Drupal Site AdministrationGuide

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4 Δεκ 2013 (πριν από 3 χρόνια και 8 μήνες)

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Drupal Site Administration

Guide




Cal Poly Specific Information



































Revised April, 2013


































































CTLT
Revised April 2013
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
1


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 http://departmentURL-test.calpoly.edu 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 http://departmentURL.calpoly.edu 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:
http://departmentURL.calpoly.edu/user or http://departmentURL-
test.calpoly.edu/user

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.
2


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)

• E-mail address – Set this address to reflect your department or other
administrative contact email address. This address will appear as the
From: address on outbound emails sent from your Drupal website. For
example, when a new user account is created on the Web site, an email 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
3


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


7.


8. 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.
4


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)
5


[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 i
n
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.
6


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: https://sitename-test.calpoly.edu/content/files/filename.pdf
(this URL does not correctly point to the files area where your files have
been uploaded)

o Correct URLs: https://sitename-

test.calpoly.edu/sites/sitename/files/filename.pdf
Or, if file is in a subfolder of the files area:
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Use Block Links tool to examine URL links
Fix links that include the vanity server name
7


• 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: https://sitename-test.calpoly.edu/content/files/filename.pdf
(this URL does not correctly point to the files area where your files have
been uploaded)

o Correct URLs:
https://sitename-

test.calpoly.edu/sites/sitename/files/filename.pdf
Or, if file is in a subfolder of the files area:
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Three Steps to Creating an Alias in Drupal


Step 1 Log into the Drupal site.
In the right-hand menu, click on “Administer”.



8


Step 2 Under “Site Building”, click on “URL aliases”.



Locate the Alias name (e.g. content/apps/email_forwarding)
and the System node # (e.g. node/27).
Click on “Add Alias”.

9


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)
10


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 the @calpoly.edu extension.

• E-mail address – This should be the Cal Poly email 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 email
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
11


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
12


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.