts via email. If members start to feel overloaded with email messages or feel they are irrelevant, they may wish to unsubscribe from any rss-feed emails sent from the site. Similar issues may exist with automatic feeds to Facebook or other social media.

As examples of content, you can see what has been posted before, and you can also peruse the existing categories for posts (visible on the right when you create or edit a post). [/toggle] [toggle title=”How are posts and pages distributed?”]

Posts to the “home” page blog:

  • Posts may also be distributed automatically by RSS to partnering sites such as Facebook, Google +, or Twitter, depending on our settings.
  • Posts may be sent via email to all site subscribers, weekly or immediately, according to subscription settings.
  • Posts will be indexed by search engines like Google as they “crawl” the internet for new updates to websites.
  • Posts may be distributed via email messages containing a link to your post.

Pages added to the website’s main menu:

  • New pages are “silently” added to their designated location in the main horizontal menu, with no announcement being sent to users. If your new or edited page contains important new information, you may need to announce the change in a new Post that provides an internal link to the Page (please see guidelines on the technically proper way to insert an internal link). It may take some time for search engines like Google to index any new pages in search results.
  • Many users find that subpages, and especially sub-sub-pages, are difficult to locate on the website. One cannot depend only on “search” and “menu” navigation methods to inform users of relevant information on the site. Therefore, links to relevant pages and sub-pages must be embedded into the body of appropriate posts and pages, as explained below.
  • The “Top” or “Parent” pages on the main menu (that have sub-pages under them) must always include an automatically-generated “subpages list.” In addition, subpages that have their own child or subpages must always display a “submenu” that shows where pages are located in the hierarchy of parent, sibling, and child pages.
  • Subpage lists in Parent pages are automatically generated by shortcodes.  This is because it is too difficult to manage manual links to sub-pages when pages are added, moved or deleted. The automatic subpage / submenu feature is not a basic feature of WordPress; it is made possible by a WordPress Plugin called “April’s Super Functions Pack” (ASFP). The list of subpages is generated by a special “shortcode” in square brackets, called “asfp subpages” or “asfp submenu.” The code is only visible in editing mode. You can insert the code from a list of shortcodes visible when clicking the red bar button on the toolbar.
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Author a Post or Page

[toggle title=”Create a new post/page and give it a title”]

After logging in, access the admin dashboard. If you are adding a POST, in the left menu click on “Posts > Add New”  or, if you are adding a PAGE,  “Pages > Add New.”

You are free to add any number of new POSTS.  However, please take caution before adding a new PAGE to our site or reorganizing or renaming pages on the main navigation bar. Some consultation with the webmaster or executive members may be wise. The number of pages is limited by the menu structure. See the overview of Pages and Posts above for more information about how they differ.

The item’s title in the “Title” field must be VERY short, especially if it is a Page:  If your title “breaks” the menu format, shorten it. Horizontal menu bars must not “wrap” to 2 lines due to their horizontal length. Page titles should only contain 1-2 key words.

Titles of Posts can be longer than Page titles, but should ideally not be longer than 1.5 lines when previewing the post at its final width on screen (make sure you preview posts at 100% zoom on your screen). Long titles will wrap when appearing in the “Recent posts” widget in the right-hand sidebar. Titles may be truncated when distributed via email or to Facebook.

The title of a Post can be journalistic. It is often a teaser (to inspire readers to open it), or an oversimplification. However, some post titles are conventional patterns, such as “2012 Season” rather than “Concert Season of 2012.” Please follow or create a very simple post title convention. [/toggle] [toggle title=”Check the post/page’s automatically-generated URL”]

After you enter a title and move to the message editing area, a “permalink” will be created under your title. Please check it and edit the hyperlink so that the end of the link contains only the essential words and is as short as possible, using hyphens (-) between words.

The link to your post will also be included in any email or Facebook distribution of your post or page, so please check your link (under the title) and ensure it is very brief. Edit the URL ending if you can shorten it. [/toggle] [toggle title=”Compose content”]

Enter your message in the editing screen. The best way is to compose directly into the editing frame, adding any formatting using the toolbar at the top of the editor. See important cautions below about pasting from other applications such as MS Word.

WordPress will occasionally create an autosave, but you can also save a draft by clicking the “save draft” button on the right.[/toggle] [toggle title=”Use caution when pasting from Word or website/email”]

IMPORTANT: If you are pasting text from Microsoft Word or other applications with formatted text, please do NOT paste text directly, because it will also paste the hidden code underneath the text you are copying, and this may wreak havoc with the formatting of your message or even the website as a whole.

Instead, use the special button provided that looks like a clipboard with a “W” on it. If you are pasting from another program, use the “T” button so that it will be pasted as plain text, and then add your desired formatting. [/toggle] [toggle title=”Preview your post before publishing”]

At any time during writing you can see what your post will look like online when published by clicking the Preview button.

Most of your formatting should be preserved in the HTML format email automatically sent out, except for any images, which might not be displayed immediately in some people’s email programs.

*NOTE: if we encounter difficulty sending HTML emails of posts to some members, we may change our email mailout settings to send messages in plain-text, in which case all special formatting including headings, bold, italics, and bullets, will be lost in the email, and will only be viewable online. [/toggle] [toggle title=”ALL POSTS: Apply Categories before publishing”]

Before publishing, select all the categories to which your post applies. If it fits into two or more categories, select all that are the most relevant.

This is important because the “category” is information that may be sent via email subscriptions. It also makes your post easier to find by category when it is no longer one of the 10 most recent messages.

If you select a sub-category it will go into the major category automatically as well.

If you forget to apply a category upon publication, it will be filed under “uncategorized” and you can categorize it later for viewers of our archive of posts. [/toggle] [toggle title=”ALL PAGES: Apply menu Parent and Order”]

If you are authoring a page rather than a post, you must tell WordPress where you want it to appear on the main horizontal menu.

File it under a “parent” page if it is a subpage. If you do not do this, it will appear on the top row of the main menu by default (no parent page). Please do not add new items to the top of the main menu or change their order without discussing it first with the webmaster and executive. It will affect the overall navigation logic of the site.

Give the page an “order” of priority (0 = highest, 9 = lowest) so that WordPress knows where to put it in a sub-menu in relation to any present or future “sibling” pages. [/toggle] [toggle title=”Fixing a post”]

If you ever have problems with your desired formatting not showing up in the preview or published item, highlight the problematic text area, click the eraser button in the toolbar (next to the Omega symbol) and reapply the formatting. Alternatively, cut the text out (ctrl X) and then re-insert it by clicking the “T” clipboard button on the toolbar, and then reapply formatting.

Advanced users: If you want to insert HTML code, or you want to fix something in your post and can understand HTML programming language, you can click the HTML tab of the editor to view and edit the code underneath your post. [/toggle] [toggle title=”Publish a post/page”]

Your message will not be published until you click the PUBLISH button.

If you are creating a post with today’s date, your post will be sent out automatically by email to any website subscribers and any associated pages like our Facebook page. Note that Facebook may use as a “feature image” for your post the first image inserted in your post, if your post contains any images at all.

By default, it is published with the present date and time. However, if you are adding a historical message to our post archive, please change the publication date to an appropriate date in the past.[/toggle] [toggle title=”Edit or delete a post or page”]

You can always edit or delete the online version of your post or page by finding it again in the list of posts or pages on your left-hand menu in the dashboard.

The revision history of each post or page is visible if you select the “revisions” panel in the “screen options” tab at the very top of the screen when in post- or page- editing mode.  (The screen options are unique for each page in the dashboard, and WordPress will remember your personal preferences as a user.)

Updated posts will not be re-emailed since only new posts are emailed. If you simply want to comment on your own post, view the post as it is published and add a comment.

You can delete your own post, but of course, you can’t take back the email that was sent out if it was ever published.[/toggle]


Tips for authors

[toggle title=”Crafting a post for online reading”]

Online rhetoric in the “blog” zone of our site ranges from news journalism to instructions and information. Start with a paragraph that gets right to the point, use short paragraphs, use bullet lists whenever you list things, and use headings whenever helpful to signal topics. (Use the drop-down menu to format headings properly)

If your message requires a reply by a certain date, or asks people to do something urgent, put this information or key words in the title (which will become the email subject line) and the first line of the post. People need to be put into the frame of mind to act, not just to passively read/scan, if the information is making a request that they do something.

If you really want to engage your readers, use active verbs and the pronouns “you” or “we” near the start of sentences, i.e. “If you have never sung this piece before, don’t worry, we … ” If you want to engage dialogue or replies, consider ending with a question or invitation to reply.[/toggle] [toggle title=”Headings and tables of contents”]

To insert a heading, please do not make your text bigger or simply use the bold function. Select the “paragraph” drop-down tool in your toolbar and select “Heading 2” for major headings (Heading 1 is usually too large and competes with the title of the post).

If you use more than 4 headings on a post or page, you may wish to embed a Table of Contents at the top or bottom by clicking the red rectangle button on the toolbar and selecting the shortcode “toc” in square brackets. Using the styles for Heading 2 or 3 will enable the automatic internal Table of Contents shortcode to work. The table of contents will be inserted in a narrow gray square containing a list of all headings in your post (this is only visible when the page/post is previewed or published). Users will be able to click on items to skip to that heading if they wish. [/toggle] [toggle title=”Insert an active link / URL”]

To insert a link, highlight the http:// address or the words in your message under which you want to embed the link. Then click the link symbol in the toolbar and insert the URL address. Without this step, the link will not be clickable in the online published view. Active hyperlinked text will appear as colored text in the published view or preview.

If you are inserting a link to one of our own pages on this site, please use the bottom part of the dialog box that appears when you click the link button and select it from a list of files. We may move around or change the URL of pages on our site, and inserting it this way associates it with the “code” of the page rather than its title or URL.  This will ensure the internal link is not broken in future if our site is reorganized.

If it is an email link, put emailto: in front of the email address. This will make the computer activate the person’s default email program when it is clicked. [/toggle] [toggle title=”Attach a file”]

You can attach files to the online message by clicking the “upload/insert” icon.  Files are uploaded the same way that images are uploaded: see “Inserting an image or media file” here on this page.

Attached files will NOT be sent via an automatic email to subscribers since only the message content, not its attachments, is sent via email. They will have to come to the site to access the attachment.

Your uploaded file will go into our website’s Media Library on WordPress. [/toggle] [toggle title=”Appropriate sharing of images and media”]

If you embed media (such as an image or video) into your post, make sure it comes with permission and proper attribution. Do not upload or embed copyrighted information or media (if the media does not say it’s free to use, it isn’t). Alternatively, you could provide a link to where the information may be found online.

Photos and videos of recognizable faces/bodies are often considered private and should be shared with respect and consideration. Images and video may be considered public if they are photos taken of a public performance (where people can expect to be photographed and recorded). However, photos taken at members-only events are usually private unless written consent has been obtained. If no sharing permission was obtained at the time the photo/video was made, obtain it before sharing it. [/toggle] [toggle title=”Insert media (files, images, etc.)”]

Click on the symbol next to “upload/insert” above your toolbars. You will then be able to browse files from your computer or enter a URL. Each file uploaded in this way will become part of the website’s media library located under the “Media” tab on the left.

When you upload a file, add descriptions and tags that help all future site users to index, understand and locate the file later.

  • The Title is the explanatory text that will display when mousing over the image.
  • Alt text is for blind users (they may use a program that reads it out loud) and using it on every image gives our site a higher usability rating.
  • You can add a short Caption that will appear below an image in a gray frame.
  • The Description is to tell other viewers of the site’s Media Library about the content.  Enter info here if the file name is not descriptive enough or lacks essential info like authorship, date created, copyright permission, photo privacy waiver signed, etc.
  • The Link that appears (or no link) will be what users will be sent to when they click on an image: it will by default take them to a page of our site displaying that image alone in its original size. If you want to send them elsewhere, change the link.

After entering the information above, you’ll need to click “Insert into post” to insert it while adding it to the media library. If you click the button below that, to “save,” it will only add the item to the media library, and you’ll have to come back to the media library to insert it into your post or page again. [/toggle] [toggle title=”Restrictions on uploading files, images, etc.”]

Please do not upload the same image or attachment twice, since it will not overwrite the original file, but create multiple duplicates. Instead, please find the previously uploaded file in the Media Library by searching for it there by key word in the Media Library.

Respect copyright, privacy and authorship. Anything in our media library should be cleared for use on our site by any other author or editor.

Videos and audio files should be posted to YouTube or some other sharing service and then linked or embedded into posts and pages in a way that does not require that the video file reside on our server.

When inserting photos, please limit your files to screen size or smaller. Do not upload unprocessed files from your phone or digital camera since these are often over 500MB and may be several times the size of a normal screen. Large image files will take up too much space on our web server. Viewers with slower internet speeds will have to wait longer to load the page content. Large images will also consume users’ megabytes-per-month they may pay for on a mobile device.

If you want to share the original large-size files, please upload them to an external file sharing site such as Box.com and obtain the links or HTML code to embed them in your post.

[/toggle] [toggle title=”Long posts and multi-part posts”]

If your post is longer than a normal email or longer than 2 screens, please consider breaking it up into multiple posts OR writing a summary message and then embedding a link to a file that contains the content.

If you write multiple posts, you might not want the website to send subsequent parts via email, but rather embed links to where readers can find parts 2 and 3 online on our site. You can click the “Subscribe 2 Notifications Override” option at the bottom of the editing screen to disable email sending on subsequent posts.

The online view of a long post may be shortened for the Home page by using the “Insert more tag” button on the toolbar next to the link buttons on the top row. This stops the rest of your post from appearing on our site’s Home page or Categories results pages. People must click a “more” tag to continue reading. If they click the title of your post, they will also be able to read the whole post.

Another way to manage long posts is through inserting headings and tables of contents. See the item above. [/toggle] [toggle title=”Private posts/pages”]

You can share a private post or page with only some members of the executive or public user community by making it private and applying a password to view it. Its title may appear in the menu or links, but nobody can view its content from the public side of the site without entering the post’s password.  It will not be sent out via email. You can give recipients the link to this post in an email message.

If you are sharing it with the executive or webmaster, you could save the post (without publishing it) and email them, telling them what your post is called. Editors and admins will be able to view all drafts of posts and private posts. [/toggle]