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6 Steps for Adding Content
The Power of the Portal is the ability to allow its diverse members to store and share resources. The 6 Steps are provided as an aid to assure each member has a successful experience when adding materials.
The 6 Steps will help you control how your content displays, the ability to search for your materials, and assurance that your colleagues and general public will find your work and benefit from your efforts.
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Add an Item |
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Give a Title and Description |
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Browse and Attach |
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Add Properties |
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Set the State |
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Submit for Publication |
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Add an Item |
- Click on the add item or add to
folder dropdown menu in the navigation
bar.
- Select the item you wish to add (file, flashmovie, image, link, etc.)
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Title and Description |
After you have selected the type of item you wish to add, the edit tab
will open and display fields to enter in a tile and a description.
- Enter a title in the Title field. A Title is used to identify your content to portal visitors, and in searches. Do Not use the characters ! @ # $ % ^ & * ( ) = < > ? / \ | + “” ‘’ in the title. These characters can have special meanings and cause problems when searching for content.
- Enter a description in the Description field. A description is
a one-paragraph text abstract that accurately and concisely describes content
though inclusion of key words.
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Browse and Attach |
Depending on the type of information you are adding to the portal
you may be able to upload content from your computer. Click
the Browse button, and browse on your computer to locate
the content you would like to upload. Click open. This
will attach your content.
Click Save to save your information and add the content to the Portal.
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Add Properties |
Now that you saved your content to the Portal you may set properties (additional information) to the content. The Properties tab allows us to assign critical information to our content (authors, copyright, discussion) as well as help us categorize content by assigning effective dates, expiration dates, language, and keywords. The Properties feature also allows you to exclude the file or content from searches.
1. Click on the Properties tab. Here you will see the different types
properties you can assign to your file.
- Exclude from navigation – checking this box makes the content not appear in the navigation menu, under any circumstances.
- Keywords – When possible, use existing keywords. If you need to add new keywords, do so in the New keywords field. Enter new keywords on separate lines. For example, the keywords Sustainable Tourism in Nigeria should be entered in as Sustainable Tourism on one line, and Nigeria on another line.
- Contributors – insert your name (person posting the content) and contributing authors if known.
- Creators – by default the Portal inserts the user name of the person uploading the content. The portal equates this person as the "owner" of the content. You can edit this default and replace with the “true author(s)” if known.
Very Important: if you change the creator and insert true authors, be sure to insert your own name as contributor so you can make future edits if necessary.
- Effective Date -- Date when the content should become available on the public site
- Expiration Date – Date when the content should no longer be visible on the public site. If there is no expiration date for your content, leave the Expiration Date field blank.
- Language – The Language of the document. This defaults to the language that the content was created in.
- Copyrights – Include any specific copyright wording that applies to the content. It is suggested that the content creator do this, if copyright issues apply. See HOWTO: Copyright and Fair Use for more information on copyright implications and restrictions.
Click the Save button, to save your properties changes.
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Make Visible or Keep Private ...Content Has A State |
Content has a State: Private, Public Draft, and Published
Private – Only the person who created the file (the owner), the users and groups the owner chooses to share with, and the Portal managers can see the contents.
Public Draft – Only users who are logged into the Portal can see the public draft file content.
Published – The content is available for public viewing. Once the content is designated as Published, to edit the content, the owner of the content must retract the contents before editing (see New Member Orientation).
To set a State:
By default, the State is set to Private. To change
the State to Public Draft
Click on the State dropdown menu tab and select
make visible.
There are 2 ways to change content from Public Draft to Published:
One: through the submit for review (when adding content in your personal
or group area)
Two: through Public Pending Folder in designated Public Access space:
Library, Tools, News. Training, Links and Help)
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Submit for Publication |
To submit contents to the Portal Public Space, that is the Library,
Training, Links, or Help folders, your content must be placed in the Public
Draft: Pending Publication Folder for review by the portal editorial
staff.
Contents to the Public Draft: Pending Publication Folder, must
have a title and a description, and all the appropriate information entered
into the Properties fields.
To place content in a Portal Public Space that isn’t already on the Portal,
- Click on the appropriate Portal Public Space tab (Library, Training, Links, or Help tabs)
- Locate and click the Public Draft: Pending Publication Folder
- Click on the add item dropdown menu in the navigation
bar, and add your contents.
Content placed in Public Draft: Pending Publication Folder will be reviewed and published or rejected by the portal editorial librarian staff, who will assist with “appropriate placement” of content for easy access by portal visitors. You will be notified by email when the content has been posted or if there are any questions. You will also be sent the exact place where the content has been posted: the URL address on the RMPortal. You will then be able to hyperlink to your content in the Portal Public Space.
To place content that is already on the Portal, in your workspace
- Select and open the content file
- Click on the actions dropdown menu tab and select copy.
- Click on the appropriate Portal Public Space tab (Library, Training, Links, or Help tabs)
- Locate and click the Public Draft: Pending Publication Folder
- Click on the actions dropdown menu tab and select paste.
