--- version: "20260611" language: "en" --- # PowerBuddy for Data Analysis Help ## Join our Customer Community Town Halls Hear what's new, what's coming next, and practical best practices for your PowerSchool products. [Register for a Town Hall](https://www.powerschool.com/CustomerTownHalls/). ## Featured topics * [User Interface](https://uc.powerschool-docs.com/pbdahelp/latest/user-interface.md) * [Best practices for working with PowerBuddy for Data Analysis](https://uc.powerschool-docs.com/pbdahelp/latest/best-practices-for-working-with-powerbuddy-for-dat.md) --- version: "20260611" language: "en" --- # 26.1.1.0 release notes Deployment of 26.1.1.0 release is expected on 2026-02-09 ## **New Features** **Enhanced Charting \& Report Generation** Users can now build more flexible and customizable reports with improved charting capabilities, including: * Add **multiple charts** to a single report * Customize charts (titles, labels, sorting, display features) * Generate and compare **multiple chart variations** before saving * View **data grids** behind charts for validation * Reorder charts, preview, and save reports **Note:** * Report Generation now acts as a workspace where users can explore, refine, and select charts before saving them to a report. * PowerBuddy supports a wide range of chart types, with usability improvements in this release focused on bar, line, and pie charts. Additional chart types are supported, with ongoing enhancements planned. ## **Bug Fixes / Other Improvements** * Improved User Defined Function (UDF) to ensure current academic year is determined correctly across school years and summer terms. * Data dashboard - Resolved an issue where 'Review SQL' did not refresh to show the SQL for the current question. --- version: "20260611" language: "en" --- # 26.1.2.0 release notes Deployment of 26.1.2.0 maintenance release is expected on 2026-03-05 ## **Bug Fixes / Other Improvements** * Improved support for custom SQL queries to ensure more reliable execution. --- version: "20260611" language: "en" --- # 26.5.0.0 release notes Deployment of 26.5.0.0 feature release is expected on 2026-06-11 **New Features** **Enhanced Conversational Experience** PowerBuddy for Data Analysis (PBDA) now provides a more intelligent and conversational analytics experience with improved reasoning, explainability, and reliability. Key improvements include: * Improved understanding of user intent for more accurate query generation and results. * Enhanced validation of generated queries before returning results. * Better handling of zero-record scenarios with explanations instead of failures. * User-friendly explanations that highlight key assumptions, filters, and reasoning used to derive results, providing greater transparency and helping users validate results without needing to troubleshoot generated SQL queries directly. * Improved support for conversational follow-up questions, allowing users to refine analysis using natural language. * Enhanced metadata exploration to help users understand view definitions, calculations, and data relationships. **Note:** Natural language questions are currently supported across core PowerSchool SIS domains, including Attendance, Behavior, Enrollment, Demographics, Grades, Fees, and Assignments. Support for state reporting tables and customer-specific custom tables is planned for future releases. --- version: "20260611" language: "en" --- # 26.x * [26.1.1.0 release notes](https://uc.powerschool-docs.com/pbdahelp/latest/26-1-1-0-release-notes.md) * [26.1.2.0 release notes](https://uc.powerschool-docs.com/pbdahelp/latest/26-1-2-0-release-notes.md) * [26.5.0.0 release notes](https://uc.powerschool-docs.com/pbdahelp/latest/26-5-0-0-release-notes.md) --- version: "20260611" language: "en" --- # Best practices for working with PowerBuddy for Data Analysis ## Data retrieval vs Analysis prompts It is recommended to separate data retrieval prompts from analytical prompts. First retrieve the data on Data dashboard, then enter the charting related prompt on the Reports page. When asking natural language questions about your data, ensure that the *Question* toggle is used. Only turn on the *SQL*toggle if you intend to enter your own SQL query. ## Follow-up questions Follow-up questions are supported for column displayed in the column explorer and for questions from other supported domains in PSSIS. Follow up questions to transform the returned data are also supported. For instance, Initial Question : Give me a list of currently enrolled 8th graders that have been sent to intervention center more than 3 times Follow-up : Can you break down the intervention count into categories - like 3 to 5, 6 to 10, and 11 or more for these students? To refresh the session or begin a new data retrieval, click "New Chat". ## Be specific Providing specific information, helps PowerBuddy for Data Analysis to understand exactly what is needed, reducing ambiguity and improving the accuracy of results. | **Instead of** | **Rephrase it as** | **Why** | |--------------------------------------------------------------------------------|---------------------------------------------------------------------------|-------------------------------------------------| | Provide the list of students who failed in Algebra courses in the **2nd term** | Provide the list of students who failed in Algebra courses in **P2 term** | Term names vary in PS SIS - use specific values | If you are asking a question about a user by name, specify the type of user, such as *the teacher named John Doe* or *the student named John Doe*. --- version: "20260611" language: "en" --- # Disclaimers * If the user prompt does not specify a timeframe, PowerBuddy defaults to the current academic year. * Questions that fall outside the supported scope may result in an error on the UI. * Review the explanation of the generated query before reviewing the results on Data dashboard. * Some analytical queries may produce *slightly* different results based on the filters and groupings: Example -- Show YoY percentage change in attendance rates for homeless students over the last 3 years, grouped by school type. If a student transfers between schools during the year, they might be counted more than once depending on how the data is grouped. This can lead to slight differences in the percentages when certain filters (like school number) are included or excluded. * 'Reports' tab has a maximum threshold of processing up to a maximum of 50,000 records to produce charts and summary. Data dashboard provides a preview of up to 500 records in the UI. As a result, counts or summaries may differ slightly between the Reports and Data Dashboard views * You are responsible for the accuracy and appropriateness of the queries you submit. PowerBuddy processes user input but does not validate the underlying assumptions or context. * PowerBuddy has access to the entire underlying data and should only be accessed by users who have the appropriate rights to see that data in accordance with FERPA and any other data privacy laws. * Users are encouraged to submit their feedback with the thumbs up /down options in the UI * PowerBuddy cannot interpret charts and, therefore, cannot provide suggestions derived from charts. It can only offer analysis derived from the underlying data tables. * AI may join tables in in ways that seem unclear. This can happen because it is trying to guess how to best filter the data or because of confusing instructions. AI is not perfect and can make mistakes, too. if the response does not meet your expectations, rephrase your query, provide specific instructions and try again. * Any query that is written in the **Enter a** **SQL Query**field is across all domains, tables and views within the selected product, to which all users have read-only access in PowerBuddy for Data Analysis. * Processing large datasets can result in slow performance. * PowerBuddy for Data Analysis is capable of basic regression, but the quality of the result depends on chosen variables and instructions. It may produce unexpected responses, and you should interpret results with awareness of these limitations. * Currently, PowerBuddy for Data Analysis lacks knowledge of customer-defined conversion, calculations or tables. These will be addressed in the future releases. * Certain business logic like GPA calculations, graduation requirements are not currently supported since they are usually conditional on many factors and vary considerably from school to school. --- version: "20260611" language: "en" --- # General troubleshooting guidelines * There can be multiple ways to interpret and generate queries. If the generated query doesn't provide the intended results, check the explanation and rephrase your question or ask follow up question to clarify. * When working with very large data sets, consider loading the top N rows initially or use the chat to create subsets of your data. If needed, you can download the entire dataset by running the SQL query in Connected Intelligence. * Analysis performed on the Report generation page is expected to align with the columns displayed in the Data Dashboard results. Report generation can only analyze data from these results. If you intend to perform analysis on columns not included in the results on the Data Dashboard page, it is recommended to first retrieve the necessary data on Data dashboard before using the Reports page. --- version: "20260611" language: "en" --- # Introduction PowerBuddy for Data Analysis is an AI assistant designed to enhance the quality and speed of the data analysis process through intuitive natural language interactions. With PowerBuddy for Data Analysis, you can seamlessly create and execute SQL queries using simple, conversational prompts. Whether you're retrieving specific data points or performing analyses, PowerBuddy for Data Analysis streamlines the entire analytics pipeline, saving time and effort. It offers prompt-based aggregation, summarization, and visualization capabilities. By leveraging natural language prompts, you can explore data from various angles, uncovering trends and patterns efficiently. PowerBuddy for Data Analysis enables you to draw meaningful conclusions from your data effortlessly. By asking questions in natural language, PowerBuddy for Data Analysis generates insightful conclusions, allowing you to gain deeper understanding and make informed decisions based on the available data. ## Current Products \& Domains PowerSchool SIS and following domains within it are currently available, with more products to be added in the future. * PowerSchool SIS * PS SIS -- Attendance * PS SIS -- Behavior * PS SIS -- Grades * PS SIS - Enrollment * PS SIS - Demographics * PS SIS - Fees * PS SIS - Assignments Questions related to any of the above SIS domain combinations are supported. ## User profile PowerBuddy for Data Analysis is for users with PS SIS knowledge who are trying to perform: * Ad-hoc data analysis and reporting. * Complex data retrieval joins and analysis requirements. * No code analysis and text summary of the conclusions. ## Accuracy of response PowerBuddy for Data Analysis is based on Generative AI technology. Like any other Generative AI product, it can make mistakes. Consider checking important information especially the explanation of the generated SQL, results and charts. --- version: "20260611" language: "en" --- # Release Notes * [26.x](https://uc.powerschool-docs.com/pbdahelp/latest/26-x.md) --- version: "20260611" language: "en" --- # User Interface ## Data Dashboard The Data Dashboard is the central page where you can ask natural language (NL) questions about your data and get the SQL queries generated by PowerBuddy for Data Analysis. You can also write your own SQL queries and get the data for analysis. ### Getting started ![image-20260610-175705.png](https://uc.powerschool-docs.com/__attachments/a_3f75fa208293fc8b5abfcee2aa2baef4752c45f3ad43ecc61903e73c61ff9614/image-20260610-175705.png?cb=f97a758ad9b601ecb901828a43bcd3f8) 1. Type a natural language question in the **Enter a question** text box and either press enter or click **Generate** . You can also start by selecting a question from the list of **Sample questions** on Data dashboard. The results appear below this chat area. 2. Review the generated explanation that highlight key assumptions, filters, and reasoning used to derive results. 3. To make updates or further refine your data, ask follow-up questions by entering them into the same text box. The rephrased AI query includes the entire context from your previous questions. 4. Click **Download data**to save a copy of the results. 5. To ask an entirely new, unrelated question click **New chat**. Click on the **SQL**toggle to enter your own SQL query ### Pivot Table ![image-20250722-053953.png](https://uc.powerschool-docs.com/__attachments/a_f7da818bf28763deb94ae25a0926dbe7f60652b0e125656dd5287539b42eb369/image-20250722-053953.png?cb=299f08372c338b095e010987d51006af) The user-driven pivot table feature allows you to create flexible pivot tables directly within PowerBuddy, making it easier to group, summarize, and explore data across different dimensions without having to export data outside of PowerBuddy to create pivot tables. By default, PowerBuddy displays unpivoted data, and the SQL query is generated for this format. Users can download the unpivoted or pivoted data based on the selection. Pivoting improvements will be included in the future releases. Once a user creates a pivot table and saves the corresponding question, the pivot settings are saved as well and will automatically load when the saved question is run again. ### Save SQL ![image-20250722-054816.png](https://uc.powerschool-docs.com/__attachments/a_b47579a5c127fdff4749d6c4fbda7a19968aa049899fee84c101d606a1223dda/image-20250722-054816.png?cb=8e3584d4ebbe6bcc1f49add95dac0536) 1. Click **Save** button on Data dashboard and enter a **Question name** to add a short name or title to your saved queries. 2. Add custom tags in the **Tags**field separated by semi-colons. User Saved Query is the default tag that will be added to indicate queries are saved by users. 3. Review the AI-generated user query in the **Question**field and update it as needed. 4. Review the SQL query in the **SQL** field. You can edit the SQL query by clicking **Review SQL** from the Data dashboard, and clicking **Edit SQL** . If you make any modifications, make sure that the Question name and Question associated with the modified SQL query is still relevant, then click **Save as new**. When a 'User Saved Query' is run from Question vault or when the entered natural language question closely matches a user saved query, the Save SQL page shows options to either **update** (replace) or **save it as new**. Saving the queries ensures that you can access and retrieve them without having to regenerate it every time. ### Favorited Questions ![image-20260610-175900.png](https://uc.powerschool-docs.com/__attachments/a_8ef99ac0d55ca56ff8ff03f3af08b4390da354244a0a7126c7c4d2c465edd46a/image-20260610-175900.png?cb=22d3c544dbe2f1120f9b2ae312c21bfe) Allows users to mark important or frequently used saved questions as favorites for quick access from the homepage. Questions can be favorited from question vault or while saving as a new query. To remove a favorited question, click on the heart icon again in the question vault. ![image-20250722-055205.png](https://uc.powerschool-docs.com/__attachments/a_767472f99b5e5b9865f02517f9906bc3a8a6f51f14e2251e19bb7e3e603e3d99/image-20250722-055205.png?cb=3873051c68b045aee99f609445289b9c) ![image-20250722-054920.png](https://uc.powerschool-docs.com/__attachments/a_47f568708b7785087717305ad4328c3641dcbbd3b35098f8446b551d995ef0f3/image-20250722-054920.png?cb=ccbeebf55c6919eab88217dd1f2fe10d) **Deactivate similarity search** Turning off the similarity search provides the flexibility to generate new SQL queries, rather than running saved SQL queries. 1. **Uncheck** the **Activate Similarity Search** checkbox to disable similarity search. 2. Enter your question again. This ensures that PowerBuddy generates a new SQL query that accurately reflects the entered prompt. ### Guidelines for writing natural language questions * PowerBuddy for Data Analysis is designed to work well with questions in a natural, conversational manner. You are encouraged to naturally converse with PowerBuddy using the chat to interact and clarify your questions. * Asking specific questions ensures more accurate and relevant responses. * Wherever possible, including timeframes or specific conditions in your questions can help narrow the scope of the response. ## Generate report The report generation page provides options to further analyze the data that has been retrieved. Users can * Add multiple charts to report​ * Customize charts (titles, labels, sorting)​ * Generate multiple chart versions​ * View data grids of the chart​ * Reorder, preview and save reports Consider Report generation as a **workspace to explore and refine charts** . Users can iterate, compare, and **select only the final set of charts** to include in the saved report. ![Picture2.jpg](https://uc.powerschool-docs.com/__attachments/a_30f89730bd0b61ad44f2045a32614dab825907cfe83772758e7b0792ce417eb5/Picture2.jpg?cb=522a0fa78c791db67cf902bb37f9cd5d) 1. It automatically loads a default visualization based on the results produced on the Data dashboard. 2. Click the table icon to view the tabular data behind the chart. ### Edit chart properties ![image-20260209-203818.png](https://uc.powerschool-docs.com/__attachments/a_e99e7e972ad0e68227c46c5212f05c27a3f13ec623e791a22ac5ebd0779d6cb3/image-20260209-203818.png?cb=bf98a446568dab4f9b903f6c3b1a18c5) 3. Click **edit**icon on the chart to edit the chart titles, labels, sorting, zoom, legends, gridlines, and label placement. Use these controls to improve readability and avoid overlaps in the saved report.​ 4. **Chart type** icon lists some of the suggested chart types based on the data. Users can also close this and ask a natural language question to generate a different chart type. 5. **Pin** a chart to ask follow-up questions specific to that chart. Use this to change chart types, colors, or how the data is visualized.​ Pinning a chart generates **new versions** within the same chart cell, allowing you to compare and **select the preferred one** for the final report. **Unpin**to ask new questions and generate additional charts in the workspace. ![image-20260209-204400.png](https://uc.powerschool-docs.com/__attachments/a_2586459c15881d0782f84d25f2957c3c080573815db1e3a9ab0eb42a3f4cef71/image-20260209-204400.png?cb=51a118e7d128021eb1f26a8c08152348) 6. Reorder charts using **drag and drop**. The final order is preserved in the saved report. 7. Ask new natural language questions to generate additional charts from the same data. retrieved on Data dashboard. ![image-20260209-204557.png](https://uc.powerschool-docs.com/__attachments/a_01464bc6b9fc8c63227b95cdfb2f49fbd73183ccfb9c88451787b1583eacd591/image-20260209-204557.png?cb=27cc891445e7b8fe1a1dd568c86cf13b) Report generation **does not add new fields or modify the data** - it visualizes what was retrieved on the Data Dashboard. 8. Users can iterate by generating a different chart type or re-visualizing the data until satisfied. 9. Select the charts to include, then click **Preview \& Save** to preview the report before saving. ![image-20260209-204641.png](https://uc.powerschool-docs.com/__attachments/a_dc9401bcff5f7521bfc77f54d8451352fa188918b2aeca8d2895a0f65396953f/image-20260209-204641.png?cb=f7f3b32315f6c76a6eba9bfdc4eb515a) 10. Saved reports are available in the **Report Vault**. **Note:**PowerBuddy supports many chart types, with usability improvements primarily focused on bar, line, and pie charts, with additional improvements planned in the future releases. ## Executive Summary and Insight The report page also provides the summary and insights into the data, highlighting distribution patterns and important details that help in understanding the overall composition of the dataset behind the visualizations. Charts cannot be interpreted by PowerBuddy for Data Analysis, and it cannot provide suggestions based on visual representation. The capacity is limited to the underlying data in the tables. ## Save report Users can now save reports (charts, and insights) just like queries. To save a report, 1. On the Report generation page, click the **Save** button. 2. Enter a **Report Name** , add **tags** and a **description**. 3. Saved reports will be available in the **Report Vault** for easy access. **Note:** If you would also like to save the underlying SQL query, it must be saved separately in the **Question Vault** by clicking **Save SQL** on the Data Dashboard. ![image-20260209-205056.png](https://uc.powerschool-docs.com/__attachments/a_b367775d91e29162b9f7d43f70fea6334824be81dd7d42bad119967c48527286/image-20260209-205056.png?cb=3dbdca2365d4150db32c11dbe25d4ea3) ![image-20260209-205037.png](https://uc.powerschool-docs.com/__attachments/a_6b363350f949a7cf7dd18abc9dd40f7a6b3068b808df59a6ce59b11f7c1e07aa/image-20260209-205037.png?cb=f4d62644c68f3f98706b0ebc6d7177c5) The SQL query behind a report is not saved automatically in the Question vault. To save it, use **Save SQL** on the Data Dashboard. Users can still view the SQL for any saved report in the Report vault by selecting the **menu (three dots)** option. ## Report vault Report vault is the central repository for managing and accessing all saved reports in one place. Clicking Run opens the report in a new window within Report vault, with the latest data for the saved charts and insights. ![image-20260209-205127.png](https://uc.powerschool-docs.com/__attachments/a_44f91380d52ea70c83db10fb4a794ce3cfcd8ea6ad39e4b9f9c7a995b4aa787e/image-20260209-205127.png?cb=4f8c53a48e52403fe7008af46ca29a2a) ## User feedback Users can provide feedback on displayed results in the **Data Dashboard** , on generated SQL in the **Review SQL** page by clicking the thumbs up or thumbs down button. ![image-20250722-060838.png](https://uc.powerschool-docs.com/__attachments/a_63188e48142b73b26a04893eeff9bfd9bd5942b923217877844b742b0c633d4f/image-20250722-060838.png?cb=3497b94ebb4c63fd71337b54fe8a2ecf) ## Question vault ![image-20250722-060949.png](https://uc.powerschool-docs.com/__attachments/a_e4aba3b1f7185e54b81286c3201bc6f72956b840dd7e51209168dc95431a6674/image-20250722-060949.png?cb=8dcd6331d66e7c895acdacfaa94b5ff2) The Question vault page displays the list of all sample, recommended and queries saved by the users on the customer account. These are specific to each product. The **Search**field can be used to find any saved query based on keywords from the saved Question name or Question. The search results display a list of saved queries that has high similarities with the keyword you entered. You can review the saved SQL queries by clicking **Review SQL** , then edit the query, if needed, by clicking **Edit SQL** . Click **Run**button to automatically run the saved SQL query. The Question name and Question associated with any SQL query saved by the users, can be updated by clicking **Update** . Click **Delete**to remove the saved query. ## Logout ![image-20260610-180302.png](https://uc.powerschool-docs.com/__attachments/a_bfc314762ae684ca61c5a869760818862d0c30bf76270b5bdb74c5ebaf1a942b/image-20260610-180302.png?cb=ca84c624a24c889339181bd2dc0916c3) --- version: "20251125" language: "en" --- # Presence ## Join our Customer Community Town Halls Find out what's new, what's coming next, and practical best practices for your PowerSchool products. [Register for a Town Hall](https://www.powerschool.com/CustomerTownHalls/). ## Additional Help and Support Visit the [PowerSchool Community](https://help.powerschool.com/t5/SchoolMessenger-PermissionClick/ct-p/SchoolMessenger_PermissionClick) to access the product knowledge base, open a support case, or connect with peers and PowerSchool experts. --- version: "20251125" language: "en" --- # Accessibility ## What is accessibility? Accessibility generally means equal or equivalent access by a person with a disability. Technology is accessible if it can be used as effectively by people with disabilities as by those without. However, this doesn't mean that, for example, a blind user will complete a task on a website as quickly as one who can see. (Listening takes longer than looking at the screen and reading.) But it does mean that if a blind parent visits your school district's website they will get the same information as a person who can see. The same is true of other approaches to making tech accessible. ### Does accessibility mean different things for different people? Yes, it depends on who you are, what you do, what you use and your environment. For a blind user, it might mean having technology work with the screen reader software they use. A user with attention deficit disorder might be looking for a website that doesn't have flashing and blinking objects that they find distracting. To a colorblind user, a website is accessible when color isn't used to convey meaning and the contrast between colors is strong. And a user with mobility impairment sees accessibility as being able to use a website with limited fine motor skills and to navigate without needing a mouse. ### Why does it matter to make our school district's digital communications accessible? In addition to complying with state and federal laws and policies, making your parent communications accessible is important both as a matter of fairness and for reaching your audience. According to the U.S. Census Bureau, nearly 57 million Americans have some type of disability, with 31 million having a mobility disability and 16 million a sensory disability involving sight or hearing. Ensuring that your website, emails and mobile apps are accessible is critical for successful communications. ### Are there standards or laws for accessibility that school districts must comply with? While there are numerous U.S. federal laws and regulations that protect the rights of disabled individuals (including ADA, IDEA, and Section 504 of the Rehabilitation Act), few address technology in detail. The passage of Section 508 of the Rehabilitation Act Amendments of 1998 resulted in the Electronic \& Information Technology Accessibility Standards which define the minimum level of accessibility for websites developed or used by the federal government. They cover the broad spectrum of electronic and information technology, including web content. The standards are the only set of technology accessibility standards that have their basis in the law, so these became the de facto objective standards for solution providers to build against and for schools to measure against. Concurrent to this federal procurement standard, the first set of formal guidelines for identifying how to develop web accessible content was published by the World Wide Web Consortium (W3C) Web Accessibility Initiative (WAI) in May 1999. The Web Content Accessibility Guidelines 1.0 (WCAG 1.0) define how to make web content more accessible to people with a wide range of disabilities, including visual, auditory, physical, speech, cognitive language, learning, and neurological disabilities. The successor WCAG 2.0 guidelines were published in December 2008 and became an ISO standard, ISO/IEC 40500:2012 in October 2012. Updated WCAG 2.1 guidelines were released in 2018; these new guidelines are not the ISO Standard yet, but some bodies may require following WCAG 2.1. Canada has adopted the WCAG standards at the federal level and additional provincial guidelines also exist, such as in Ontario. Together Section 508 and the WCAG guidelines outline the technical and behavioral principles that should be followed to ensure websites and related digital content are accessible. ### Are there state regulations that cover accessibility? Yes, nearly every U.S. state has some accessibility policies and these types of policies are spreading to Canada and other countries. Some states have adopted Section 508 standards as well, particularly related to state (and sometimes local) government institutions. Please check with your school district's legal counsel to learn more about what applies to you locally. ### How are individuals with disabilities able to use websites and related online technology? There are a number of assistive technologies, devices, software, or techniques that assist individuals with disabilities when they visit websites or use related online digital technologies. They include screen readers, refreshable Braille displays, screen magnifiers, onscreen or other special keyboards, and word prediction software. Accessible websites are designed so that visitors can use these assistive technologies with them. In some cases, universal design principles can enable integration of accessibility within the website, minimizing the need for external assistive technologies. ### What are the key elements of an accessible website? There are a number of key elements of an accessible website. For example: All information on an accessible website is explicitly labeled, using alternative text for each item, including images and image links. This way, when a parent with a disability visits your site using a screen reader, they will get all of the information you are sharing. Visitors should be able to navigate an accessible site with the keyboard and not need to use the mouse. They should also be able to activate objects with the keyboard and move through the site in tab order. An accessible site has focus control, providing the user the ability to control keyboard and reading focus within a webpage or application. Keyboard focus is the on-screen location where keyboard actions will be interpreted by the application. It is often indicated visually by the cursor or a selection highlight, or programmatic dotted rectangle. Reading focus is the on-screen location where a screen reader begins to render content from. Users who are blind, have low vision, or have mobility impairment all rely heavily on proper control of keyboard and reading focus when browsing web-based content. ### What website elements can break accessibility? There are a number of types of digital content or other website elements that can hurt accessibility. Some examples include PDF or other document files that are formatted so a screen reader can't read the text in logical order, video files that don't have captions, or external website content that is embedded into the website which itself may not be accessible. It is important to evaluate all new content or content integrations to make sure your website remains as accessible as possible. ### Are there any tools available that can help us evaluate the current accessibility of our websites? While no tool is foolproof or a substitute for human and legal review, there are a number of free tools available that can help guide you through the evaluation process. * [++tota11y++](http://khan.github.io/)is an accessibility visualization toolkit from Khan Academy. It demonstrates what data from your site is revealed to a user that is dependent on a screen reader. * [WAVE](https://wave.webaim.org/extension/) is a browser extension from WebAIM that allows you to scan the content of your pages for accessibility issues. * There is also a recommended list of tools developed by the [++Web Accessibility Initiative++](https://www.w3.org/)as well as tips for choosing the right tool for your needs. --- version: "20251125" language: "en" --- # Accessibility Tip Sheet The tips contained in this sheet are just suggestions to help you create and maintain Accessible web pages. It does not list the full requirements for Accessibility. For more information, please see the WCAG 2.0 guidelines. [++https://www.w3.org/WAI/WCAG20/quickref/?currentsidebar=#col_overview++](https://www.w3.org/WAI/WCAG20/quickref/?currentsidebar=#col_overview)and view helpful videos like: [++https://www.w3.org/WAI/perspectives/++](https://www.w3.org/WAI/perspectives/)You can download a Chrome plugins WCAG Accessibility Audit Developer UI and Color Contrast Analyzer and plugins like SiteImprove and Wave for most browsers, or consider purchasing a Monsido subscription through West SchoolMessenger sales department. There are varying levels of Accessibility, and we are not legally permitted to assess what is compliant and what is not, but using the guidelines referenced above, you may work towards a more accessible site. For Schools and Districts: Approach accessibility guidelines as you would an IEP. (Accommodations required by law, and ethically the best way to ensure effective communications to your parents and students.) Please remember to check all your content. Especially old content. Our migrators bringing data to the new template will type in an alt text, but they do not know the message you are trying to convey with the images placed there by your content contributors. It is suggested that you place an Accessibility Statement on the home page that states if the user is in any way unable to access information on a page due to a disability, they may contact a specific email or phone number, and all efforts will be made to provide said user with necessary accommodations. This does not absolve you of responsibility, but at least provides the acknowledgement of your intentions to create accessible content, and dedication to providing your community with equal access to resources. | Accessibility Feature | How to use the Feature and Best Practices | |---------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | For Images: Alt Text | * Concise and meaningful replacement for the image; must convey the same message to the listener that a person with vision would perceive if viewing the image. * If using a link with an image, alt text must give the destination of the link. * For clipart, right-click and choose Properties to record a more accurate alt text. * Technically, decorative pictures may be labeled by removing the text in the Alt text element through the html view which will read as a "Null," but we discourage this practice in favor of describing the image even if it is decorative because people running the evaluation may disagree that an image is "decorative." | | Long Description | * If a long description is required (graph, chart, or info graphic) the best solution is to describe the image in words on the same page as the complex image. * If placing the long description on the same page is not practical, place a link to another webpage with the long description, and use the alt text of the image to state where the long description can be found. * The image itself can be linked to the longer description as long as the alt text of the image explains that clicking on the image will take them to a longer description. * Long description should contain more details regarding message conveyed. | | Images | * Reduce image size to increase page load speed (you shouldn't need any image wider than 1960px, and only your banners may need close to that. Pictures on content space pages don't usually need to be bigger than 900px wide.) * There is an Image Optimizer setting on the back end of Presence that can help with automatically resizing images. * Use a percentage in the width; allows image width to adjust to the size of the window it is contained within. * Use images to convey meaning and express that meaning in the alt text. * Decorative images may be labeled as such in the Alt text as null. This is done by removing the text in the Alt="" through the html view (Again: We discourage this practice in favor of describing the image even if it is decorative because people running the evaluation may disagree that an image is "decorative.") * If using a frame, color must be high contrast for low vision or color-blind users | | Links: Link Text | * Do not use "click here," "here," or "read more" as link text unless including destination: i.e. "Click here to go to www.schoolmessenger.com." * Link text should concisely define destination of link. * Should not say "link," but should indicate if it is a document or external page. * The tool tip can be used for additional information about the link, or to inform the user that the link will open in a new tab. * Use more than one or two words to make larger targets for users with low vision, mobility issues, or link target size on small devices. * If you have multiple links on a page, avoid using the words "click here" at all. | | Links and Document Links: Tool Tip | * Like Alt text, used to convey additional meaning for links of any kind; ex: document links or hyperlinks to other pages/sites. * Should indicate how link opens if the target is being changed to "new window." * Used for document links, external hyperlinks, and internal page links. For internal page links, may right-click and choose Properties to input the tool tip. | | Image Alignment | * Not required but does allow easier reading for sighted users. * Alignments are absolute justifications regardless of screen size. * Alignments may prevent author from adding text to the directional alignment area. | | For Text: Heading labels (h1, h2, h3, etc.) | * Used to make information easier to digest for sighted users. * Used for navigation by screen reader and keyboard only users. * Must be used in order. Page Title should be h1 by default. * Must highlight text of section headers and should start with h2 * First Section -- h2 (you can just use h2s for each consecutive section, or you can use h3, h4, h5, h6 for the subsequent sections) * Headers can be used to structure page like an outline, so you can have multiple header 2s,h3s,h4s. etc. (you should not have multiple h1s, so don't use them at all in the content editor.) * Headers may not skip sequence (you may not have a h3 jump to an h5 without having h4) * Can adjust the size and formatting independent of the default formatting for that header, but it would be better to have the style sheet changed instead of inserting span formatting to change them independently. | | Color | * Do not use color as the sole method to convey meaning. * Use high contrast. * Can download a plugin for Chrome or IE to help you check contrast. | | Videos | * When embedding videos, they must have closed or open captioning (timed based dialogue and descriptions.) Must include: * Dialog * Identity of speakers * Important sound effects (laughter, clapping, etc.) * Music if important to mood or setting (with lyrics and identity of musician if it is important to the context) * Transcript text beneath or around video is the only way blind-deaf have access to media. * Advanced Settings: * Do not play the video automatically on load. * Leave display title before video starts playing enabled. * Leave enable fullscreen button on. * Leave enable privacy-enhanced mode on. | | Data Tables | * Data Tables should not be used to replace layout functions (if they are you must put a role="presentation" tag in the html of the \ element and avoid filling out the Accessibility tab at all.) * For real data tables, right-click and go to Properties to get to the Accessibility tab. * Must have a caption (data table title) for example, "Distance vs. Time." * May have a summary that describes how the rows relate to the columns. For example, "Distance, measured in meters, are listed in the rows and Times, measured in days, are listed in the columns." * Must have columns and row headers and designate how many rows/columns are headers. * Must check Associate cells with headers. | | For Graphs, Charts | * Do not use color as the sole means to convey meaning either in text or Graphs/Charts use patterns in conjunction with color. * Long descriptions for Graphs, Charts, or Infographics should be located on the same page, or should be linked to another page with the long description, and the alt text of the image should be used to indicate where the long description is located or the image should be hyperlinked to the long description page. | | Forms | * Clear text directions to fill out and explicit labels for fields should come before the form fields. * If you use **\*** to label a required field; you must include instructions. For example, "\* denotes required field." * See additional forms documentation for creating accessible forms. Creating user input forms may require the manual insertion of specific html tags into the page at this time. * When requesting a Forms training, make sure you specify "Accessible Forms." * Best bet is to provide additional help for users who need accommodations for accessible forms or avoid user input forms without extensive study of the WCAG 2.0 regarding this topic. | | Twitter, YouTube, and Facebook | * Just like the iframe, they would require a title tag (iframe title = "some title" src=...) inserted into the html tab between the "iframe" and "src." * If inserting a Twitter feed, make sure the content is not continuous (in other words, it only displays a set number of tweets at a time unless the user clicks a link). * YouTube and Facebook embeds are considered keyboard traps (individuals using keyboard navigation can get into the portlet, but cannot easily navigate away from the portlet.) * Our suggestion is to stay away from them. If you have to use them, make sure they are the last item on the page, and that there is no important information after them. You may want to provide a "Skip Facebook" or "Skip Video" link before the content to allow user to navigate to a different area of the page. | --- version: "20251125" language: "en" --- # ADA Accessibility - Video Guidelines For multimedia files containing video plus audio to be accessible, there are three main items to consider: captioning, audio descriptions, and transcripts. * Captions can be open or closed and they must be verbatim with all narration. They also must identify the speakers, important background noises such as laughter, clapping, or important mood setting music including lyrics, if they are important to the scene. * For Blind users, we must consider what they cannot see. This means, when there is important action in the video, not described within the dialog, an audio description must be provided. This is an audio-only file describing what is happening in the video visually. It can be played in conjunction with the regular audio track, or in a separate extended track specifically for audio descriptions. * Multimedia files should also have a text transcript located in the vicinity of the video that is searchable by a search engine, and readable with refreshable braille devices. Requirements of Transcripts are the same as for captions. * They must include dialogue, the identity of speakers, important sounds such as laughing, clapping, mood music, and lyrics to songs if they are important for the understanding of the content in parentheses or brackets. * Remember, transcripts are searchable by search engines and therefore improve Search Engine Optimization and can help individuals with learning disabilities or memory impairments comprehend content. ![ADA Accessibility Guidelines](https://uc.powerschool-docs.com/__attachments/a_a13850ce121c290567b47cd3221f0cb992f8ed40d0ac109e1cf20396a7df2d2e/image-20240313-214151.png?cb=7341a0ff77f750e314c885b83ae870ea) ADA Accessibility Guidelines --- version: "20251125" language: "en" --- # Add a New Portlet to a Page Whether you need a simple content portlet, or a more advanced one, adding portlets to the pages of SchoolMessenger Presence is quick and easy. You can add portlets as easily as dragging and dropping them where you want them, or by manually adding them to a region of your page. This guide shows you how to add a portlet to a page. For more advanced descriptions of the portlets or troubleshooting, see other documentation, refer to your site administrator(s), or contact SchoolMessenger solutions support for help. **Note:**If you are unable to conduct any of these steps due to not seeing all or part of the instruction points listed, first check with your site administrator(s) to see if you have any restrictions preventing you from doing so. Users are sometimes restricted to editing only certain pages or performing certain actions, and this varies from organization to organization. If it is determined afterward that you should be able to do these steps, but you are still having trouble, contact SchoolMessenger solutions support for help. ## Adding a New Portlet to a Page (Drag \& Drop) To add a portlet to a page, you must be in Design Mode. Navigate to the page in which you would like to add the portlet, and then flip to Design Mode by clicking on the toggle at the top-left of the screen on the toolbar. ### Ensure That Drag \& Drop is Enabled In order to add a portlet via the drag-and-drop method, the "**drag \& drop** " **functionality** **must** **be** **enabled** . If you do not see portlets upon flipping to Design Mode, look at the top-right of the screen beneath the toolbar -- you should see a tab that says **Enable drag \& drop** -- click the tab. Now, the page will refresh, and the portlets should appear on the left side of the toolbar. ### Drag and Drop the Portlet Once you have flipped to Design Mode and identified the type of portlet that you would like to add to the page, you are ready to add your portlet using the drag-and-drop method. #### Drag Begin by left-clicking on the portlet that you wish to add, and holding the mouse button down. Now, try moving the mouse; you will notice that a "copy" of the image for the portlet is now trailing your cursor. #### Drop The areas in which you can place a portlet are outlined in a thin red line. Hover over the other portlets (if any are present) and they will move out of the way to one side or the other as you're hovering. Once you have the position that you like, release the left mouse button, and "drop" the portlet. Now, your portlet is ready for use! **Note**: Your portlet will look correct after the page refreshes -- it will not retain its square icon shape. ### Adjust Position as Needed Accidentally dropped the portlet in the wrong place? No worries! Once your portlet is in place, you can adjust the position of the portlet(s) in the frame by left-clicking, holding the mouse button, and dragging above or below other portlets or into other frames, if needed. ## Adding a New Portlet to a Page (Manually) If you prefer not to use the drag-and-drop method as previously mentioned, you can easily add portlets manually with drag \& drop disabled. **Important**: Using the manual method, you are limited to just one of each portlet type per frame (region). For example, you cannot add two Content portlets, but you can add a Content portlet and a Calendar portlet. If you need to add more than one of the same type of portlet to a region, use the drag \& drop method. ### Enable Design Mode To add a portlet to a page, you must be in Design Mode. Navigate to the page in which you would like to add the portlet, and then flip to Design Mode by clicking on the toggle at the top-left of the screen on the toolbar. ### Ensure that Drag \& Drop is Disabled In order to add a portlet via the manual method, the drag \& drop functionality must be disabled. If you see portlets upon flipping to Design Mode, look at the right of the screen beneath the toolbar -- you should see a tab that says **Disable drag \& drop** -- click the tab. Now, the page will refresh, and the portlets should disappear. ### Add a Portlet The portlets, with their title bars visible, will all appear once drag \& drop is disabled, with no need to hover over them to display their toolbars. #### Click "Add Portlet to Region" Link Above the frame in which you want to add another portlet, you will see an "**Add Portlet to Region**" link. Click the link. #### Choose the Portlet and Update the Page On the page that appears, there are two drop-down menus next to **Select a Category**. ![Edit Portlets menu](https://uc.powerschool-docs.com/__attachments/a_7ef74e41d1804b7617e955260b41aa8fcc2b04b02b2ef8a223e1fd91201f58ae/image-20240429-150632.png?cb=a2a680f5e579cd7b4aa7c16e796351a9) * The first allows you to select the portlets from the *Portlet Library* (most common) or the *Local Portlets* (uncommon). * The second allows you to select the category itself (*Basic, Collaboration, etc.*) under which your portlet resides. * Once you make your selections, the portlets appear as checkboxes in the bottom left of this frame. * Check the box(es) for the portlet(s) you want to add to the region and click **Update Page**. The portlet will now appear on your page. #### Adjust Position as Needed Use the arrow keys to the left of each portlet to move the portlet up or down in the frame. --- version: "20251125" language: "en" --- # Banner Portlet Guide The Banner portlet allows you to create a rotating slideshow of images to display on a page. You can determine how big the images appear on the page, how quickly the images rotate and more. ## Adding a Banner Portlet The process for adding a Banner portlet to a page is the same process as for adding any other portlet to a page. Set **Design Mode** to **On**. Find the region where you wish to display your banner. In the **Portlet Library** , click on the **Basic** category. Drag and drop the **Banner** portlet on to the page. ## Editing a Banner Portlet To configure a Banner portlet, set **Design Mode** to **On** . Click the pencil icon on the top-right corner of the **Banner**portlet. ### Adding Images 1. To add images, click **Add Image**. 2. To select an image for the banner, click **Browse**. 3. In the window that pops up, navigate to the image you wish use and click **Insert**. 4. Fill out the **Name** of the image. You can also include a **Summary**if you wish. 5. If want users to be able to click on the image and be directed to a webpage, you can enter a web address in the **URL**field. 6. You will also need to fill in **Alt Text** that screen readers use to identify the image. 7. Click **Insert Image**to add the image. 8. You can keep using the **Add Image**link to add as many images to the banner as you wish to use. **Note**: To make for an optimal viewing experience, we recommend not having more than 8 images in your banner portlet. We also recommend using images that are under 100KB. Given the size of the banner portlet area, there is little benefit to using larger files and having larger files can make the page slower to load, particularly for users that may have a slower internet connection. ### Rearranging Images If you wish to change the order your images are displayed: 1. Click on the line for an image (but not on the thumbnail, the name of the image or the pencil icon) 2. Drag the image to the preferred location in the order. The dotted line will show you the new destination for your image. 3. To save your new order, click Update Image Order. ### Updating Images If you wish to make changes to the properties for an image: 1. Click on the **Image Name**. 2. You can then use browse to select a different image or you can make changes to the **Name** , **Summary** , **URL** ¸ or **Alt Text** fields. 3. To save any changes, click **Update Image**. ### Deleting Images If you wish to remove an image, click the trash can icon. ## Portlet Settings The **Settings** tab of the Banner portlet allows you to control how the images are displayed and what action, if any, should be taken when clicking on an image. The **Starting Image** field determines which image is displayed when the page first loads. You can either display the **First image** or**Randomly select an image**. If **Slideshow Mode** is set to **On** then the images will automatically rotate every **X** seconds (the **Speed** field determines how many seconds there will be between each rotation). You can also choose whether or not to**Show controls** on the banner. In order to help ensure your banner is accessible, you should leave this option set to **Yes**. The **Maximum Height** and **Maximum Width** fields determine the largest size that the images will be when added to the page. If the image is larger than this, it will be resized to meet the higher of the two numbers. **Note**: If the image is resized, it will still need to fit within the maximum height and width numbers. This means that part of the image may be cropped or the image height may vary between images. So, for instance, if you have an image that is 1600 pixels wide by 1200 pixels tall and you add it to a banner portlet that has a maximum width of 900 and a maximum height of 300, that image will be resized to a 900 wide by 675 high image. However because the maximum height of the banner is 300, only the top 300 pixels of the banner will show, the remaining 375 pixels will be cropped out. To simplify matters, we recommend editing your images to match the dimensions used by the portlet prior to uploading the images to your site. The **Animation** drop-down allows you to choose the animation used when the slideshow transitions from one image to another. The **Action on image click** option allows you to determine what happens if you click on an image in the banner. You can choose the following options: * **No Action**: Nothing happens when a user clicks on the image. * **Advance to Next Image**: The slideshow will switch to the next image. * **Open URL in Current Window**: If you have set a URL on the banner image, then clicking the image will open the URL in the current tab. If no URL has been set on the particular image, clicking on the image will do nothing. * **Open URL in New Window**: If you have set a URL on the banner image, then clicking the image will open the URL in a new tab. If no URL has been set on the particular image, clicking on the image will do nothing. Once you have finished configuring the portlet, click **Update Settings** to save. --- version: "20251125" language: "en" --- # Blogs Guide Over the years, blogshave risen in popularity. By offering a robust communication method to exchange stories, news, opinion, and more. Blogs enable users to engage and receive feedback from an audience. There are a number of ways to utilize SchoolMessenger Presence's Blogsfor an educational setting. They include: * **District-to-Community Communication**: Faculty and Administrators can create blog pages to discuss school, or class, related activities with the community. * **Internal Discussions**: Teachers can set up blogs to carry out internal discussions with colleagues and students. * **Student Blogs**: Students can participate in moderated blogs to discuss activities and class related projects. * **Event Blogs**: School committees can set up blogs to discuss past or upcoming events. This guide will take you through the process of creating a blog, managing the database, and exploring some of the handier options available. ## Blogs and Security: Something to Consider Presence's blogs offer a safe and easy way for teachers and students to communicate with each other and the community. As such, understanding a blog's security protocols is a necessary step in getting the most out of the module. The most prevalent challenge for this kind of social medium is ensuring content is appropriate, filtered, and tracked. By offering the tools teachers and administrators need to guarantee student safety, Presence's blogging module facilitates constructive communication. Some of the most important security tools include user-based authentication, comment approvals, and the ability to filter comments by IP address. This manual will take you through each of these tools, serving as a valuable resource for blog authors to familiarize themselves with the security features. ## Adding a Blog Page 1. Select the page you would like to connect the **Blog Page** to (this will be the Parent Page). 2. Hover over **Page** on the**Administrative Toolbar** and select **Blog Page**. 3. The loaded page will prompt you for a **Title** . This will be the name displayed as a link on the **Parent Page** . In addition, you will be prompted to generate a **Name**. This will be the name generated for the web address. 4. After providing a **Name**, there are several options you are presented with: * **Blog**: From here, you can select whether to create a new blog or link this blog to an existing one. When linking to an existing blog you will not be able to add posts until the administrator of that blog gives you authoring permissions. * **Option**: This section gives you the ability to decide whether the blog opens in a new window or an existing one. 5. Next you will be brought to the **Blog Dashboard** which has 7 main areas: * **Title Area**: This area is the central focus/description of your blog. * **Recent Posts Preview**: This area displays the most recent blog posts and a small preview of the blog's content. * **Blog Administration**: This section is visible only to the administrators of the blog. We will be returning to this area in the following section of this guide. * **Recent Post Headlines**: Provides links to recent blog posts. * **Archives**: A collection of previous blog entries sorted by date. * **Group Blogs**: An area dedicated to displaying other blogs grouped with yours. * **Content Alert Subscription**: Allows users to subscribe to RSS feeds from your blog. ## Blog Administration The **Blog Administration**field is reserved for back-end functionality. This section of the module is divided into 6 main components: * **Edit**: This is where you can change the name of blog. * **Posts**: Create, edit, search, and view posts. * **Comments**: View user comments with the ability to filter, search and remove anything you deem, or has been flagged as, inappropriate * **Post Categories**: Used to mark the category each blog post falls into for sorting and separation. * **Configuration**: This section handles blog security, permissions, podcast licensing, and other configuration items specific to the blog. * **View Blog**: Provides a completed overview of the blog. * **Subscribers**: Allows you to view and remove subscribers to the blog. ### Edit The **Edit**Blog tab allows you to rename the blog, include a description, or change the blog's template. ### Posts There are two important ways you can add a post to a blog; through the sidebar of a blog and from the **Blog Administration** interface. #### Creating a New Post 1. On the Blog Administration interface of the blog page, click **Add Post**. 2. You can also create a new post while viewing a blog by clicking **New Post**in the blog sidebar. 3. Both options will take you to the editing interface of the blog, which is divided into two areas: **Create a New Post** and **Uploading Your Podcast**. 4. Fill out details for the blog post. These include the **Post Title** (this title will be displayed on the blog page), the **Category** (divide your posts by topic and they can be grouped together for easy viewing), and the **Tags** (assign key words to make blogs easier to find). 5. Next, fill out the **Post Body** section of the page. This section utilizes the same basic editor used for producing content on other parts of the site. For a detailed explanation of the buttons in the editor, please refer to the Text Editor guide. 6. The **Accept Comments** field determines whether you wish to enable visitors to publish comments to your post. Unchecking this box will prevent users from posting comments. ### Uploading Your Podcast In addition to publishing **Blogs**, Presence's Blog module allows users to post podcasts. A podcast is an audio or video file made available for download or subscription through an RSS (Really Simple Syndication) feed. To upload a podcast: 1. Click **Browse** and select a file from your computer. 2. Enter the desired title for your podcast in the **Podcast Title** area, and it will be displayed in the blog menu. For copyright purposes, it is important to indicate the **Podcast License** of your media file. ## Managing Posts * **Viewing Posts**: To view a post that has been created (Either in draft form or published), click the magnifier glass icon. * **Deleting a Post**: To delete a post click the trash can icon. * **Moderation** : Blog administrators can choose to set created posts to **Approved** , **Unapproved** , or **Rejected** status. Selecting **Approved** will change the **Publish Status** to **Published,** meaning that everyone will be able to see the post in the blog. Selecting **Unapproved** will change the **Publish Status** to **Unapproved,** and the post will not be visible on the blog; instead, it will only be viewable by a blog administrator in the **Posts** tab. Choosing **Rejected** prompts the blog administrator to provide a reason for the post's rejection, and then displays the **Publish Status** as **Rejected**. * **Comment Status** : Shows if the comment status is **Open** or **Closed** . An **Open** comment status indicates that the blog, or post, has comments enabled, while **Closed** indicates that commenting is disabled. * **Publish Status** : Provides the blog administrator with the status of a post being **Published** , **Rejected** or **Unapproved** . For clarification on the **Publish Statuses** , please see their explanation above in the **Moderation** heading. * **Date**: When the post was created. * **Category**: Shows what category, if any, the author or administrator has designated to the blog or post. * **Title** : The **Title** of the blog post that will appear on other pages. ## Editing a Post If you need to edit a post after you have published it, you can do so by clicking on the name of the post. When you are finished making your changes, click **Post Now** to publish the blog. ## Managing Comments Administrators can moderate comments made on **Blogs**. This tool is vital for an education setting; ensuring all content is validated and approved prior to publication. The **Filter** dropdown allows you to filter comments by status, such as: * **All Comments**: This view displays all comments and is the default view of the Comments report. * **Unapproved**: Displays comments that have yet to be approved. * **Comment IP Address** -- Allows for the search of comments by IP Address in order to find posts made from a particular computer. * **Comment Date** :Shows only comments made on a particular date. You can authorize a comment to become public by checking it off in the **Approve** column. You can also delete comments by clicking the gear icon in the **Action**column. ## Post Categories Utilizing topical categories is useful when publishing blogs, since they make it easier for readers to find posts with specific subjects. To create a new category for your blog: 1. Type the name of the category in the **Category** field and click **Add** . 2. Categories can either be **Public** or **Private** . A **Public** category is usable by every blog and a **Private** category is only usable by the current blog. 3. A category can be deleted by clicking the trash can icon in the **Action**column. 4. Utilizing topical categories is useful when publishing blogs, since they make it easier for readers to find posts with specific subjects. To create a new category for your blog: 1. Type the name of the category in the **Category** field and click **Add** . 2. Categories can either be **Public** or **Private** . A **Public** category is usable by every blog and a **Private** category is only usable by the current blog. 3. A category can be deleted by clicking the trash can icon in the **Action**column. **Note**: Deleting a category does not delete the posts tagged with it. Deleting blog posts can only be performed through the **Posts** tab in **Blog Administration**. ## Blog Configuration The **Configuration** tab contains all the housekeeping components for every element of the blog (such as RSS feeds, permissions, preferences, and so on.) making it one of the most important parts of the **Blog Administration** console. The **Configuration** tab is further broken into 6 main categories: * Settings * Moderation * Subscription * Sidebar * Licensing * Security ### Settings With the **Settings** tab, administrators have the ability to make simple changes to the blog. This area is divided into 3 main sections: * **General Settings** : Through here, **Email Notifications** can be switched on or off, the way time is displayed can be set in **Timestamp Format** , the **Locale** can be changed to **English** or **French,** and you can edit **Podcast Availability**. * **Post Display Settings**: You can configure the display parameters of posts on your blog. * **Comment Display Settings** : Controls the number of comments displayed at once, while the order of comments can be set to display **Oldest First** or **Newest First**. ### Moderation The **Moderation** tab allows you to assign blog moderators, specify whether approval is required for a post, and change the options for **Comment Moderation**(who can comment on the blog and if approval is required). ### Subscription The **Subscription** tab allows for the activation, and deactivation, of **RSS feeds** and **Email Alerts**. ### Sidebar Allowing for total control of the blog's sidebar items, this section allows users to select each option they desire to display. ### Licensing The **Licensing** tab provides the definition of all the licensing options, control to select any of the desired licensing choices, as well as the option to assign a particular default license for all podcasts. ### Security The **Security** section of the blog is managed in the same manner as all other Presence modules. There are three essential user roles for **Blogs**: * **Administrator**: Users with complete control of the blog. * **Authors**: Users that can only co-author content for the blog. * **Browsers**: Any User who can view, and comment, on the blog, but cannot create any new blog posts. **Important**: You must include the Guest user if you wish the blog to be public. To add a user under a specific role: 1. Click the **Add** button. 2. Select the desired user in the popup window, click **Add,** and then **OK**. When selecting user permissions, it is important to keep in mind that there are two types of permission designations: **Direct Permissions** and **Actual Permissions**. * **Direct Permissions** refers to users who also have access to your blog, as these may be inherited permissions from a parent page. You can add and remove users from the **Direct Permissions** button in the same manner as the **Roles**. * **Actual Permissions** refers to all the users, within the administrator's group, who have access to the blog. You cannot edit the users in the **Actual Permissions** list as this is just reflecting the permissions that are assigned on the blog. ## View Blog This tab provides a complete and comprehensive overview of the blog including: recent posts, the administration panel, tags, and RSS Feed information. --- version: "20251125" language: "en" --- # Calendars Guide Using the Classroom Calendars, teachers can ensure that students and parents are always aware of upcoming assignments and deadlines. This is also a great place to publish notifications about other important events such as field trips, holidays and other school events. Events can also be sent to other calendars, so others are always aware of your important dates. ## Key Information To access your Calendar, you must log into your site using your Username and Password. ![Login page](https://uc.powerschool-docs.com/__attachments/a_00470760f4c9e489bf9850277844618b3d5dc6cc037848f3c4d83bb6e39ff836/att_1_for_534578167.png?cb=fd9bf81df297af8d89b2af52e4665ad4) If you have not yet registered with the site you can request access by clicking on the **Signup**button. This will prompt you to create a profile which will be automatically submitted to an administrator for approval. If you have already registered but have forgotten your password, click **Forgot Password** to retrieve it. ## Add a Calendar Page Some calendars (as on a Teacher Page) are added automatically. In some cases, you may want to add to add a new calendar to a page. Hover over **Page** and click **Calendar Page**. ![Calendar page](https://uc.powerschool-docs.com/__attachments/a_a7582fa5acda12ee323ed70c5dbf664ebfbb15757ea572f75ec74f232cfc5873/att_2_for_534578167.png?cb=a09855cffd0f42d71ce04950844eb691) Enter a name in the **Page Name**field for your new page. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL** , click the **Lock** icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. ![User picker options](https://uc.powerschool-docs.com/__attachments/a_768729898a01d6ae34b5ddbf166605071dd594edfa52a9cc1b0bdc3db72fa65f/att_5_for_534578167.png?cb=289908be83721bae6e63fe7597bb2301) If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ![New Calendar page](https://uc.powerschool-docs.com/__attachments/a_73717819964557786aa6d86fa3f211cb5a8e99b0ac4dedb5b698e2b605667c27/att_6_for_534578167.png?cb=1462c2cad2173cab672d4bf9d8081874) Click **Create**to create the Calendar page. ## Configure a Calendar On the **Edit**tab on your calendar, you can name your calendar, set a calendar color, change the calendar's default view and more. ![Edit Calendar page](https://uc.powerschool-docs.com/__attachments/a_f5e4cfffeb47462c1b02c297473f9d652255760ce73c89b6a840c03f68d21a31/image-20240429-222459.png?cb=502f756ff06b9508611ae4d78fee4034) When you click the **Edit**tab, you will be presented with the following options. * **Name** : The name of your calendar. This will be visible when **Sharing an Event to Another Calendar** , **Merging Calendars** or **Viewing Events from Other Calendars**. * **Color** : Specify the background color to be used for the calendar. You can choose **HSB**at the bottom of the color selection pop-up to select from a larger range of colors, or specify a color hex code, or even input a color by its RGB or HSB values. ![Color picker window](https://uc.powerschool-docs.com/__attachments/a_9294393a571574d55e7e674b65cce005d218797698e09b5cbf90026385870c8c/att_75_for_534578167.jpeg?cb=b8871575d56cb28159f47e4cdac7c11b) * **Default View** :Specify the default view of the calendar the user will see when the first visit the calendar. You can choose between **Day List View** , **Weekly Grid View** , **Monthly Grid View** , **Event List View** , or **Yearly Grid View**. * **Description**: An optional description of the calendar. * **Approval** : If check **Require administrator approval to publish events** then if the user adding the event to the calendar doesn't have Full Control on the calendar portlet, the event will need to go through the **Approval**process. * **Calendar Owner** : The owner of the calendar will have Full Control over the calendar. They will also be the default contact person for newly created events and will be the person notified when an event is pending approval. You can change the owner via the **Manage Owner** icon. * **Default Filters** : You can add the option to **Filter Events** by **Name** , **Description** , **Categories** , **Location** and **Color**. * **Custom Events**: If you have created additional event fields, you can also filter by these fields. * **Merged Calendars** : You can **Select calendars** to display on the calendar. All events from the selected calendars will be displayed. To save your changes, click **Update Calendar**. ## Manage Events To manage events on a calendar, you need to go to your Calendar page. ### Add an Event To create a new event, hover over the ![plus](https://uc.powerschool-docs.com/__attachments/a_22984db1d255914fa120909ef9aa24b34a03155da24b71c0f01670baa7ea9621/atlassian-plus?cb=252830f8c1dfea9d1e09927ba78d1476) icon on the calendar and click **New Event**. On the ensuing page, add information about the event in the relevant fields and click **Create Event**. ![New Event page](https://uc.powerschool-docs.com/__attachments/a_e0385763aad3171aaaed29ee8ef29372090439e29485a1d56e4cffdc1cc0cb20/image-20240429-215411.png?cb=b216ec88ee82cd526bde1c9c5101fa8e) **Note**: If you click the date for your event before choosing to add the event, the default date for the new event will be updated accordingly. * **Subject**: The name of your event. * **Location**: Where the event is taking place. * **Start Date** : The date and time the event starts. Use the **Date Picker** button to select the day from a calendar or enter the date manually. By default, this will be set to the highlighted day on your calendar. * **End Date** : The date and time the event ends. Use the **Date Picker** button to select the day from a calendar or enter the date manually. By default, this will be set to the highlighted day on your calendar. * **Repeating Events** : Check the **Enable Recurrence** box to have an event occur more than once at regular intervals. * **Repeat Pattern** : This option enables you to decide the frequency with which the event occurs. You can choose between **Weekly** , **Monthly** , and **Yearly** patterns. You will then be presented with further frequency options dependent on which of the patterns you selected. * **Length of Recurrence** : There are three options to choose from when deciding how long you want the recurring event to last. You can choose to have it **Ending** on a specific date. If you make this choice, the event will continue to repeat, as specified, until the date selected. You can choose to have the event **End After** a specific number of occurrences or you can choose **No End** to have the event recur indefinitely. ![Repeat Events section](/__attachments/a_7cb82b52f3da51fabb4fdee881c4abc8c55dfa3feed568c60702f58c51bdb973/att_11_for_534578167.png?cb=e886116884dd779a787731aa2ef5b62a) * **Event Registration** : To allow people to register for your event, click **Yes** for the Event Registration field. * **Registration Deadline** : Choose the date and time when users must register for the event you have created. For obvious reasons, the registration deadline must be earlier than the **End Date** (and time) for the event. * **Event Capacity**: The event capacity allows you to choose how many users may register for the event. * **Registration Approval**: If this option is enabled then a calendar administrator must approve users before they will be able to complete registration for the event. * **Waiting List**: If this option is enabled you can specify a number of users who may be placed on a waiting list. These users will have the option to register even after the event capacity has been reached. They will be told they have been placed on a waiting list and people from this list will be added to the event whenever an event attendee cancels their registration. * **Administrator Notification**: If you enable administrator notification, the event administrator will receive an email any time a user registers for the event. ![Event Registration section](/__attachments/a_f16a35f421267a1609ad50bd37c80f383cc2fdecf689e45121520b21c8f7af4c/att_12_for_534578167.png?cb=3f2488b91f24b53eba29fdf9197f6f4e) * **Category**: Choose from a list of preset categories. Choosing a category for your event allows it to be filtered by that category. It also selects a default color and icon for your event. * **Color** : The color of the text displayed on your calendar for your event. You can choose **More Colors** at the bottom of the color selection pop-up to select from a larger range of colors, or even input a color by its RGB value. * **Icon**: The image displayed beside your event name on your calendar. This is not a mandatory element. * **Participants** : The individuals that are selected to be part of the event. These participants are notified of the event by email. Be aware that any participants set for your event will be visible to users viewing the event. If you prefer not to show participants, we recommend using the **Event Registration** option instead. * **Members** : With the **User Picker**, choose members from your organization's database. * **Non-Members**: Enroll external individuals by filling in their email address, using a comma to separate them. * **Description**: Fill out the details of the event using the WYSIWYG editor. * **Attachments** : Click **Attach Files** in order to select and upload a file that will be available to users viewing the calendar event. * **Published Calendars** :Publish created events onto other calendars so that others can see your event. Refer to *Sharing an Event to Another Calendar*for more details on how to publish events. ### Approve Events Other users may wish to publish events to your calendar. If you have enabled **Require administrator approval for users to publish events** on the **Edit** tab of your calendar, any events they publish to your calendar will require your approval before they are visible. To view the status of events published to your calendar, click on the **Approval** tab. ![Event Approval tab](https://uc.powerschool-docs.com/__attachments/a_6d7e4a3315badee19c65d3a23ed737a4015bf8149e71d6a73fe4efed38154f59/att_76_for_534578167.png?cb=559e44c86fe83f8d017ff59137a345e2) Here you will see all the events that have been published on your calendar, as well as any pending requests. Click **Approve** to publish an event to your calendar or click **Reject** if you do not wish to publish the event. You may change this status at any time. **Tip** : To view only events that still require approval, change the**Status** drop-down from**All** to**Submitted** and click**Search**. You will now see only the events that have not yet been approved or rejected. ### Import Events In addition to adding events manually or linking to an external calendar feed, you can import iCal or CSV files directly into your calendar. ![Import Event window](https://uc.powerschool-docs.com/__attachments/a_79a664ab954c15d1815dd574e1a2a1eeac02499c6267f4564687ebb3396e00e6/att_14_for_534578167.png?cb=3823f4bb140d6aaaf8c6ca240a0cc2b7) To import events, hover over the ![plus](https://uc.powerschool-docs.com/__attachments/a_22984db1d255914fa120909ef9aa24b34a03155da24b71c0f01670baa7ea9621/atlassian-plus?cb=252830f8c1dfea9d1e09927ba78d1476) icon on the calendar and click **Import Events**. Use the **Conversion Type** drop-down to choose whether you want to import a **CSV** file or an **iCalendar** file. ![Sample CSV file](https://uc.powerschool-docs.com/__attachments/a_1cc376f6a06cff046a8eb61276e54d04eadd7196030fdf3d1d3ef00c2c2606a8/att_16_for_534578167.png?cb=836da30650a19ae5a55237043723d1b6) If you are importing a CSV file, we recommend clicking on **View sample file**. Download and open the sample file in Excel. You will want to make sure that your CSV file has the same headers, in the same order, as the sample file or else the events will not be imported successfully. The following fields must be filled out in order for an event to be imported: **Event** , **Start Date** , and **End Date** . If **Start Time** and **End Time** are not populated then, the **Is All Day** field must be set to **True**. All other fields are optional and can be left blank if you do not wish to use those fields for an event. **Tip**: If you do not already have a spreadsheet for your events, it is easiest to turn the sample file into your events' CSV file. Just remove the sample entries and replace them with real data. After you have finished with your spreadsheet, be sure to save it as a CSV file. When you have your file ready to import, be it a CSV or an iCal file, click on **Choose File**. Select the file you wish to import. Click **Import Events** to import the events from your spreadsheet. ![Import Results window](https://uc.powerschool-docs.com/__attachments/a_1917fa29dad1ad43a5b237187803f8e1df9dd84411b6db4d5962f35ee7d19f25/att_18_for_534578167.png?cb=9f314ff86739370b394c4b48be98e6c3) The file will be processed and you will be told how many records were found, how many events were created and how many errors were found. If any errors were found, you can click **Download Error Log** to see what the errors were and how you can fix them. ### Export Events In some cases you may wish to export calendar events so that you can then import them to a 3rd-party calendar. To export your calendar events, first choose the range of events you wish to export. Only the events you are currently viewing will be exported. So, if you are viewing the month of April 2018, then only events from April 2018 will be included in the export. ![Calendar Events range selection](https://uc.powerschool-docs.com/__attachments/a_1cb0c5fa8d530d5c4742b6a345cbfe4daa061e465effbe7426462ad855d24024/att_19_for_534578167.png?cb=8b9336b9b01463be76eaa65d5f1aae40) Use the calendar view drop-down to choose between the **Daily List** , **Weekly** , **Monthly** and **Monthly List** views and then navigate to the desired day, week or month. Hover over the **Share** icon and choose **Export Events**. ![Export Events window](https://uc.powerschool-docs.com/__attachments/a_1130be5bdae52185b7c1399625a5dcfc37e0cf5636ffa6eb79b2f53f87bd14ef/att_21_for_534578167.png?cb=6e67f62826b2eb466c0122d4e9792c39) Use the**Conversion Type** drop-down to choose whether you would like to export your events to**CSV** or**iCalendar** and click**Export Events**to download the file. **Note:**If there are no events in the view you were looking at, you will get a message telling you that there were no events available. Change your calendar view to one that contains one or more events and try exporting the calendar again. ### Edit an Event To edit an event within your calendar, first click on the event you wish to edit and click the **Edit** icon. Click the **Edit** tab. You can make updates to the following fields: * **Subject**: The name of your event. * **Location**: Where the event is taking place. * **Start Date** : The date and time the event starts. Use the **Date Picker** button to select the day from a calendar or enter the date manually. By default, this will be set to the highlighted day on your calendar. * **End Date** : The date and time the event ends. Use the **Date Picker** button to select the day from a calendar or enter the date manually. By default, this will be set to the highlighted day on your calendar. * **Repeating Events** : Check the **Enable Recurrence** box to have an event occur more than once at regular intervals. * **Repeat Pattern** : This option enables you to decide the frequency with which the event occurs. You can choose between **Weekly** , **Monthly** , and **Yearly** patterns. You will then be presented with further frequency options dependent on which of the patterns you selected. * **Length of Recurrence** : There are three options to choose from when deciding how long you want the recurring event to last. You can choose to have it **Ending** on a specific date. If you make this choice, the event will continue to repeat, as specified, until the date selected. You can choose to have the event **End After** a specific number of occurrences or you can choose **No End** to have the event recur indefinitely. ![Repeat Events section](/__attachments/a_f95c917add38e34a88cea1dbecb9c5330bed0fc12b24aeb388d044ff2ca56b6e/att_24_for_534578167.png?cb=e886116884dd779a787731aa2ef5b62a) * **Event Registration** : To allow people to register for your event, click **Yes** for the Event Registration field. * **Registration Deadline** : Choose the date and time when users must register for the event you have created. For obvious reasons, the registration deadline must be earlier than the **End Date** (and time) for the event. * **Event Capacity**: The event capacity allows you to choose how many users may register for the event. * **Registration Approval**: If this option is enabled then a calendar administrator must approve users before they will be able to complete registration for the event. * **Waiting List**: If this option is enabled you can specify a number of users who may be placed on a waiting list. These users will have the option to register even after the event capacity has been reached. They will be told they have been placed on a waiting list and people from this list will be added to the event whenever an event attendee cancels their registration. * **Administrator Notification**: If you enable administrator notification, the event administrator will receive an email any time a user registers for the event. ![Event Registration section](/__attachments/a_67c9a238c35d72c0dd13ebe48ba5d24c426f0172562e4fd76bc6d2c6a6de211e/att_25_for_534578167.png?cb=3f2488b91f24b53eba29fdf9197f6f4e) * **Category**: Choose from a list of preset categories. Choosing a category for your event allows it to be filtered by that category. It also selects a default color and icon for your event. * **Color** : The color of the text displayed on your calendar for your event. You can choose **More Colors** at the bottom of the color selection pop-up to select from a larger range of colors, or even input a color by its RGB value. * **Icon**: The image displayed beside your event name on your calendar. This is not a mandatory element. * **Participants** : The individuals that are selected to be part of the event. These participants are notified of the event by email. Be aware that any participants set for your event will be visible to users viewing the event. If you prefer not to show participants, we recommend using the **Event Registration** option instead. * **Members** : With the **User Picker**, choose members from your organization's database. * **Non-Members**: Enroll external individuals by filling in their email address, using a comma to separate them. * **Description**: Fill out the details of the event using the WYSIWYG editor. * **Attachments** : Click **Attach Files** in order to select and upload a file that will be available to users viewing the calendar event. * **Published Calendars** : Publish created events onto other calendars so that others can see your event. Refer to the *Sharing an Event to Another Calendar* section for more details on how to publish events. When you have finished making your changes, click on **Update Event**. ### Delete an Event To delete an event within your calendar, first click on the event you wish to remove. Click the **Delete** icon. ![Delete Event window](https://uc.powerschool-docs.com/__attachments/a_bb6de97375a615ea983896f9d931878f446bc71fcdb133fcb046a83875ff70be/image-20240429-221033.png?cb=2fcae6e6b14afd2bfea1ab2247de5b36) Click **Delete**. ### Register for Events You can register yourself in published events to let others know that you will be attending. You will receive e-mail notifications for events that you have enrolled in. To enroll in an event: Click on the event you wish to enroll yourself in. ![Register Event window](https://uc.powerschool-docs.com/__attachments/a_c78ad2ebc942e1a7f4a5ecb5cfc8fe89c4f0954a5b3afeb24f5ebf99646f965b/att_27_for_534578167.png?cb=47b5d79037a71395d084ab076862d865) Click **Register**. ![Unregister Event window](https://uc.powerschool-docs.com/__attachments/a_09c19816f61f4780ad76f7fd80dfa0a453fafc5e14279550159f83471bd2c044/att_28_for_534578167.png?cb=a54be23a68886b598a9b1dff69bb6901) If you are already enrolled in an event, you can remove yourself from the event by clicking **Unregister**. ### Share an Event to Another Calendar While creating or editing a calendar event, click the **Select calendars** link in the **Published Calendars** field. Within the directory, locate the calendars you wish to have your event published to and click on the checkboxes beside them. ![Calendar Directory selection](https://uc.powerschool-docs.com/__attachments/a_6c60f19a8a027ef24f028797e1bd3a809d425e09200b5c508986ee635571fd24/att_77_for_534578167.png?cb=441ebebc87a79f08024958d988c9af97) When you have selected all of the calendars you wish to have your event published to, click **OK**. Finish creating or updating your event as normal. It will now be visible on the selected calendars. **Note** :Unless you have full control on the calendars you published to, the event may not be immediately published on those calendars. If the**Require administrator approval to publish events** option has been enabled for the calendar, then the event will require approval by someone who has Full Control permissions. See the**Permissions**section for more information on the security settings. ### View Events from Other Calendars To view events from other calendars, hover over the icon and click **View Other Calendars**. Click the **+** (**expand**) icon next to the name of the site you wish to view calendars from. **Note**: If you are on a standalone site, only the current site will be available. If you are on a district site, then you will also be able to view any calendars on school sites. If you are a school site, you will also be able to view calendars from the district site. Using the **+** (**expand**) signs, expand the directory to locate the calendars you wish to view. Place a check beside each of these calendars. **Note**: If you wish to view all the calendars under a given page, click the checkbox beside the page and all visible calendars under that page will be selected. ![Select events from other calendars](https://uc.powerschool-docs.com/__attachments/a_c8907387ebbe0a270d93c12cd52e917f99b62ed343979117168cc09cef67cc27/att_78_for_534578167.png?cb=91e660c71a87331de92890af025c1df1) After you have picked all the calendars you wish to view, click **View Selected**. Events from all the calendars you have selected will temporarily be visible on the calendar you are currently viewing. ### Filter Events If you have enabled filtering from the **Edit** tab, you can choose to view only events belonging to specific categories on your calendar. You can also use the filter to search the events by name, description, location or color. The list of available categories is designated by your administrators; contact your system administrator if you wish to edit the list of event categories. ![Filter events menu](https://uc.powerschool-docs.com/__attachments/a_ada8ee788c69f2788de5527642bd2374fc824b42254ef79693f6c64e920b6529/att_32_for_534578167.png?cb=155dc1b9238521598f7318b92da11e6b) To filter your calendar events by categories, hover over the **Category** drop-down at the top of your calendar and choose the category you want to view. Your calendar will now show all events that belong to the selected event categories. ![Filter events based on type](https://uc.powerschool-docs.com/__attachments/a_97f39131674064693feb2f004e3cf9b3a50b37dd522c8f57fb966de0abdb83ec/att_33_for_534578167.png?cb=2a474f1ef097c95e0b24790a2a2cbbc4) To filter your event by name, description, location or color, use the **Search** field to type in the text you want to filter by, use the **Field** drop-down to choose the field you wish to use for your filter and click the **Find**. **Note** :Events are not filtered out as a default setting. If you navigate away from your calendar and the return, your events will return to the default status and be unfiltered. ## Calendar Subscriptions To receive alerts when new events are added to a calendar, first you must navigate to the calendar you wish to subscribe to. ### Subscribe to Email Alerts Hover over the **Share** icon and click **Subscribe to Email Alerts**. Fill out relevant information: * **Title:** The name of your alert. * **Alert Type:** Choose to either get alerts online, or email alerts. If choosing email, please fill in valid email address in the email address field. If you are viewing the page as a guest, the online alert option will not be available; Guests can only choose the email alert option. * **Select Email Type:** Html or Text. * **Notification Time:** Chose to get your alert as soon as an event is added or updated on the calendar, at the end of a day when an event is added or updated, or at the end of the week when an event is added or updated. * **Security Measure:**If you are a guest user, you will also be prompted to fill out a CAPTCHA to verify that you are a real person subscribing to the alert. ![Alert details window](https://uc.powerschool-docs.com/__attachments/a_e94eef7476beff56e8999862e1ad199118cc760899bf68d8abaadf79d0c68910/att_79_for_534578167.png?cb=71762a8d9b420e42ac2a380ce70b4c50) After the fields have been filled in, click **Add Alert**. **Tip**: You can unsubscribe from this alert in the future by clicking the unsubscribe link in the footer of each email alert you receive. ### Subscribe to Calendar Feeds You can also keep up to date with changes to the calendar via its RSS and iCal feeds. To view the feeds, hover over the **Share** icon and click **iCal/RSS Feed**. You can subscribe to a feed by clicking on the name of the calendar page under either **iCal Feeds** or **RSS Feeds**. ![Calendar Feeds options - iCal and RSS Feeds](https://uc.powerschool-docs.com/__attachments/a_25770a933fb38242f6a74fa54b1035af81d09c872c69c131b1901e323bc470df/att_80_for_534578167.png?cb=8b42d6fea8967aa126d764b108815a93) If you click **Open** for the iCal feed, you can then import it into the calendar program of your choice. Alternatively, you can click **Copy** to copy the URL for the feed. Here are links to instructions on how to import an iCal feed to: * [**Outlook**](https://support.office.com/en-us/article/Import-or-subscribe-to-a-calendar-in-Outlook-com-or-Outlook-on-the-web-cff1429c-5af6-41ec-a5b4-74f2c278e98c) (see *Subscribe to Calendar* section). * [**Google Calendar**](https://support.google.com/calendar/answer/37100?hl=en&co=GENIE.Platform=Desktop&oco=1) (While the instructions mention Google Calendars specifically, you can use the same steps to add the URL for any calendar feed). * [**iCalendar**](https://support.apple.com/en-gb/guide/calendar/subscribe-to-calendars-icl1022) If you click **Open** for the RSS feed, the feed will then be opened in your browser, and you can then choose to subscribe to the feed with your RSS reader of choice. Alternatively, you can click **Copy** to copy the URL for the feed. **Note:**Modern browsers no longer support RSS feeds by default. To view the feed as rendered content inside your browser, you will need to install a browser extension. ## Merge Calendars In some cases, you may wish to take all events from another calendar and make them appear on your calendar. For example, you may wish to take all events from the main school calendar and have those events also appear on your teacher page calendar. To setup your calendar so that all events created on another calendar are also published on your calendar: Click on the **Edit** tab of your calendar. ![Edit Calendar window](https://uc.powerschool-docs.com/__attachments/a_88a273c34ba2e33b9ba59fe064bc444771aaf329b39d9783f5b6e2d2eea798a2/att_91_for_534578167.jpeg?cb=4982335c4ad7307489cc467d5322eb03) Click on the **Select calendars** link in the **Merged Calendars** field. ![Calendar Directory selection](https://uc.powerschool-docs.com/__attachments/a_a05b18ff70b4aeb3e51f0150fdef73ae698d7520e6dfabcd9b23fe4b07a38802/att_81_for_534578167.png?cb=04a81bfc390857e38e84f1ec5664a0ca) Within the directory, locate the calendars you wish to take events from and click on the checkboxes beside them. When you have selected all of the calendars you wish to be merged with yours, click **OK**. Click **Update Calendar** to finish merging calendars. ## Import a Feed from an External Calendar With calendar integration, you can take a calendar feed from an external calendar service (such as a Google calendar) and import events from that calendar directly on to your Presence calendar. This allows you to easily bring over events from an existing service you are using. When you add a new event to the external calendar, it will be automatically imported into your Presence calendar based on the interval you choose. When you import a calendar feed, the events do not appear instantly. Instead they will appear based on the refresh interval you have chosen. So depending on when you add your feed you may be waiting anywhere from up to an hour or up to a week for the events to first appear. To add an external calendar, you will first need to go to your external calendar and get a URL for the iCal feed. For our example, this manual outlines how you can obtain and use an iCal feed from a Google calendar, but you can add any external calendar that allows you to create an iCal feed. For more information on how to access or create an iCal feed for the particular external calendar product that you are using, please consult the service's help documentation, or consult with your calendar service provider. ### Get the URL for a Google Calendar Feed To get the URL for a Google calendar feed, first go to your calendar in Google. Click to the right of your calendar under **My Calendar** and choose **Calendar Settings**. ![Google Calendar settings](https://uc.powerschool-docs.com/__attachments/a_9ebf40d142078b8d578f4c68b6b69ec48221e272bd59f918df110a493854dbe7/att_82_for_534578167.png?cb=aace20ff630e66b4165d514abb4733c8) In the **Access Permissions** section, if you want the calendar to be available to the public, check **Make available to public** and set it to **See all event details** . Now scroll down and look for the **Public address in iCal format** and **Secret address in iCal format** . If your Google calendar is set to be publicly available, copy the **Public address in iCal format** URL. If the calendar is private or only partly visible to the public, then you will need to copy the **Secret address in iCal format**. ![Public and Secret addresses in iCal format](https://uc.powerschool-docs.com/__attachments/a_9fc01f104433af1a770c82bf2ddf6ef31b31de64a71480ae71c812191f9f22dc/att_83_for_534578167.png?cb=b4ef8698fb697f3e6027a73dd1bc94e4) Highlight and copy the URL. ### Add Your Feed URL to a Calendar After you have the URL for the iCal feed, go to the calendar page where you wish to add your events. If you are an administrator, a calendar owner or have otherwise been assigned full control on the page the calendar appears, you will see a tab called **External Calendars**. Click on this tab. From the **External Calendars** tab, click **Add iCal Feed**. ![Calendar details window](https://uc.powerschool-docs.com/__attachments/a_3d9cdc749a3b7c8ff97c427c6f9860d356b3dff6e81c05b84da0d8bf7e3b846b/att_39_for_534578167.png?cb=7a18a4a35e65481ff9db58f80e556662) Paste your feed's URL into the **URL** field and click **Add Calendar**. If this is the first time this particular calendar feed has been added to the site, you will now be prompted to choose your calendar details. These include: * **Name**: The name the feed will display when managing external calendars. As this feed may be listed alongside other external calendar feeds, it is a good idea to give the feed a unique name. So, for example, call your feed "Charlie Danner's Class Calendar" instead of "Class Calendar." * **URL**: The URL for the feed. This cannot be edited after you have added the calendar. * **Color**: The text color for events from this calendar. If you want to distinguish the events as coming from a particular calendar, choose a unique color. Otherwise, choose the same color as the calendar is using for other events. * **Refresh Interval** : This setting determines how frequently the feed from your external calendar is refreshed. You can choose to refresh events on an **Hourly** , **Daily** or **Weekly** basis. ![Updated Calendar details window](https://uc.powerschool-docs.com/__attachments/a_fd6afe3414c0fe198455a3013d5a4523b36e43f00e5b6dca8355d43a5628a85a/att_40_for_534578167.png?cb=a761bafc6d349a7600fcddb3f69f0479) After you have made your configuration choices, click **Update Calendar** to finish adding the external calendar to your SchoolMessenger calendar. If the calendar feed is already added to one or more calendars on the site, then it will use the settings that were established when the feed was first added to the site. **Note** : When you add a calendar feed to the site, the events will not be immediately visible. They will not appear until the calendar feed refreshes (based on the refresh interval set when adding the calendar feed). If you chose **Hourly** , the events will appear within the hour. If you chose **Daily** , the events will refresh overnight. If you chose **Weekly**, the events will refresh on Saturday night/Sunday morning. ### Edit a Calendar Feed After you have added one or more calendar feeds to your calendar, you can edit the feed by clicking on the **Name** of the feed in the **External Calendars** tab or by clicking the **Edit** icon. ![External Calendars tab](https://uc.powerschool-docs.com/__attachments/a_3c07058da987dff3f2079ff6854f9f361db3d085976e8db8f8f5f99adb7df12f/att_84_for_534578167.png?cb=44d37bca07c0cb2cbe78addefdca633a) If this is the only calendar using the feed, you will see the same interface as when you added the calendar feed. You can then reconfigure the following options: * **Name** :The name the feed will display when managing external calendars. As this feed may be listed alongside other external calendar feeds, it is a good idea to give the feed a unique name. So, for example, call your feed, "Charlie Danner's Class Calendar" instead of "Class Calendar." * **URL** :The URL for the feed. This cannot be edited after you have added the calendar. * **Color** :The text color for events from this calendar. If you want to distinguish the events as coming from a particular calendar, choose a unique color. Otherwise, choose the same color as the calendar is using for other events. * **Refresh Interval** :This setting determines how frequently the feed from your external calendar is refreshed. You can choose to refresh events on an **Hourly** , **Daily** or **Weekly**basis. ![Update Calendars details window](https://uc.powerschool-docs.com/__attachments/a_605acf8e27ce6e799ddfdce904dd519e83b6a71a6eb19839b5c2868b7f80cbe0/att_43_for_534578167.png?cb=8f780a906747adb21d3b917842fd6c9b) After you have made your configuration choices, click **Update Calendar**to save your changes. However, if the feed has been added to more than one calendar, you will not be able to make any edits and you will be directed to contact your system administrator for any desired edits. Later in this guide, we will cover how administrators can manage external calendar feeds from the System Administration area of the site. ![Updated Calendars details window](https://uc.powerschool-docs.com/__attachments/a_06e34f0e4e5271561ac201a77b5c00d9920fe02716aa60ff0e6471ca749b2e28/att_44_for_534578167.png?cb=371d9b5126ed1ef9a4b7c506d6da4c22) **Note** : You can tell how many calendars the feed has been added to by looking in the **Links** column under the **External Calendars**tab. ### Delete a Calendar Feed To remove a calendar feed from your site, click on the **X** (**Delete** ) icon next to the calendar **Name** in the **External Calendars**tab. ![Delete External Calendars window](https://uc.powerschool-docs.com/__attachments/a_af457bc2501f0b8d5b5d0f58d121bd45b587acbe4276d315ef1a464aa689140f/att_47_for_534578167.png?cb=52d5bc3de5e8696aff0fffb4ea6ddbe3) **Note**: When you delete a calendar feed from your Presence calendar, all the events that are associated with that feed will be immediately removed from the Presence calendar. ### Manage External Calendar Feeds In addition to accessing calendar feeds from the **External Calendars** tab of a calendar, there is also an administrative interface available. This section of the manual is intended for Administrators only. To access the feed management interface, go to **System Administration** and click on **Manage External Calendars** under the **Collaboration Server Administration**. From the management interface, you can see the **Name** and **URL** of each calendar. The **Links**column allows you to see how many calendars each feed has been added to. ![Manage External Calendars window](https://uc.powerschool-docs.com/__attachments/a_40d159d58d8b3d3013859fa21610382b3945d94787521dcf8f88591a5d9bf558/image-20240429-230841.png?cb=cb606f70c5ac2f17e1c105001e193ba8) If you have a large number of calendars on the site, you can use the **Search Calendar Name**field to search for a calendar with a specific name. ### Edit an External Calendar Feed To edit an external calendar feed, click on the **Name** of the feed or click the **Edit** icon. This will bring up the calendar details interface. This is the same interface that appears when first adding a feed. From here you can view or change the following items: * **Name** :The name the feed will display when managing external calendars. * **URL** :The URL for the feed. This cannot be edited after you have added the calendar. * **Color** :The text color for events from this calendar. If you want to distinguish the events as coming from a particular calendar, choose a unique color. Otherwise, choose the same color as the calendar is using for other events. * **Refresh Interval** :This setting determines how frequently the feed from your external calendar is refreshed. You can choose to refresh events on an **Hourly** , **Daily** or **Weekly**basis. ![Edit External Calendars window](https://uc.powerschool-docs.com/__attachments/a_6e52cc2a755925f63933a951d6270df16d9f59a9f7953a839c60ebf53714c5cd/att_50_for_534578167.png?cb=8f780a906747adb21d3b917842fd6c9b) After you have made your configuration choices, click **Update Calendar**to save your changes. The calendar settings for a given feed are the same for each calendar the feed appears on. This is why after a feed appears on more than one calendar it can only be edited from the **Manage External Calendars**interface. ### Delete an External Calendar Feed From the Manage External Calendars interface you can delete a feed by clicking on the **X** (**Delete** ) icon next to the feed under the **Actions** column. **Note**: If you delete an external calendar feed then all events that are coming from that feed, on every calendar that is displaying the feed, will be immediately removed. ## Changing Permissions You can designate which users can see, create, edit or delete events within your calendar. To do so, click on the **Security** tab. ### Direct Permissions Within Direct Permissions you can assign security permissions on your calendar to other users. ![Direct Permissions tab](https://uc.powerschool-docs.com/__attachments/a_298296dd0d347ff623002f433170afdd3b659cce1c4223cb08135175dbfbc18a/att_53_for_534578167.png?cb=b0ff9a84863e45cd0968bec3ecb897c2) First, click **Add** to select the users to grant permissions to. A window will pop up. ![Grant Permissions window](https://uc.powerschool-docs.com/__attachments/a_4e7b48d2a200996aed740bb230822f5c625bb768d3be71766bce6328c5a6a543/att_85_for_534578167.png?cb=f99b42b6ef4930bf8795df7f817236eb) From this window select the users or groups you'd like to grant permissions to by clicking their name and clicking **Add** . When you have selected your users, click **OK**. To individually assign permissions to each user, click on the **+** (**Add**) icon beside their name to assign specific permissions. |----------------|-----------------------------------------------------------------------------------------------------------------------| | **Permission** | **What it allows you to do** | | Create | Can create events | | Delete | Can delete events | | Read | Can view the calendar | | Write | Can make changes to events | | Full Control | All of the above, as well as the ability to approve submitted events, and the ability to assign permissions to others | ### Actual Permissions Actual Permissions allows you to view what permissions specific users have on your calendar. Users higher up the security hierarchy may already have permissions for your calendar. Users with entire site permissions (or higher tiers of security hierarchy) may have permissions to your calendar if you have the **Allow Inheritable Permissions From Parent to Propagate to This Object** checkbox selected on the **Direct Permissions** tab. System Administrators will always have full control permissions for your calendar. ![Actual Permissions tab](https://uc.powerschool-docs.com/__attachments/a_8856abd47a3c0eca6f3c333e14bb7e8cfb6cf6d45917775a2a49ca482a7da697/att_55_for_534578167.png?cb=755ec62b3c52186143c89c3671e8f105) ## Activity You can track all changes made to your calendar or the events within. To do so, simply click on the **Activity**tab. ![Activity tab - Available Alerts](https://uc.powerschool-docs.com/__attachments/a_3d17db362b2f96d94d789cda97463b75c6c4d6e8f20da0aba7d3b617e73eeab6/att_56_for_534578167.png?cb=d56544f2d5a73e94b27f01c5b34f82bd) Here it will tell you what changes were made, when they were made and by whom. If you wish to receive e-mail alerts about changes made to your calendar, click on the **Subscribe** link. ## Calendar Portlets There are two other portlets that can be paired with the calendar, the Mini Calendar and the Upcoming Events portlets. These portlets can be added to the homepage or other pages on your site and allow users to see specific elements of a calendar. ### Add Portlets ![Design Mode - ON and OFF toggle switch](https://uc.powerschool-docs.com/__attachments/a_989a75704de346a427a0a71c9fdb7d1fe899f817ffb1e72742315512298944c1/att_57_for_534578167.png?cb=a6d6e124f53667c9bf19cf4b67694d86) To add a Mini Calendar or Upcoming Events portlet to a page, you will first need switch **Design Mode** to **On**. In the **Portlet Library** , click on the **Collaboration Category** . Drag and dropthe portlet you wish to add (in this case, the Mini Calendar or Upcoming Events) into a region on the page. ![Portlet Library - Collaboration tab](https://uc.powerschool-docs.com/__attachments/a_ab4b1fdd57cf1d46bd57c8dab19eeabff29e74680d4350458288e224c19fda17/att_92_for_534578167.jpeg?cb=02be0b1a730160940150484e8294a3f6) ### Configure Mini Calendars ![Mini Calendar window](https://uc.powerschool-docs.com/__attachments/a_dd4d411bc913f83e769a5997fa43b481e27ffccbc45a735498281e28c7111972/att_58_for_534578167.png?cb=5c1c5a6b385f13bf26e6634c2ea0fa70) To configure the Mini Calendar portlet, switch to **Design Mode** , hover over the **Mini Calendar** portlet and click the **Configure** icon. To select a calendar to display via the Mini Calendar, click **Browse** on the **Calendar**field. ![Mini Calendar Directory selection](https://uc.powerschool-docs.com/__attachments/a_9b09fdd5245d9df22ce3b024428e8647036d2a50bfb5ebb28f8e78c624738077/att_60_for_534578167.png?cb=ca5b1c920950fb4e62e248fee5a0dc1c) In the window that pops up, drill down to find the calendar you wish to display. After you find the calendar, click on it and click **OK**. For the **Header Background Color** , click the **drop-down** **menu** to open a color picker window. ![Color Picker window](https://uc.powerschool-docs.com/__attachments/a_09beb3effe014e1d8ed52ce03cbe4c4d1d75c1ab681f2dc1773c3c83ff7e5ef8/image-20240429-224821.png?cb=61970521a59cf09c7182657f19796ce1) You can click anywhere in the color grid to select the color you wish to use. Alternatively, you can type in the hex code for a color or enter in the color values. After you are satisfied with your color, click **Apply** . If you wish to revert to the default **Header Background Color** , click the **Revert** icon. You can also choose if you would like the **Header Text Color** to be **Light** or **Dark**. You will be presented with a **Contrast Example** which will preview your chosen header background and text colors to let you know the contrast ratio. ![Color Contrast Settings window](https://uc.powerschool-docs.com/__attachments/a_58de122fc0bb7ccc1166234b9b205bbb0cce4fa7fecbcadba05a42e94a81e479/att_63_for_534578167.png?cb=086cc5840e15df7e07213fabf6520ee4) **Note** : If the ratio for your selection is less than 4.5:1, the text will be hard for some users to read, and you will receive a warning letting you know that the contrast does not meet [WCAG 2.1 AA](https://www.w3.org/TR/WCAG21/) accessibility requirements. After configuring the portlet, click **Update Settings**to save your selected options. ![Calendar window](https://uc.powerschool-docs.com/__attachments/a_2317a4f8949afffa81ef9ff8e92f9eec03ee0064d1c030ef57f05bdd92f629fd/att_65_for_534578167.png?cb=e67ff1c8d27a7f9b34ed98e2ea3996df) After your portlet has been configured, you should be able to tell what days have events on them at a glance. To view the events for a specific date, double-click the date on the calendar. You can also use the **Go to Full Calendar**link to jump to the calendar page with its default view. ### Configure Upcoming Events ![Upcoming Events window](https://uc.powerschool-docs.com/__attachments/a_76f1da1e21a5ead5ce0e0ec53d26083eef48d2c30189c68d69bf4c42f1fc3f38/att_66_for_534578167.png?cb=3c749b5274a697030dd70e602e0b8516) The Upcoming Events portlet is often paired with the Mini Calendar portlet. This allows users to see events that are coming up in the immediate future. To configure the Upcoming Events portlet, switch to **Design Mode** , hover over the **Upcoming Events** portlet and click the **Configure** icon. To select a calendar to display via the Upcoming Events, click **Browse** on the **Calendar**field. ![Upcoming Events - Mini Calendar Directory selection](https://uc.powerschool-docs.com/__attachments/a_1f2c03d00ed3bfa662ad9d2fb11da1365c7911ad4cc7953239fb38379801c4b8/att_68_for_534578167.png?cb=ca5b1c920950fb4e62e248fee5a0dc1c) In the window that pops up, drill down to find the calendar you wish to display. After you find the calendar, click on it and click **OK**. For the **Style** of your Upcoming Events portlet, you can choose between **Default** , **Custom Render Template** , **Legacy -- Default** or **Legacy -- Blue**. The **Default**option will give you the default look and feel for the portlet. If you choose **Custom Render Template** , you will be able to use the **Select a Template...**drop-down to select a custom render template for the portlet. If you choose **Legacy -- Default** or **Legacy -- Blue**, you will get the old look and feel for the portlet. After choosing a style, you can then configure the **Display Options**. **Note** : If you choose **Custom Render Template** , **Legacy -- Default** or **Legacy -- Blue**, some of the display options will not be available. When using a custom render template, these options are controlled by the template. When using a legacy display option, your ability to customize the look and feel is limited. You can set a **Header** name for your portlet. Alternatively, you can choose to **Hide Header**if you do not wish to have a header appear. If you wish, you can set a static **Width** for the portlet in **px**(pixels). If you leave this blank, then the portlet will take up the width of the region. For the **Color** , click the **drop-down menu** to open a color picker window. ![Color Picker window](https://uc.powerschool-docs.com/__attachments/a_894271a3ea5eca409f45ba148cfbdcfedad7dd540fa6a06bb158cf5a5135b8d5/att_94_for_534578167.png?cb=d1efd9f59ca664d30030e4ee060d6204) You can click anywhere in the color grid to select the color you wish to use. For a fuller range of colors, click the **HSB** tab. From the **HSB**tab you can also type in the hex code for a color or enter in the color values. After you are satisfied with your color, click **Apply** . If you wish rollback to the default **Color** , click the **Revert** icon. You can specify the **Number of Events per Page** as well as the **Number of Pages**. If you have more than one page of events, arrows will appear on the portlet that allow the user to navigate between each page of upcoming events. ![Upcoming Events - Settings window](https://uc.powerschool-docs.com/__attachments/a_a0afccc04a540490696e612ba1be979a9457a2c45f160a070fcc8f2a16284078/image-20240429-225217.png?cb=f71eb3255cc0768536d08eba12a10dab) After you have finished configuring the portlet, click **Update Settings** to save your changes. ![Upcoming Events window](https://uc.powerschool-docs.com/__attachments/a_eecf42ad47f4c6fcb01948ec7dcd57b3fa66b2a32e4c9fcddbbccdcafa95f446/att_74_for_534578167.png?cb=068aae6d34a71ae2e01807f293afabeb) When viewing the portlet, users can use the **left navigation** and **right navigation** icons to navigate between pages of upcoming events. Keep in mind that they will only be able to view as many pages of events as was set in the **Number of Pages**field. Users can view the full calendar by clicking **More Events**. --- version: "20251125" language: "en" --- # Carousel Portlet Guide The Carousel portlet allows you to create a rotating slideshow of images to display on a page. You can determine how big the images appear on the page, set captions for the images, determine how quickly the images rotate and more. In order to make sure your images are all displayed with the same height and width, you will be prompted to crop each of your images to fit the portlet. ## Adding a Carousel Portlet The process for adding a Carousel portlet to a page is the same process as for adding any other portlet to a page. Set **Design Mode** to **On**. Find the region where you wish to display your tabs portlet. In the Portlet Library, click on the **Basic** category. Drag and drop the **Carousel**portlet on to the page. ## Editing a Quick Links Portlet To configure a Carousel portlet: 1. Set **Design Mode** to **On**. 2. Click the edit icon in the corner of the **Carousel**portlet. ## Portlet Settings The **Settings** button of the Carousel portlet is where you specify the size of the images being displayed as well as how those images are displayed. The**Banner Maximum Dimensions** fields determine the largest size, in pixels, that the images will be displayed at. **Note**: If you change these dimensions after you have already added images to your carousel, you will need to re-crop all the images that are currently being used on the portlet. The **Starting Image** setting determines which image is displayed when the page first loads. You can either display the **First image** or**Randomly select an image**. The **Lazy Load** setting allows you to load the carousel images as needed instead of loading them when the page first loads. Setting this to **Enabled** can help your page load more quickly, particularly if you have a lot of images in your portlet. If **Slideshow Mode** is set to **Enabled** then the images will automatically rotate every **X** seconds. If you are using Slideshow Mode, then you can also choose the **Animation** for the slideshow when moving from one image to the next. The images can be set to **Slide** or **Fade** when transitioning. The **Slideshow** **Speed** drop-down determines how many seconds there are between each rotation. Once you have finished configuring the portlet, click **Update**to save your configuration. Click **Update**again when you wish to save your changes to the portlet. ## Style Options With the style options, you can make some choices about the arrows that allow users to cycle between images. You also have the option of applying custom HTML to the captions used on the banner. ### Arrows 1. You can choose which of two types of **Arrows**you wish to use with the banner by checking the appropriate box. 2. You can choose the **Arrow Color** and what the arrow looks like **On Hover** . For the **Arrow Background** you can specify the **Background Color** and what the arrow background looks like **On Hover**. 3. Clicking one of the four color boxes will bring up a color picker. 4. There are many ways to specify the color you wish to use. 5. Click one of the preset colors along the bottom of the picker. 6. Enter a color **Hex**code. 7. Enter **RGB**color values. 8. Use the two color sliders to adjust the color range and color brightness displayed. 9. Click within the visible color range to choose a specific color. 10. Click **Update**to save your arrow style choices. 11. Click **Update**again when you wish to save your changes to the portlet. **Note**: Be sure that the color of the arrow and the color of the background (On hover and not) has sufficient contrast to be easily visible to users. ### Banner Caption 1. If you want to change the styling of the **Banner Caption** , check the **Enable custom caption HTML** option. 2. You will then be able to enter in any custom HTML for the banner in the box below. 3. Click **Update**to save your custom HTML. 4. Click **Update**again when you wish to save your changes to the portlet. ## Adding Images To add images: 1. Click **Add Image**. 2. In the window that pops-up, navigate to and double-click on the image you wish to use. 3. On the right side of the modal, you will see the image you selected with a box highlighting the region that will be displayed on the carousel. The shape of this box will be determined by the width and height specified as the **Banner Maximum Dimensions** in the portlet settings. 4. To make the box larger or smaller, you can click outside the selection box and then click and drag to form a box of the size you want. When you expand or shrink the box, both the height and width of the box will automatically be adjusted to keep the ratio the same as with the settings in the **Banner Maximum Dimensions** . So, for example, if you set the **Width** to 1000 and the **Height**to 500, then the box will always be twice as wide as it is tall, no matter how small or large you make the box. 5. You can move the box around to determine what part of the image to use. To move the box, click and hold within the box and simply move the box wherever you wish. 6. On the left side of the image, you can specify an optional **Title** and **Caption**to display along the bottom of your image. 7. You are also able to specify a **URL** to associate with your image. If users click the image in the carousel, it will take them to this URL. Use the **Action on Image Click** field to determine if users will **Open URL in current window** or if they will **Open URL in new window** when they click the image. 8. For accessibility purposes, you must specify an **Alt Text**description of what the image is for users viewing the carousel with a screen reader. 9. Once you have finished configuring you image, click **Add**. 10. You can keep using the **Add Image** button to add as many images to the carousel as you wish to use. 11. Once you have added all the images, click **Update**to save. ## Rearranging Images To change the order your images are displayed: 1. Click on the rearrange icon to the left of the image and drag the image to your preferred location in the order. 2. To save your new order, click **Update**. ## Updating Images To change the properties for an image: 1. Click the pencil icon to the right of the image. 2. On the right side of the modal, you will see the image you selected with a box highlighting the region that will be displayed on the carousel. The shape of this box will be determined by the width and height specified as the **Banner Maximum Dimensions** in the portlet settings. 3. To make the box larger or smaller, you can click outside the selection box and then click and drag to form a box of the size you want. When you expand or shrink the box, both the height and width of the box will automatically be adjusted to keep the ratio the same as with the settings in the **Banner Maximum Dimensions** . So, for example, if you set the **Width** to 1000 and the **Height**to 500, then the box will always be twice as wide as it is tall, no matter how small or large you make the box. 4. You can move the box around to determine what part of the image to use. To move the box, click and hold within the box and simply drag the selection area wherever you wish. 5. On the left side of the image, you can specify an optional **Title** and **Caption**to display along the bottom of your image. 6. You are also able to specify a **URL** to associate with your image. If users click the image in the carousel, it will take them to this URL. Use the **Action on Image Click** field to determine if users will **Open URL in current window** or if they will **Open URL in new window** when they click the image. 7. For accessibility purposes, you must specify an **Alt Text**description of what the image is for users viewing the carousel with a screen reader. 8. To save your changes to the image, click **Update**. 9. To save your changes to the portlet, click **Update**again. ## Deleting Images To remove an image from the carousel: 1. Click the trash can icon and click **OK**. 2. To save your changes to the portlet, click **Update**. ## Previewing Carousel To preview your Carousel before making your changes live: 1. Click **Preview**. 2. The preview will work like the live portlet. You can use your arrows to navigate between the images. If the slideshow option was enabled, the images will also cycle automatically. 3. To end your preview, just click **Preview**again. --- version: "20251125" language: "en" --- # Discussion Forum Guide Discussion forums are an excellent tool for quick and informative dialogue on various topics between groups of individuals. You can use them to publish course topics for your students to collaborate on, provide sections for discussion on group work, or answer questions your students may have in an organized, digital environment. This manual will guide you through setting up discussion forums and instruct you on using its many helpful features. ## Add a Discussion Forum Page Select the page you would like to connect the Discussion Forum to (this will be the Parent Page) and select the **Page** option on the **Administrative Toolbar** . From here, select **Discussion Forum Page**. ![Discussion Forum Page menu](https://uc.powerschool-docs.com/__attachments/a_05acd3b1ae5017cf2aa1722a2bf4e22a33104b5865914fd20986992d3a5aed6e/att_18_for_534578115.jpeg?cb=542dd2439a9a9a8da8719f6148030db1) **Note**: The Discussion Forum Page is not one of the default page types. If you are an administrator and you wish to use the Discussion Forum Page type, contact our support team or your project coordinator and we will be happy to enable this option. Enter a name in the **Page Name**field for your new page. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL** , click the **Lock** icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. ![User picker options](https://uc.powerschool-docs.com/__attachments/a_2d7cd4234ebd370877b0cb15a68255383c8254f5e69b8bd4d676eb9c7a19c5c8/att_5_for_534578167.png?cb=289908be83721bae6e63fe7597bb2301) If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ![New Calendar page](https://uc.powerschool-docs.com/__attachments/a_063f6cf2de1277923dcff8340b7d09600ab7e71cb8418da56892dfdc7bf2a88e/att_6_for_534578167.png?cb=1462c2cad2173cab672d4bf9d8081874) Click **Create**to create the Discussion Forum Page. ## Edit your Discussion Forum To change the name or status of your Discussion Forum, click the **Manage Forum** button. ![Discussion Forum window](https://uc.powerschool-docs.com/__attachments/a_0cdc7da0b0c88eeb013ddee9d9881effa1190fbb3898404f5bb27cba1328aede/att_20_for_534578115.jpeg?cb=2b123a00839fa093173a319f63e0f4d4) Toggle the visibility on your Discussion Forum through the **Enabled** field by selecting **Yes** or **No** , where **No** will hide your discussion from others. This option is changeable at any time. ![Manage Forum window](https://uc.powerschool-docs.com/__attachments/a_ce4c69f9888850528d8b1eaf7ee4e929670a921274a5890b0084f7711bcf0e39/att_21_for_534578115.jpeg?cb=034af62d3dae9b165c4f0bc6234ce318) Make changes to the **Name** and **Description** of your Discussion Forum as desired. When you have finished, click **Update**. ## Manage Topics ### Create Discussion Topics To create a topic click **Add New Topic**. ![Discussion Forum window](https://uc.powerschool-docs.com/__attachments/a_9af24d78b1e7da5c2004edbb2dce31d1a1d8e724deabac583892a51b10772b66/att_22_for_534578115.jpeg?cb=2b123a00839fa093173a319f63e0f4d4) The **Subject** section displays the name of the topic while the **Message** field is where you should post the body of your discussion. Fill in the title and details of your topic. ![New Topic window](https://uc.powerschool-docs.com/__attachments/a_d938ee2711a6934f0b33614d4e704037a9a28d09cc0d0fd4ec4f410f90a8640c/att_29_for_534578115.jpeg?cb=1a76ca6e44a4a10d9e220e73f4f7b625) Click **Post Topic** when you have finished. **Note** : You can choose to receive notifications to your email whenever someone responds to your topic. To do so, check the **Email Notification Whenever Someone Replies** box when creating your topic. ### Reply to Discussion Topics To respond to a topic posted on the discussion forum click the name of the topic. ![Reply to Discussion Topics window](https://uc.powerschool-docs.com/__attachments/a_f0f2757b7a194a78cf37019309635081ff1c3e504ff71687c58f682692d23897/att_30_for_534578115.jpeg?cb=79e05dd57bfe1cfa2d54c5d1c40abf72) To respond to the original post, click **New Post** (there will be a button at both the top and bottom of the discussion topic). ![New Post window](https://uc.powerschool-docs.com/__attachments/a_96b64c6381c87c46d975851fec545ee335fc3679d81831768ba22864e910840c/att_36_for_534578115.jpeg?cb=8d36460d748808a3288a8001f988e652) Compose your response in the **Message** field and then click **Post Comment** to publish it. ![Post Comment window](https://uc.powerschool-docs.com/__attachments/a_a5b7463d8343fcac9e352b3c73f26bb1f0896d49ecd617c31698eb7bd7192397/att_40_for_534578115.jpeg?cb=84180010841c39fb535a8b9099130a9f) Alternatively, you may wish to respond to someone in the forum other than the original poster. To do so, click the **Reply** button, and repeat the steps listed above. ![Reply to Post window](https://uc.powerschool-docs.com/__attachments/a_2412797d68bcb081f6fb1b20dd2cb84f5e4290e551e5a9f124dce430e82c461f/att_31_for_534578115.jpeg?cb=66159fe95eb075bb7e21518601a612ec) To quote someone when replying to, click **Quote**, and repeat the steps for posting a topic. It is often helpful to have the post of the person you are responding to included in your post. ![New Post window](https://uc.powerschool-docs.com/__attachments/a_0756cc59dd16fbb5aaef73a1919d85af7257d3f2a7ab8e332c9e811ceb18bc2a/att_32_for_534578115.jpeg?cb=a3be2dd7817c2c3c2b3160494776080d) You can include a file from your computer to be posted along with your message. When creating a new post, click the **Choose File** button in the **Attachment** field. Within the **Choose File** window, locate the file you wish to upload and click **Open** . When you are finished the post, click **Post Comment** to publish everything. ### Edit Discussion Topics To make changes to your post once it has been published, simply click the **Edit** button at the top right side of the post. ![Edit Discussion Topics window](https://uc.powerschool-docs.com/__attachments/a_a85e41b1d50559d52422b0389f857ba8eddcbb5f0de69d657a379923da35bcb3/att_33_for_534578115.jpeg?cb=4381da11efa50163cfbae0777d14aa18) When you have finished making your changes, click **Update Comment** to publish it. ![Edit Comment window](https://uc.powerschool-docs.com/__attachments/a_06ec2bf6ebca74e659331fe7da3d69be97571aec565459aa8984cfe8ff5adb54/att_37_for_534578115.jpeg?cb=3bb7ee84f8df78e2fa392ae625f7bd21) **Note** : Unless you have **Write** permissions on the discussion forum, you will only be able to edit your own posts. ### Delete Discussion Topics and Posts If you want to delete a post after it has been published, click the **Delete** button at the top-right of the post. ![Delete Discussion Topics window](https://uc.powerschool-docs.com/__attachments/a_b87a26ffd469707e4dda325646b1d064cfa21e7a0714a39f8c9286ba705c0129/att_34_for_534578115.jpeg?cb=27a63c3d6ccf22bd0388a4be7ca5fba7) Alternatively, if you wish to delete an entire topic thread, click on the **Delete Page**icon next to that thread. ![Discussion Forum - Threads window](https://uc.powerschool-docs.com/__attachments/a_f3eeec49427bc142f3e5ffc0d922d6b9bd386fd214294d1a9ca91e97d6e0beae/att_23_for_534578115.jpeg?cb=9d3324f9eda17585f5d349ea76d1f40e) **Note** : Unless you have**Delete** permissions on the discussion forum, you will only be able to delete your own posts. If you do not have delete permissions you will not be able to delete topic threads. If you delete a post, all posts that are replies to that post will also be deleted. ### Archive Threads Archiving a topic allows you to hide the topic from users without deleting it. This will keep the forum less cluttered. This also allows you to re-introduce the topic later if the information within it has become particularly useful to the participants of the forum. To archive a thread, click the **Archive** icon. ![Discussion Forum - Threads window](https://uc.powerschool-docs.com/__attachments/a_25a576d185e4539103cebcf48bc0d7899f9e3d121e87d4f7e42572ce04f37f70/att_24_for_534578115.jpeg?cb=9d3324f9eda17585f5d349ea76d1f40e) If you wish to make it visible to the browsers of your Discussion Forum, click the **Un-Archive** icon. ![Discussion Forum - Threads window](https://uc.powerschool-docs.com/__attachments/a_aaa47b0c53eb4e1b26e8a9b5edb983b369ed9eb4b41e5fbce0021fb59e19b6c8/att_25_for_534578115.jpeg?cb=a1a1e9e2865be982482581f81cf6ddb5) ### Lock Threads Locking a thread prevents other users from posting within it but maintains the existing content in the forum. To enable the locking of a thread, click **Lock** icon. ![Discussion Forum - Threads window](https://uc.powerschool-docs.com/__attachments/a_5ea7cf8e70f10b8c7106a6bdc352dd04b23bb433cad46c4f518465897bc5cd16/att_26_for_534578115.jpeg?cb=40d966f237146129209a02362996687f) ## Subscribe to a Forum or Topic Users have the option of subscribing to the forum through email alerts or RSS feed. To receive email alerts about new posts in the forum, navigate to the forum page and click the **Subscribe** button. Fill out relevant information: * **Title**: The name of your alert. * **Alert Type**: Choose to either get alerts online, or email alerts. If choosing email, please fill in valid email address in the email address field. If you are viewing the page as a guest, you will not be able to choose online alerts as guests can only choose the email alert option. * **Select Email Type**: Html or Text. * **Notification Time**: Chose to get your alert as soon as an event is added or updated on the calendar, at the end of a day when an event is added or updated, or at the end of the week when an event is added or updated. * **Security Measure** :If you are a guest user, you will also be prompted to fill out a CAPTCHA to verify that you are a real person subscribing to the alert. ![Alert Details window](https://uc.powerschool-docs.com/__attachments/a_eb7b19a57f4b76da626b16ecf6ff30c7aed464665c18ec2f7dfc32622dfa4f94/att_38_for_534578115.jpeg?cb=02fe8925de283a6a64202a4da2bb4293) Once all fields have been filled out, click **Add Alert**. To subscribe to a specific topic, click on the topic you want to follow and then click the **Subscribe** button. ### Unsubscribe from a Discussion Forum or Topic To unsubscribe from a forum or topic, navigate to the forum or topic you wish to unsubscribe from and click the **Unsubscribe** icon. **Note**: You can also unsubscribe by clicking the unsubscribe link in the footer of each email alert you receive. ## Subscribe via RSS Feed You can also keep up to date with changes to the forum via its RSS feed. To view the RSS feed, click on the**RSS Feed** icon. An RSS feed will then be opened in your browser and you can then choose to subscribe to the feed with your RSS reader of choice. **Note**: Google Chrome, Mozilla Firefox, Safari and Microsoft Edge no longer support RSS feeds by default. To view the feed as rendered content in a browser, you will need to install a browser extension. The RSS feed is only available on a forum-wide level. You cannot get an RSS feed to follow just one specific topic. ## Permissions You can designate which users can see, create, edit or delete topics within your forum. To do so, click the **Security** tab. ### Direct Permissions Within Direct Permissions you can assign security permissions on your forum to other users. First, click **Add** to select the users to grant permissions to. A dialog window will open. ![Direct Permissions tab](https://uc.powerschool-docs.com/__attachments/a_0fc6a23e4bb4e86b8970d1f662d712ff16f87afaa459e6f3f8412fcac8edb347/att_27_for_534578115.jpeg?cb=5f3a62c42b3baa54826c240510389513) From this window select the users or groups you'd like to grant permissions to by clicking their name and clicking **Add** . When you have selected your users, click **OK**. ![Grant Permissions window](https://uc.powerschool-docs.com/__attachments/a_c41732c451b752b250f4d58bb1dca2c0a982e1b6a9ec87541784c5c28ef8e335/att_39_for_534578115.jpeg?cb=d14c6c14f9913808951e958d91f0262e) To individually assign permissions to each user, click on the **+** (**Add**) icon beside their name. From here you can assign specific permissions. |------------------|---------------------------------------------------------------------------| | **Permission** | **What it allows you to do** | | **Create** | Can create topics. | | **Delete** | Can delete topics. | | **Read** | Can view the topics within the forum. | | **Write** | Can make changes to topics within the forum. | | **Full Control** | All of the above, as well as the ability to assign permissions to others. | ### Actual Permissions Actual Permissions allows you to view what permissions specific users have on your calendar. Users higher up the security hierarchy may already have permissions for your forum. Users with entire site permissions (or higher tiers of security hierarchy) may have permissions to your calendar if you have the **Allow Inheritable Permissions From Parent to Propagate to This Object** checkbox selected on the **Direct Permissions** tab. System Administrators will always have full control permissions for your calendar. ![Actual Permissions tab](https://uc.powerschool-docs.com/__attachments/a_6d8522d3c57ba954ea02ef1b8fa4637b9a956da06410d142375543a2339127aa/att_35_for_534578115.jpeg?cb=a182f2982ca0f535d23cd45a267ed5c6) --- version: "20251125" language: "en" --- # Document Container Guide The Document Container allows users to upload files and make those files available to some or all users on the site. This manual will guide you through how to upload files, how to store files in organized folders, how to create links to resources on the internet, and how to make changes to resources within the Document Container. ## Add a Document Container Page 1. Go to **Page** on the Administrative Toolbar and click **Document Container Page**. ![Document Container Page menu](https://uc.powerschool-docs.com/__attachments/a_a931824acb4168fd82511bac5c336e14791b5a79bbda878ee290ee175eb6438a/att_23_for_533791610.jpeg?cb=fbbda31f74c34af8b693184ff32302cd) 2. Enter a name in the **Page Name**field for your new page. 3. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL** , click the **Lock** icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. 4. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. 5. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. ![User picker options](https://uc.powerschool-docs.com/__attachments/a_7acf37df5ba13675f9d6d29490f4576f65f09a0f59283fff8d8e194778eac72b/att_5_for_534578167.png?cb=289908be83721bae6e63fe7597bb2301) 6. If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ![New Calendar page](https://uc.powerschool-docs.com/__attachments/a_60cfb385fc4b7ec00838d83d3607f57b302e719e5ee546ee1e5d05e3d0caa376/att_6_for_534578167.png?cb=1462c2cad2173cab672d4bf9d8081874) Click **Create**to create the Document Container page. ## Add Files 1. To add files to your container, click **+ Add** and then click **File**. ![Add File menu](https://uc.powerschool-docs.com/__attachments/a_17a89984df797fcefd53e1f786c4c2ec706b22faf1822217dc8da9689fb71316/att_36_for_534184785.jpeg?cb=222572a5607cc8eba3b2301f96733b44) 2. Once selected, an upload box will appear on the page. To add files to upload, click and drag the files you wish to upload into the upload box. You can drag files one at a time or select a group of files to drag in the box all at once. You can also drag and drop folders into the upload box. 3. In addition to dragging and dropping, you can also use **Add Files** to select files you wish to upload. ![Add Files - Document Container window](https://uc.powerschool-docs.com/__attachments/a_8e4145a0dc8556b4f391eae287bdecf5ca17877c4c137e8b6279423ec7d5b578/att_53_for_534184785.jpeg?cb=72db218b708b6febda2e5e91f9c58440) 4. After you have selected all the files you wish to upload, click **Start Upload**. ![Add Files - Document Container window with files uploaded](https://uc.powerschool-docs.com/__attachments/a_5c765fb717930b98d6c35fb892f34ddd404c43da9487a5caec3ea5667d349e7f/att_46_for_534184785.jpeg?cb=aadcf6071414a5b3cb4c139746dbfcb1) 5. After the files have finished uploading, click **Close**. ## Create Folders 1. To create a folder for your files, click **Add** and then click **Folder**. ![Add Folder menu](https://uc.powerschool-docs.com/__attachments/a_3ffa3c4352bd4ddf7c9bef05dba5f5b07dcbef738b957558e6b1b08ba3c6ddd2/att_47_for_534184785.jpeg?cb=44ce9c2a035ea33260d53f31c8f9ac78) 2. Enter a **Folder Name** to be displayed within the document container*.* 3. You can also provide an optional **Description** of the folder. ![Add Folder window](https://uc.powerschool-docs.com/__attachments/a_96c5c66086dfcacf00a5d84de60dfb1911850a82bcd255d47483b356779d6c27/att_48_for_534184785.jpeg?cb=7453fb42b867a28b2201da887f63a2cf) 4. Click **Add Folder** to create the folder. ## Create Links 1. To create a hyperlink, click **Add** and then click **Link**. ![Add Link menu](https://uc.powerschool-docs.com/__attachments/a_fae737100afc03506d7bf476e2241c37549bdacbd8fab1fabbad28b7cca1a567/att_49_for_534184785.jpeg?cb=66d3624dd43bf56c20821fc1af3375d4) 2. Give your link a **Link Name** to be displayed in the document container. 3. Type in the full URL that you wish to link to in the **URL** field. 4. If you wish, you can provide an optional **Description** to let others know more about the link. ![Add Link window](https://uc.powerschool-docs.com/__attachments/a_9a49bf295e5c2d3ba39fef50302d0dc77330df4a19e376f4d574d051e634ce3f/att_54_for_534184785.jpeg?cb=431f4646abe180f84375432c3123919c) 5. Click **Add Link** to create the link. ## Search for a Resource In addition to browsing through the document container, you can search for a specific resource you wish to find. To search for a file, begin typing in the name of a file in the **Search**box. As you type, only the files that match what you have typed will appear. The search will look for matching files, folders and links within the current folder as well as any sub-folders. This means that if you search from the top-level of the container, the entire container will be searched. ![Search window](https://uc.powerschool-docs.com/__attachments/a_7d686c02ab750937439ffc40742bb9a5878c2776b9917696e30ba15288bdebaf/att_55_for_534184785.jpeg?cb=c5e4267b54c9816e1db23d90e7c19928) Typing a full or partial name of a file in the Search box and click the **Search** icon to run your search. **Note**: When you search a container, the search will normally only look at the name of the resource. However if you have the display settings set to include usernames, you can also search for files that have been uploaded by a particular user. ## Sort Resources Users have the ability to sort resources by **File Name** , **User** , **Size** and Date **Modified**. **Note**: By default, only File Name and Size are available to a container. However, you can use Display Settings to add the User and Modified fields. Users are not able to sort by fields that are not visible. For more information on configuring which fields appear, please see the Configuring Document Container Fields section. To sort the contents of the container by a property, click on **File Name** , **Size** , **User** or **Modified**. This will sort the container by the given item in ascending order. Clicking the item again will sort the contents in descending order. ![Search Resources window](https://uc.powerschool-docs.com/__attachments/a_37f8e66aea88d57b2bedbb1e3d439b765bcfba8557745a18c43dea40c8989e51/att_28_for_533791610.jpeg?cb=15279b1d501fb803b8e182222b540d40) ## Manage a Resource When you click on a file or link within the document container, you will see a number of options available to you. As a guest, you can copy a link, subscribe for updates and download the actual files. These options are also available to a user with full control over the resource, but those users have additional options, including editing, moving, and deleting resources, viewing activity and editing file security. To access these options for a file or link, click on the name of the object. To access these options for a folder, click the **More** icon to the right of the folder. ![More options](https://uc.powerschool-docs.com/__attachments/a_386ea7d96f319e28801e85b9589f0a24ea2b2b82a29cac9daee342c4e85b5bcd/att_12_for_533791610.jpeg?cb=b9b165d589bb287ae6c322af4bdc6079) ### Copy a Link To copy a link to a file, folder, or link, click on the resource and then click **Copy Link**. ![Copy Link options](https://uc.powerschool-docs.com/__attachments/a_8c63b86e59c322a0c1dbcab50a95001737e4cb23acc22a1159295106a0334808/image-20240430-104233.png?cb=20b6537a25577c27f2bde213e53e19c1) This will copy the link to your clipboard so you can paste it elsewhere. ### Edit a Resource You may wish to change the **Name** or the **Description** of your resource. To do so, click on the resource and then click **Edit**. You will be taken to the edit window, where you can make changes to the name and description of your resource. In the case of a link, you will also be able to update the **URL**field. ![Update Folder window](https://uc.powerschool-docs.com/__attachments/a_f85a498b7492c905aa8a044ea02a34e9cf00ca663a8b76035c8bb31b574ac0f1/att_29_for_533791610.jpeg?cb=b145d5c5f4209cda5f7e981a2605ee5b) When editing a file, you will also be able to see the version history of the file. If you have an updated version of the file that you wish to share, you can use the **Add Revision** interface to add your new version of the file. Either click **Select a File** or drag and drop your file into the **Drag \& Drop File Here**box to upload the new version of the file. ![Edit File window](https://uc.powerschool-docs.com/__attachments/a_e59fe8ea943ca78a758d0c638b6324313118df6107beb64e07cb885eddd27586/att_46_for_533791610.jpeg?cb=f1e6ca80f773697248d300de14bba4f8) Once you have uploaded the new version of the file, you can see it is now the **Live Version**. This means that when users download the file from the container, this is the version of the file they will be downloading. ![Version History with Live Version window](https://uc.powerschool-docs.com/__attachments/a_ab87007b60328521c34067f69a8610ba07ee1ef1d263d40047d5255044100924/att_39_for_533791610.jpeg?cb=e04add09ad55d928b38880f517253b2a) If you wish to make another version of the file active, click **Make Live** next to the desired version. You can also click **Delete** next to any non-live version of the file to permanently remove that version. When you have finished your changes, click the **Update**button. ### Move a File or Folder If you are wishing to move just a single file, folder or link, you can also click the **More** icon to the right of the resource and then click the **Move To...** option. ![Move To options](https://uc.powerschool-docs.com/__attachments/a_b1b0da40124fd3aa422c1c23052fdfe71f1e45fc430475ceb386c42396cb004e/att_14_for_533791610.jpeg?cb=68dfecf33a3be2553e09275a56afe4a2) If you are within a sub-folder and you wish to move the resource to a higher level within the container, use the breadcrumb to choose the level above your desired destination. For example, in the screenshot below, if you wanted to move the file to the main Document Container level, you would click **Top Level** and then click **Select** to the right of **Document Container**. ![Move To window](https://uc.powerschool-docs.com/__attachments/a_008ae5cf73d03cee0ebc33967ee1d366ebb0325a9aeea103d4e441c4c6cb17b6/att_40_for_533791610.jpeg?cb=d0928e31041b150a8fa5852b06d4c889) Once you are at the desired level, click **Select**to the right of your destination folder. You can also move a resource into a folder by dragging and dropping the resource into the desired folder on the page. ![Drag and Drop options](https://uc.powerschool-docs.com/__attachments/a_268d850fd06266e82a8243fcd70638bb863d84477376be949021853d2c392739/att_30_for_533791610.jpeg?cb=fb1016a296b7cff44302d269b4856fa8) ### Delete a Resource If you wish to remove a resource from your container, click on the resource and click **Delete**. ![Delete Confirmation window](https://uc.powerschool-docs.com/__attachments/a_f6cbda6e366be556960c0733fb7ac41c057df5c0fec0e0b88e3cbac4b48b8b14/att_15_for_533791610.jpeg?cb=19497a35bfae6eab2f82031a8445952f) Confirm your decision by clicking **Yes, delete it!** in the confirmation window. Once deleted, the items are permanently removed, so only delete files you are sure you will no longer need. ### Download a File If you wish to download a file, click on the name of the file. Alternatively, you can download the file by clicking the **More** icon to the right of the file's name and then clicking **Download**. ![Search and Download option](https://uc.powerschool-docs.com/__attachments/a_b7226089a93d65f85ff3b25ef60abe55ec50ce59109ce2019b8f2b5fe83d83e0/att_31_for_533791610.jpeg?cb=ae8e78a5ba37d7f60708f4977ba11876) ## Subscribe to a Document Container If you want to be notified of any files, folders or links being added or updated on a container, you can use the **Subscribe** button on the top right of the container. ![Subscribe option](https://uc.powerschool-docs.com/__attachments/a_5c47eee9b283d2f483435783ab3c6a186473e34580e3d941375f6c7b5988e362/att_17_for_533791610.jpeg?cb=b1d14ac3039e651c90792bf941b25eaf) If you wish to be notified when changes are made only for a specific file, folder or link you can click on the resource and then choose **Subscribe**. ![Subscribe options](https://uc.powerschool-docs.com/__attachments/a_3c546b427d509b504867d22520c0acab6b8f8d82e262a68f9625435c615b873c/att_18_for_533791610.jpeg?cb=d6e5615d64977481302bf701c66e40a6) If you are signed in, you will be able to choose if the alert is for **My alert online** (accessible at /alerts) or **Email Alerts** . * Fill out the desired **Title** and **Email Address**for your alert. * Use the **Email Type** drop-down, choose if you want the emails sent with **HTML** or **Text**formatting. * Use the **Frequency**drop-down to choose if you wish to receive immediate alerts about any update or if you would like to get daily or weekly summaries of any updates. * If you are not signed in, you will also need to check the **I'm not a robot**option for the reCAPTCHA. ![Add Subscription window](https://uc.powerschool-docs.com/__attachments/a_a0e340d2763aec50ec78d7eebc8bf115b974858d0ad0f29d8dde9cd8a3f8bfb6/att_41_for_533791610.jpeg?cb=dae9c2075c53e8bb223576deb4554c8e) * Click **Add Alert**to confirm your alert settings. ### View Resource Activity To view activity from signed-in users on a resource, click on the resource and then click on **Activity**. ![Activity window](https://uc.powerschool-docs.com/__attachments/a_b4604e9c099a016951253fa485f5ff42029a0c71f767cdab6e8e0709e1914b34/att_47_for_533791610.jpeg?cb=b82b3651237661bcef92321f698d1963) ### Set Security on a Resource To change the security settings on a resource, click on the resource and then click **Security**. From the **Direct Permissions** tab, you can see users that have been assigned permissions to the file. To add permissions for additional users, click **Add**. ![Direct Permissions tab](https://uc.powerschool-docs.com/__attachments/a_49e83d915764b8e64cefb7ab5e6314423abfacf02e28a39949a84ddf1dfeb651/att_32_for_533791610.jpeg?cb=3f8cdf8cd50dff02f365920eea489e60) In the user picker window that appears, search for the users or groups that you wish to use. Click the user(s) or group(s) you wish to select and click **Add**. ![User Picker options window](https://uc.powerschool-docs.com/__attachments/a_5e30a59b0341e833e6ec8b70314654430e9bb8d892b6b11d60ad664b26394348/att_44_for_533791610.jpeg?cb=0af7935536ee19a8350f067926366a48) Once you have added all desired users and groups, click **OK**. To change the permission for a user or group under **Direct Permissions** click the **+**to the left of their name and specify the permissions you wish to apply. ![Permission Granted To window](https://uc.powerschool-docs.com/__attachments/a_6efe961a9ff31879a48bd52de38de32e242fd9705a63ee3ffe5274bb15f31f93/att_19_for_533791610.jpeg?cb=2d88695ebd9868338584f9d7f1a560b7) Once you have selected all the options you wish to grant, click **Apply** . If you wish to limit access to the resource so that only users and groups listed in the **Direct Permissions** can access the file (as well as users in the Administrators group on your site), under **Inherit Permissions** uncheck the option to **Allow inheritable permissions from parent to propagate to this object** and click **Apply**. ![Inherit Permissions window](https://uc.powerschool-docs.com/__attachments/a_e1c3e98d2a683dce8e4df604f53226a95568bfc5d13cbd3db492aae6a933e66c/att_20_for_533791610.jpeg?cb=8b2d4b6c67d82bdbca60520c82403d4c) To view all permissions that are being applied to a resource, click on the Actual Permissions tab. Here you will see a list of all users on the site that have been granted permission to access your file, including those that may have inherited the permission because they have been granted access at the page or site level (for cases where you have not unchecked the option to inherit permissions. ![Search User or Group Name window](https://uc.powerschool-docs.com/__attachments/a_b078f00c638ca01dbc3446b1e0f4187808c73b4e1b2db1c9fa1aa79bb64eadf3/att_33_for_533791610.jpeg?cb=0c7b69992d2700161755d6070b31512d) ### View Container Activity To view activity from signed-in users on a container, click on **Activity**. ![Activity window](https://uc.powerschool-docs.com/__attachments/a_c9eddedfe8ea0b40869870896185d84fd0c1e2f4a562ce4427abdf7536645ccd/att_48_for_533791610.jpeg?cb=0e5ea06cc7b5dce2c74fbf820dc7e7ec) ### Set Security on a Container To change the security settings on a resource, click on the resource and then click **Security**. From the **Direct Permissions** tab, you can see users that have been assigned permissions to the file. To add permissions for additional users, click **Add**. ![Direct Permissions tab](https://uc.powerschool-docs.com/__attachments/a_ef1c2dfe86cc3ccf5ae0db81915adf78190ab6d4bafad6fa609d7f38477e5327/att_34_for_533791610.jpeg?cb=09d3f69bba2a38107da12901aef3258d) In the user picker window that appears, search for the users or groups that you wish to use. Click the user(s) or group(s) you wish to select and click **Add**. ![User Picker options window](https://uc.powerschool-docs.com/__attachments/a_75a91715e2b48dc82cd8da459f5d8ed6622e5f253d3a646f7d2f2079576d1c3f/att_45_for_533791610.jpeg?cb=0af7935536ee19a8350f067926366a48) Once you have added all desired users and groups, click **OK**. To change the permission for a user or group under **Direct Permissions** click the **+**to the left of their name and specify the permissions you wish to apply. ![Permission Granted To window](https://uc.powerschool-docs.com/__attachments/a_4f62a9761a01c1dbbb75fcb0c3f3271a2bbc60d5ec15bb2ef108cdaee7a72cbb/att_21_for_533791610.jpeg?cb=2d88695ebd9868338584f9d7f1a560b7) Once you have selected all the options you wish to grant, click **Apply** . If you wish to limit access to the container so that only users and groups listed in the **Direct Permissions** can access the file (as well as users in the Administrators group on your site), under **Inherit Permissions** uncheck the option to **Allow inheritable permissions from parent to propagate to this object** and click **Apply** . ![Inherit Permissions window](https://uc.powerschool-docs.com/__attachments/a_a14c8142fa52b15ee8d5fb7418bb9d5f52e7f67caacb592ab21153b8b2360d13/att_22_for_533791610.jpeg?cb=8b2d4b6c67d82bdbca60520c82403d4c) To view all permissions that are being applied to a resource, click on the **Actual Permissions** tab. Here you will see a list of all users on the site that have been granted permission to access your file, including those that may have inherited the permission because they have been granted access at the page or site level (for cases where you have not unchecked the option to inherit permissions. ![Search User or Group Name window](https://uc.powerschool-docs.com/__attachments/a_3a3796036437598ca4900b1878ccc8c1cb8073109e850708259434fcd50b5b3f/att_35_for_533791610.jpeg?cb=0c7b69992d2700161755d6070b31512d) ## Configure Document Container Fields Administrators have the ability to determine how the Document Container is rendered throughout the site. They can also allow many of these settings to be configured on a per-container basis. ### Configure Display Settings on a Container If the administrators have enabled the appropriate setting, users with full control on a container will see an option called **Display Settings**. By clicking on this option, they can control which fields are displayed in the container as well as the default sort option that will be used when viewing the container. To access these settings from the container, click **Display Settings**. If you do not see this option, you can speak with your administrators about the possibility of enabling this option. When clicking **Display Settings** you will see the following options. * **Data Columns**: You can use these checkboxes to hide one or more fields within the document container. * **Sort by column**: Set the sorting default of the items in the document container. * **Sort by order**: Choose if items should be sorted by ascending or descending order by default. ![Display Settings window](https://uc.powerschool-docs.com/__attachments/a_0b7969b7bd4ed336934460df89f87893e34a7f855f1d982979430ee3305ed6de/att_42_for_533791610.jpeg?cb=8db3401c0de8b01165e4de8e0597930d) To save your changes, click **Update Display Settings**. ### Configure Default Display Settings for All Containers If you are an administrator, you have the ability to configure the display settings for all containers on the site. You can also add the Display Settings option to containers so that users with full control on the containers can choose how to display their container contents. To access the document containers settings, click **Collaboration Server Settings** under **Collaboration Server Administration** on the System Administration page. Choose the **Content Manager**tab. The customizable settings include: * **Data Columns**: Allows administrators to determine which document container fields to display for visitors of the site. You can use these options to hide one or more fields within the document containers. * **Default Sort**: Set the sorting default of the items in the document container. * **Maximum File Upload** : Administrators can set the maximum file upload size for users. You cannot increase the file size to a value higher than the default maximum. **Additional Settings** : * **Show above settings on each container** : This option will add a new tab called **Display Settings** to each document container on the site. You will then be able to use that tab to configure the **Data Columns** , **Default Sort** and **Maximum File Upload** on individual document containers on the site. * **Disable the File Details Page**: Instead of viewing the File Details when you click on a file in a document container, you will be able to download the file directly if this option is checked. This allows users to download files with one fewer click. ![Content Manager tab](https://uc.powerschool-docs.com/__attachments/a_f22446c39f725db5dd2628f3ab68fe48947e86f3309500471ab0f50f5e90b38e/att_43_for_533791610.jpeg?cb=116977258bd31dbd7071c0f680494d25) Click **Update Settings** when ready to save your changes. --- version: "20251125" language: "en" --- # Emergency Alert Notifications Guide The Emergency Alert Notifications module allows you to create an alert that will visible on all pages of your Presence site(s). This enables you to quickly and easily convey vital information to your users. Users that have been authorized to do so can create these alerts from within Presence or Communicate. ## Who Should Use this Guide This guide is written to be accessible to users of all technical backgrounds and it is intended for administrators who may need to send alerts. ## Authorizing Users to Send Alerts Because alerts can be pushed out to all of your sites, only users that are administrators at the district site as well as any school sites can be assigned the ability to create alerts. If the user is not an administrator or is only an administrator for some of the sites, their account will need to be added to the Administrators group on all of your Presence sites. **Note**: If you are using an external source to manage your user accounts, like SIS, Google SSO, or LDAP, we recommend that you use the mappings associated with that source to add the alert users to the appropriate Administrators groups. ## Ensuring User has Proper Group Membership If you are an administrator, you can check a user's membership by going to **Manage Users**on the district site. 1. Click the user you want to check and then go to the **Member Of**tab. 2. Ensure that the user is a member of the **Administrators**group. 3. If your site has child sites (like, it is a district site with school sites) you should see an **External Groups** section. The user must be part of the **Administrators**group for each school site as well. ## Adding User to the Emergency Alerts Role 1. Go to the **System Administration**page. 2. Under **General Administration section,** click **Server Settings**. 3. Click on the **Roles**tab. 4. Click the **Roles** dropdown and choose **EmergencyAlertsAuthors**. 5. Click **Add Members**. 6. In the User Picker window, find the user(s) you wish to authorize and click **Add**. 7. Once you have added all the users you wish to include in the role, click **OK**. ## Confirming User Account is Able to Create Alerts 1. On the System Administration page, under the **General Administration** section,click **Manage Authorization of Roles**. 2. Set the **Roles** dropdown to **EmergencyAlertAuthors**. 3. On this page you will see users that are authorized to send alerts. A user will appear on this page if their account is an administrator on the site as well as any child or school sites. If they have been added to the **EmergencyAlertAuthors** ,orany other role, they will have a generated key listed for their account. 4. Please confirm that the user(s) that you added to the **EmergencyAlertAuthors** role are listed and that a key has been generated for their account. 5. If you do not see the user(s) you added to the role listed, then please go back to the *Ensuring User has Proper Group Membership*section and double-check that the user(s) have been added to the Administrators group for the current site and all of your child sites. 6. If you do not see any users listed in this section at all, it may be that a configuration change is needed in how your site handles user accounts in relation to child sites. Please contact our support team for assistance. **Note** : If you click **Generate** for a user that is listed but does not have a key, this will automatically add the user to the **EmergencyAlertAuthors** role as well as generate a key. Similarly, if the user does have a key but is not part of the **EmergencyAlertAuthors** role, clicking **Re-Generate** will generate a new key and add the user to the **EmergencyAlertAuthors**role. ## Enabling Posting to Presence for User Profiles in Communicate In order to authorize a user to send alerts from Communicate, you will need to be an Administrator for both Presence and Communicate. 1. First log in to your Presence site and navigate to the System Administration page. If you have multiple sites, you will need to log in to your district site. 2. On the System Administration page, under the **General Administration** section,click **Manage Authorization of Roles**. 3. On the **Roles** dropdown, choose **EmergencyAlertAuthors**. 4. On this page you will see users that are authorized to send alerts. For more information on this process see the *Authorizing Users to Send Alerts* section. 5. You will need the secret key for your account. Click the copy icon to the right of the user to copy the key to your clipboard. 6. Log into your Communicate account. 7. Click the **Admin** tab and then the **Profiles** subtab. 8. Click the **Edit** button to the right of the profile(s) that will be posting emergency alerts to Presence. 9. Under **Messaging Options** , check the box for **Post to Presence** to enable the ability to send alerts to Presence. **Note**: A configuration change for your account may be required. Please contact support if you don't see the option to **Post to Presence**. Users with a Presence-enabled profile will now have a field in their User settings for a **Presence Secret Key**. ## Adding Key to Communicate 1. Click the **Admin** tab and then the **Users** subtab. 2. Click the **Edit** button to the right of the authorized user. 3. Under **Post Options** , enter the user's **Presence Secret Key** in the field provided. This is the value you copied from the **Manage Authorization of Roles**section in Presence. 4. Click **Done** to add the key. The user will now be able to send emergency alerts to Presence from Communicate. ## Creating an Emergency Alert ### Publishing an Alert from Communicate Publishing an alert to Presence when creating a Broadcast is as simple as including any other destination type. 1. From the Communicate Dashboard, click the **New Broadcast** button. 2. During the **Message Content** step, click **Posts** and click **Presence Website Alerts**. 3. Specify the **Start Date** and **End Date**for the message. 4. Enter the **Title** and **Message**for your alert. 5. Choose the Presence website(s) where you want the alert to appear. 6. Click **Save** and continue adding content for the other destinations you wish to include. **Note**: Selecting an end date is optional. If you don't provide an end date, the scheduled alert will never expire. The alert will remain indefinitely on the selected Presence site(s) until an authorized Presence administrator manually removes the alert. Send your broadcast as usual. When you do so, the alert will then appear on the selected Presence site(s). ### Publishing an Alert from Presence 1. To create an emergency alert in Presence, log in to the Presence site as one of the authorized users. 2. Hover over the icon and click the **Create Alert**shortcut. 3. Fill out the **Title** and **Body**for your alert. 4. The **Body** field includes a simple rich text editor. Within the editor you can use the options in the Rich Text Editor Features table. 5. Click in the **Expiry**field to set the date and time when the alert should stop appearing. 6. If you have multiple sites, within the **Site Selection** section, you are able to choose which site(s) the alerts should appear on. By default, all schools will be selected, but you can adjust that selection as needed by checking or unchecking the boxes and using the **Select All** and **Deselect All** options. 7. Once you are ready to create the alert, click **Post**. The alert will now be displayed to any users that visit the site (or any child sites) between now and the expiry date you have set. ## Rich Text Editor Features | **Button in Editor** | **Description** | |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![image-20240430-053022.png](https://uc.powerschool-docs.com/__attachments/a_bf1d615953cef217cff053ac9d44b9fe1414fda9fd0f68f1a48d7934e494c915/image-20240430-053022.png?cb=0e4710a3b213b4562abfa94be1ed537b) | **Bold** : This button allows you to **bold **text. | | ![image-20240430-053038.png](https://uc.powerschool-docs.com/__attachments/a_039e8a669d95ba6f3858d708059cd65150f0947ba3625eccb8de1e526ba0e947/image-20240430-053038.png?cb=4c9c23986f7b87e32f724bbd4193defc) | **Italicize** : This button allows you to *italicize* text. | | ![image-20240430-053100.png](https://uc.powerschool-docs.com/__attachments/a_64060f6e5ff4f3f93641f12785e786725ebeb624da8bf62087de5a77de86febd/image-20240430-053100.png?cb=f37ab79d23ee7f9a3223af7d2753781c) | **Underline** : This button allows you to ++underline++ text. | | ![image-20240430-053114.png](https://uc.powerschool-docs.com/__attachments/a_adac7b9985d797e89c13ae274d226ec2e145360c37c15d07ab26be94ab3c62ff/image-20240430-053114.png?cb=01a096cee58b06795561389c5f3be9ea) | **Hyperlink**: This tool allows you to link selected text to another website or document. | | ![image-20240430-053153.png](https://uc.powerschool-docs.com/__attachments/a_4973da21e4d31bf8bfe10218cbe242d09a1e547c9f96ed79b334a5318f535a5d/image-20240430-053153.png?cb=8bff176c38b756127b0345df924df874) | **Bullets**: This button allows you to create a list of bullet points. | | ![image-20240430-053252.png](https://uc.powerschool-docs.com/__attachments/a_aa2c811b551c84e2a8e33d7dae205923d41a91d7fe3b00b56d2b533b04539ea3/image-20240430-053252.png?cb=ae7d46dc4b30173c42fb852c48a1ef69) | **Numbered List**: This button allows you to create numbered list of items. | | ![image-20240430-053210.png](https://uc.powerschool-docs.com/__attachments/a_6df65241727d4b5dbe0d2865f074c22c9984af80ec83c98d6d141a3cc0429ad2/image-20240430-053210.png?cb=c7eed69291ed0f8004d89b52e6f76fc2) | **Font**: This button allows you to customize the font used in the text of your alert. | | ![image-20240430-053313.png](https://uc.powerschool-docs.com/__attachments/a_39f8ad091a60c0b351c5ade2227c21c94ecdd0cfce5e79a8d954f05c8374c4bc/image-20240430-053313.png?cb=6fbe6ce455c0a570405e9be3dd7a6478) | **Edit HTML** : The editor allows technical and non-technical users to create alerts. For technical users, simply clicking on the HTML option will display the HTML for the alert. You can then make any manual HTML changes. To see the list of permitted HTML tags in the alert, click **View Permitted HTML**. | ## Rich Text Editor Tools ### Inserting Hyperlinks 1. When you click the hyperlink icon, it will bring up the UI for inserting a hyperlink. 2. Fill in the **Web Address** for your link. If this is for a file or page on your site, you can use a relative URL (for example, **/UserFiles/Servers/Server_196388/File/Example/schedule.pdf**). If the link is for content outside of your site, use the absolute URL (for example, https://www.thisisanexamplesite.edu/schedule). 3. Fill in a **Title**for the link. 4. If you wish, you can also choose to **Open link in new window**. Once you have finished configuring your hyperlink, click **Insert**. ### Editing HTML 1. When you click the HTML icon, it will bring up the HTML for the **Body**content. 2. Make any edits to the HTML for the alert and click **Update**. **Note**: There are limitations to the HTML you can add to an alert. To view the list of HTML you are able to use, click **View Permitted HTML**. ## Removing an Alert Normally the Emergency Alerts will be visible in Presence from when you first post them until the expiry date and time you have set. However, in some cases you may wish to remove an alert early (for example, if the information presented is no longer relevant or becomes out of date). 1. To remove an alert, log in to your Presence site. 2. Go to the System Administration page and, under the **External Broadcast Settings** ,click **Manage Emergency Alerts**. 3. If you wish to remove an alert, click the cross icon to the right of the alert you wish to remove. ### Viewing Alerts 1. If there are any active emergency notifications set, then when you first navigate to any of your Presence sites a modal will appear to display the notification(s). 2. If this is the first time you are viewing the alert, it will also have a New icon to the left of the alert's title. 3. Once you have viewed the alert, you can click the 4. icon in the top right of the alert window. The alerts will now be minimized to the bottom right corner of the page. 5. If you click on the minimized alert icon, the alerts will be displayed again. The alerts will stay minimized while you navigate around the site and won't open again until you leave the site and return (or visit the site from a new browser or tab). --- version: "20251125" language: "en" --- # External Link Page Guide External Link Pages provide a simple and effective means of adding substance to your website by linking your pages to outside content. You can select pages from the web, pages from within your website, or files uploaded from your computer to add to your External Link Page. This manual will show you how to create and edit External Link Pages. Additionally, tips and suggestions are provided to help you avoid common pitfalls. ## Add an External Link Page To add an External Link Page to your page, first navigate to the page you would like the External Link Page to be listed under. ![External Link Page menu](https://uc.powerschool-docs.com/__attachments/a_33dc279c2fe7371db9ab913abfcb82f50559a11b49a034a169702deb2605c238/att_1_for_534315809.png?cb=b53a1b4dd9f04e4010341d7efc91acdf) Go to **Page** and select **External Link Page**. The resulting page provides three separate types of External Link Pages: * **External URL**: This option links to an external web page. * **Browse in File System**: This option links the page to a document uploaded to your site. * **Browse Internal Pages**: This option links to a page within your website. ### Create Pages Linked to External URLs 1. Enter a name for your page in the **Title** field. This title will appear in the dropdown menu from the **Administrative Toolbar.** The **Name** field will automatically populate as a user-friendly URL based on what is entered in the **Title**field. 2. Enter the web address, or URL (Universal Resource Locator) of the site you wish to link under **Web Address (URL)** . Select **External URL** for the **Page Type**. ![New External Link Page window](https://uc.powerschool-docs.com/__attachments/a_fc4d1b3777482b828f01dccf2f162e28b6a02f5b8fecf012f42492b8bbe50da2/att_5_for_534315809.jpeg?cb=ab8b28ed2fcbd9e9e02153dcff36ab77) 3. Select whether or not you'd like to have the page open in a new window or in a new tab. 4. Click **Create Page**to publish your link. ### Create a Page Linked to a File 1. Enter a name for your page in the **Title** field. This title will appear in the dropdown menu from the **Administrative Toolbar.** The **Name** field will automatically populate as a user-friendly URL based on what is entered in the **Title**field. 2. Select **Browse in File System** for the **Page Type**. The page will refresh. 3. Click **Browse** to open the **File Explorer** window. The **File Explorer** contains all the files and folders that are available to you from your organization. ![File Explorer window](https://uc.powerschool-docs.com/__attachments/a_1dc814cc163323d60cd2609da3175dc0ad46c260bc29473bc3152855240f9e4a/att_2_for_534315809.png?cb=940e938f602ed8bca504c7b6783642c8) 4. Navigate to the folder you want and double-click on a file to select it. 5. Select whether or not you'd like to have the page open in a new window or in a new tab. ![New External Link Page window](https://uc.powerschool-docs.com/__attachments/a_2e85ad936d76f7cadc65de407fd5773493878d9f36a5cc157bce4923702b28d3/att_6_for_534315809.jpeg?cb=63ccaca93a090f5ecfd8c0cfb1197f2b) 6. Click **Create Page** to publish your link. ### Create a Page Linked to Other Pages within Your Website 1. Enter a name for your page in the **Title** field. This title will appear in the dropdown menu from the **Administrative Toolbar.** The **Name** field will automatically populate as a user-friendly URL based on what is entered in the **Title**field. 2. Select **Browse Internal Pages**. 3. Select the type of page you are looking to link from (for example, if you are linking to a blog, choose **Blog** . If you are linking to a general page on your site, choose **CMS**). 4. Click **Browse**to search for that type of page within your website. This will open a new window. ![New External Link Page window](https://uc.powerschool-docs.com/__attachments/a_08a0779be2fb0819fc6c2206fa0b8e42321cc044df0e1ce3666116fa13d502ac/att_7_for_534315809.jpeg?cb=0f540b43bcae055690bef68ea3a3e36d) 5. Navigate to the page you wish to link to. When you have found your desired page, click **Insert** to the right of the desired page. ![Link Search window](https://uc.powerschool-docs.com/__attachments/a_fcf762f14a09df9df4f5f88c39aeaa49836cca8942c4d5c19ac220d1953dc2e2/att_8_for_534315809.jpeg?cb=78ef4bb479381b4b8dff1ca11e59c35e) 6. Select whether or not you would like to have the page open in a new window. 7. Click **Create Page** to publish your link. ## Edit an External Link Page 1. Navigate to the parent page of your external link page**.** 2. Go to **Page Options** and select **Edit External Link Subpages**. ![Edit External Link Subpages menu](https://uc.powerschool-docs.com/__attachments/a_26636e3450cdf74977591205e1bfbfd8b2e584704873d0558c2d45bf6c4b7066/att_3_for_534315809.png?cb=6c49ff08ff4819e1cc47a58736bd2588) 3. In the window that comes up, click the external link page you wish to edit. 4. The new window will list the options available to edit with your **External Link Page**. ![Edit Page window](https://uc.powerschool-docs.com/__attachments/a_13463f4e4f94f3cbed4d857ba08ab1a6d0740c65095cf0b9c199452e81f4f856/att_9_for_534315809.jpeg?cb=e8ff5a81aa28cc9b9255c99168dd5126) 5. When the changes are complete, click **Update Page** to make your changes live or click **Cancel** to omit the changes. --- version: "20251125" language: "en" --- # FAQs * [Accessibility](https://uc.powerschool-docs.com/presence/latest/accessibility.md) * [Accessibility Tip Sheet](https://uc.powerschool-docs.com/presence/latest/accessibility-tip-sheet.md) * [ADA Accessibility - Video Guidelines](https://uc.powerschool-docs.com/presence/latest/ada-accessibility-video-guidelines.md) --- version: "20251125" language: "en" --- # Form Engine Guide The Form Library is an easy-to-use tool that makes it easy to design, organize, and implement customized online forms. With this tool, you can create your own custom forms for your website, allow visitors to submit the form online, and track all visitor submissions. The Form Builder also offers many different features and options during both the form creation process as well as the form submission steps. The Form Builder streamlines the online form creation and organization process. Some of the ways in which the Form Builder component is important are: * Online creation and submission of forms: Form design and submission tracking can be completely handled online -- no additional software installations or localized files are required. * Forms can be fully customized: The Form Builder features a similar Rich Text editor as the web content editor, allowing you to design and customize your submission forms any way you choose! * Easy-to-use reporting options: Form submission results can be saved online, emailed, and exported to a spreadsheet file for reporting and tracking purposes. ## Form Building Basics There are two components to the Form system -- the **Form Template** and the **Form Instance** -- and it is important to understand the distinction between the two. ### About Form Templates Form Templates are templates that are used as a standardized form from which individual form instances can be generated. They can also be copied and changed to create other new form templates. The form template acts as a master copy of the form and individual submissions are copies of the template. Any changes made to the form template will result in a change to all future submissions for that form. ### About Form Instances Form Instances are submitted copies of the form template that include the submission information. Changes to form instances can only be made in the submitted information field. ### Accessing the Form Library The Form Library can be accessed by adding the **/form** extension to your website domain URL, in the address bar. For example, if your domain is [++www.yourdomainhere.com++,](http://www.yourdomainhere.com/) then the URL to access the Form Library would be [++www.yourdomainhere.com/form++](http://www.yourdomainhere.com/form) From the Form Library, users can search among the forms available and are able to click **Fill Out Form** to fill out any of the forms they have access to fill out. ## Managing Form Templates ### Adding a Form Template 1. At the form library, click **Manage Form Templates** . This brings you to a list of all the Form Templates in the current category. Clicking on **Add Form Template** will open up the Rich Text editor where you can design and create your custom online form. 2. Enter a **Name** for your form. This will be the display name for your form. On sites with multiple language support, **Locale** is used to describe the language of the form. 3. To add the template to one or more categories, click the folder icon to the right of the **Category** field. A list of categories and subcategories will appear. 4. The **Template Content** area is the body of your form. The Rich Text editor grants you the ability and freedom to design the form as you choose. You may design and customize the form to your specifications. 5. In addition to the normal formatting functions available in the Rich Text editor, additional form-only features are included in the editor. |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------|------------------------------------------------------------------------| | **ICON** | **DEFINITION** | **FUNCTION** | | ![image-20240430-055436.png](https://uc.powerschool-docs.com/__attachments/a_d71b238921cff634b56dd6a2d51568893740421affcee9011082188db6c9e7b2/image-20240430-055436.png?cb=add0556fa4da021ac1ee06ba0ca93b1b) | Checkbox | Inserts a checkbox. | | ![image-20240430-055451.png](https://uc.powerschool-docs.com/__attachments/a_5f21190cfb5789a0c28e8a0c09da5b365cfa57f0b9ab3d3f498633d6c62e86a7/image-20240430-055451.png?cb=e02c86720a0cc3c510e75e122f1c57d7) | Radio Button | Makes a button for selecting a single option among a group of options. | | ![image-20240430-055509.png](https://uc.powerschool-docs.com/__attachments/a_82eb270354b00f3770a173aa7c8ee40141bddb596a506a64ee87922815907614/image-20240430-055509.png?cb=d3a3e6378470a5162bb9ec19dc4c6bdc) | Text Field | Creates a field for text input. | | ![image-20240430-055528.png](https://uc.powerschool-docs.com/__attachments/a_e1b49ed390e6c5a39a073343793f6caf7c29efc854c459956297b20798db8e5a/image-20240430-055528.png?cb=70ec5955e4762d1391d50d6df906c0ca) | Text Area | Makes a field for text input with multiple rows. | | ![image-20240430-055555.png](https://uc.powerschool-docs.com/__attachments/a_e737bdb6745e10a9495f1719ec0c6170df904f881661658b4856da654c5a5e0a/image-20240430-055555.png?cb=41c889a76fd58b37509ca5331c90b8fc) | Selection Field | Creates a drop-down menu box. | | ![image-20240430-055614.png](https://uc.powerschool-docs.com/__attachments/a_6b08737edec193c8d2f0119c7177afd6cceb32f943798ac86cb9dda6710f90cb/image-20240430-055614.png?cb=f4ece75943a2e336705a2444e2300ab4) | Hidden Field | A hidden field the user cannot see. | The next section will go into more detail on how to set up each of these individual form input components. The **On Submission** area gives options that allow you to control how the form submissions are saved. * **Save data to default location** will save the form submissions in the Form Builder along with the template. * **Do Not Save Data** can only be selected if the Email Notifications are enabled; there will not be any online record of the submission if this option is selected. * **Save data to specified folder** will save each Form Submission as an entry in a folder in the Workspaces or eLearning Server. * **Save and attach to specified Workflow** connects the form submission to a workflow which can be used to trigger a series of tasks. You can use the **Auto-Email** field to send an automated email response to the user after they fill out the form. Select the **Email Field** where the user enters their email address, fill out the **Email Body** and, if you wish, specify that the user will also be sent a copy of their submission (via the **Include form data** option). If you want guest users to have to fill out a CAPTCHA, check **Enable security measure on Guest users**. This can help prevent spam-bots from sending in automated submissions to your form. The **After Submission** area allows the author of the form template to specify what a user sees after the form has been submitted. If the form was filled out from the /form area then by default, after filling out the form, the user will be taken back to the /form area. If the form was added to a page via a Form Portlet, then, by default, the page will reload after the user submits the form. The user can be redirected to a specific URL once the form has been filled out. **Show Specified Message** will display a custom message after the form is submitted before returning the user to the default location. You can select **Send email notification to specified users or addresses** to send an email with the form contents each time the form is submitted. To add users already on the site, click on the user group icon to open the user picker. When the pop-up window appears, select the groups and site users to be emailed on form submission and click **Add** . Once all the users to be contacted have been added to the list at the bottom half of the user picker, select **OK**. To add e-mail addresses not associated with user accounts on the site, enter them into the Email Addresses field. If there are multiple addresses, they should be separated by a semi-colon (**;** ). In email notifications, the **Title**field appears as the subject line of the notification message. Once the information has been filled out, click the **Validation Check** button to ensure that all the input fields have been configured correctly. If any fields require additional configuration, a message will be displayed above the Rich Text editor area, detailing the necessary changes. Complete the configurations and click the **Validation Check** button again. When the Successful indication text appears, click the **Next** button. Check off any fields you wish to be mandatory. A form cannot be submitted unless the mandatory fields are populated. You can also enter in a customized **Error Message** to display when the **Mandatory** fields are missing on submission. Click **Publish Form Template** to create the new form template. This will create the first **version** of your form template. To continue editing the form template before publishing, click **Back** to return to the editor page. ### Editing a Form Template 1. Click the name of the custom form you wish to edit in the **Manage Form Templates** interface. This opens up the **View** page. 2. Click the **Edit** tab to access the Rich Text Editor. **Editing** the form allows you to rename your form, change or add input fields, as well as reorganize the layout of the form. 3. Apply any desired changes to your form template. Click on the **Next** button to proceed. 4. Apply any changes to the **Mandatory** checkboxes or **Error Message** fields. Click the **Publish Form Template** button to publish the changes. **Note**: The **Save As Draft** button can be used to save any changes you've made without creating a new version of the form. This feature when you want to make additional changes to the form are required before publishing the new version. ## Configuring Form Template Input Fields The most important elements in designing a custom online form are the input fields. These are the areas that will take a user's input on submission. Depending on the type of input field, the configuration may differ slightly. ### Checkbox Field The checkbox field puts a checkbox on your custom online form. The checkbox can be either Selected or Not Selected, and the **Value** of the checkbox is displayed when it is submitted as Selected. When the **Checkbox** button is selected in the editor, a pop-up window appears that prompts for these values: * **Name** : The display name of the input field as it would appear in submission reports. The **Name** field is not case-sensitive and should not include any special characters or spaces. Underscores "_" are accepted. * **Value**: The display value in submission reports when the checkbox is Selected. * **Selected**: Sets whether the checkbox is Selected by default. It is also possible to access the checkbox properties window by right-clicking on the checkbox, and selecting **Checkbox Properties**. Enter the **Name** and **Value** for your checkbox. You can also specify if you want the checkbox to be selected by default by checking the **Selected** checkbox. Click **OK**. ### Radio Button Radio buttons can be set up to allow users to select one option from a list of choices. Radio buttons are similar to checkboxes, but are generally not used as standalone input fields. Radio buttons are great for multiple-choice questions where the user selects one option. When the **Radio Button**icon is selected in the editor, a pop-up window appears that prompts for these values: * **Name** : The display name of the input field as it would appear in submission reports. The **Name** field is not case-sensitive and should not include any special characters or spaces. Underscores are allowed however. * **Value**: The display value in submission reports when the radio button is Selected. * **Selected**: Sets whether the radio button is Selected by default. You can also access the radio button properties window by right-clicking on the radio button and clicking **Radio Button Properties**. Enter the **Name** and **Value** for your radio button. You can also specify if you want the radio button to be selected by default by checking the **Selected** checkbox. Click **OK**. To group a set of radio buttons so that users can only select one of the choices in a group, the **Name** of each of those radio buttons must be exactly the same. The **Value** field will indicate which of the options was selected. ### Text Field A text field can take any input and store that submission. Text fields offer a single line of input, and can be configured to allow a set number of characters or be without limit. When the **Text Field** button is selected in the editor, a pop-up window appears that prompts for these values: * **Name** : The display name of the input field as it would appear in submission reports. The **Name** field is not case-sensitive, and should not include any special characters or spaces. Underscores "_" are accepted. * **Value**: The default value to display in the text field. Setting a default value is optional. * **Character Width**: The display width of the text field, in character spaces. * **Maximum Characters**: The maximum number of characters to allow on input. * **Type**: Choose the sort of data that will be entered in the field. It is also possible to access the text field properties window by right-clicking on the text field, and selecting **Text Field Properties**. Enter the **Name** and **Value** for your text field. You can also define the **Character Width** and **Maximum Characters** for the text field -- if you do not specify values for these fields, they will be set to their default values. Select the **Type** of input and click **OK**. ### Text Area The text area input field is an extension of the text field and allows for a large block of content instead of limiting input to a single line. You can configure the size of the text area to be as large or as little you like. When the **Text Area** button is selected in the editor, a pop-up window appears that prompts for these values: * **Name** : The display name of the input field as it would appear in submission reports. The **Name** field is not case-sensitive and should not include any special characters or spaces. Underscores "_" are accepted. * **Columns**: The width of the text area to display, measured in character spaces. * **Rows**: The number of rows of the text area to display. * **Value**: The default value to display in the text area. This is optional. It is also possible to access the text field properties window by right-clicking on the text field, and selecting **Text Area Properties**. Enter the **Name** of your text area. You can also define the number of **Columns** and **Rows** and set a default **Value** . If you do not specify values for these fields, they will be set to their default values. Click**OK**. ### Selection Field The selection field can be configured as a drop-down menu, a single item selection box, or a multiple item selection box. When you click the **Selection Field** button, the selection field properties window pops up. * **Name**: The display name of the input field. * **Size** : The number of lines to display. To generate a dropdown menu, set **Size** to **0** or **1**. Larger values will instead generate a selection box. * **Allow multiple selections**: Check this to allow more than one item to be selected. Allow multiple selections will only work for selection field Sizes greater than 1. * **Text**: The display text for the list items. * **Value**: The value stored when corresponding text is selected. * **Add** : Includes **Text** and **Value** item into the list. * **Modify** : Replaces the selected item in the list with the current **Text** and **Value** fields. * **Up**: Moves the selected item up the list. * **Down**: Moves the selected item down the list. * **Set as selected value**: Sets selected item as the default selection. * **Delete**: Removes selected item from the list. It is also possible to access the selection field properties window by right-clicking on the text field, and selecting **Selection Field Properties**. Enter the **Name** of the selection field and specify the **Size** . Determine if you want to **Allow multiple selections**. Enter items in the list by providing a display name in the **Text** field, and the corresponding **Value** . The order of the items in the list can be rearranged by using the **Up** and **Down** buttons. Set the default value to be displayed in the selection field by clicking the **Set as selected value** button with the desired item selected. Click **OK**. ### Hidden Field With a hidden field, you can include a value with the form that is not visible to the user. This can be useful if you have multiple similar forms that are being processed by the same workflow. When you click the **Hidden Field**button, the hidden field properties window is displayed. * **Name**: The display name of the input field as it would appear in submission reports. The Name field is not case-sensitive and should not include any special characters or spaces. Underscores "_" are accepted. * **Value**: The value to display under the Name header in the submission reports. It is also possible to access the text field properties window by right-clicking on the text field and selecting **Hidden Field Properties** . Click **OK**. ## Managing Revisions The form builder features **version control** on any form templates you create. What this means is that every time you click the **Publish Form Template** button, a new version of the form template is created and added to the form template **Revisions** tab. In the **Revisions** tab, you will see a list of versions of the form, along with their creator and date of publishing. In order to view a previous revision of the form template, click on the **Revision Name** of the version you would like to access. The revision that is being currently used for the template is indicated by the word **Live** appearing in the right-hand **Action** column. To bring another revision into use, click on the **Make Live** link. Revisions can be deleted by clicking the **Delete** link in the Action column. All the form submissions are attached to the revision version to which they were submitted. If a revision is deleted, all submissions to that version of the form are deleted as well. ## Viewing Submissions Submissions to the form can be viewed directly from the form template interface. Clicking on the **Submissions** tab will bring up a table containing all the submissions that have been made to the current version of the form. The **Name** column displays the name of the form instance that was submitted to, and **User** shows the identity of the user that submitted the form. If the form is submitted by a visitor that has not logged in to the site, the user column will display **Guest**. After the **Submitted On** column containing the date of submission, there is a column for each input field in the form, identified by its **Name** attribute. To delete a form submission, click on the trash can icon in the **Action** column at the right side of the table. To download and save form submissions to your own computer, click **Export to Excel** . This saves the form submissions table as a CSV file, which can be opened by Microsoft Excel and other spreadsheet programs. The **Export to Excel** link appears after there is one or more submission to be able to save. **Delete All** will delete all the form submissions associated with the displayed revision. The **Submissions** tab only displays submissions for one version of a form at a time. If you are missing older submissions, use the Version drop down menu to choose the revision that was previously in place. ## Forms Security There are two levels of security that can be configured for forms using Presence, first at the Form Library level and secondly for particular form templates. ### Form Library Security Security at the Form Library level () is controlled through the Form Builder. At the main view of the Form Library, click **Manage Form Templates** to access the Form Builder. Clicking on the **Security** tab, you are presented with three more tabs: #### Roles The **Roles** tab allows users and groups to be added to pre-defined security roles. **Form Template Root Administrators** have full access to access, create, edit, and delete any form categories, form templates, their revisions, and their submissions. Only users in this role can access and use the **Manage Form Categories** interface. **Form Template Root Authors** have the ability to edit all the form templates, as well as create new form templates. Users in the **Authors** role are unable to view submissions or configure security to a form template unless they are the creator of that form template. Authors do not see the **Manage Form Categories** link from the Form Library. Users and groups in the**Form Template Root Browsers** role are able to access the Form Library to be able to fill out forms. Browsers do not see the **Manage Form Templates** and **Manage Form Categories**links from the Form Library. To assign a user or group to a role, click the symbol next the role name to expand the list of users in that role. Click **Add** to open the user picker window. From this window select the users or groups you'd like to grant permissions to by clicking their name and clicking **Add** .When you have selected your users, click **OK**. #### Direct Permissions Within **Direct Permissions** you can assign specific forms security permissions to other users and groups. First, click **Add**to select the users to grant permissions to. A window will pop up. From this window select the users or groups you'd like to grant permissions to by clicking their name and clicking **Add** .When you have selected your users, click **OK**. To individually assign permissions to each user, click on the plus icon beside their name. From here you can assign specific permissions: | Permission | Description | |------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Create** | Can add Form Templates. | | **Delete** | Can delete Form Templates. | | **Read** | Can view the Form Library. | | **Write** | Can make changes to Form Templates. | | **Full Control** | Includes permission to create, delete, read, write as well as the ability to manage Form Categories, assign permissions to others, and view submissions on forms they did not create. | #### Actual Permissions Actual Permissions allows you to view what permissions specific users have on your Form Library. Users higher up the security hierarchy may already have permissions to your Form Library. Users with entire site permissions (or higher tiers of security hierarchy) may have permissions to your Form Library if you have the **Allow Inheritable Permissions From Parent to Propagate to This Object** checkbox selected on the **Direct Permissions**screen. #### Form Template Security The ability to manage security settings for a particular form template allows Administrators to assign some users the ability to access and maintain a particular form without necessarily giving them the access to control all the forms on the site. To configure security for a specific form template, it is the same process to add specific users and groups to the **Direct Permissions** as in the Form Library. ## Managing Form Instances ### Creating a Form Page Creating a form page on your site is a similar process to adding any other type of page. 1. Hover over **Page** in the Administrative Toolbar and click **Form Page**. 2. Fill in the **Page Name**field for your new page. 3. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL**, click the padlock icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. 4. By default, you will be assigned as the **Page Owner**. If you wish to set someone else as the owner, click the user icon. 5. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. 6. If you want to set the page as the user's homepage in their user profile, click **Replace Page Owner's website with this page**. 7. To finish creating the Form Page, click **Create**. 8. On the page you've created toggle on **Design Mode** . Click the pencil icon for the **Custom Form** portlet. This will bring you to the **Form Details** page, where this form instance is configured. 9. The **Form Template** field is the only mandatory field. Click the **Browse** link to the right of the field. The **Browse** window pops up. Choose the desired template by clicking the **Select** link. 10. The **On Submission** option allows you to control how the form submissions are saved. **Save data to default location** will save the form submissions in the Form Builder along with the template. **Save data to specified folder** will save each Form Submission as an entry in a folder in the Workspaces or eLearning Server. **Save and attach to specified Workflow** connects the form submission to a workflow which can be used to trigger a series of tasks. **Note** : On some sites, you may also have a **Category** drop-down that you can use to select a category for the page. You can use the **Auto-Email** field to send an automated email response to the user after they fill out the form. Select the **Email Field** where the user enters their email address, fill out the **Email Body** and, if you wish, specify that the user will also be sent a copy of their submission (via the **Include form data** option). If you want guest users to have to fill out a CAPTCHA, check **Enable security measure on Guest users**. This can help prevent spam-bots from sending in automated submissions to your form. **After Submission** allows the author of the form template to specify what a user sees after the form has been submitted. By default, the form will reload the page that the form was accessed from. The user can be redirected to a specific URL once the form has been filled out. **Show Specified Message** will display a custom message after the form is submitted before returning the user to the default location. You can select **Send email notification to specified users or addresses** to send an email with the form contents each time the form is submitted. To add users already on the site, click on the group user icon to open the user picker. When the pop-up window appears, select the groups and site users to be emailed on form submission and click **Add** . Once all the users to be contacted have been added to the list at the bottom half of the user picker, select **OK**. To add e-mail addresses not associated with user accounts on the site, enter them into the Email Addresses field. If there are multiple addresses, they should be separated by a semi-colon (**;** ). In email notifications, the **Title**field appears as the subject line of the notification message. To complete the configuration process of your Form Page, click the **Update Form**button. ## Creating Forms on Existing Pages To add form instances on an existing page, we would use Form portlets. 1. To add a form portlet to a page, toggle on **Design Mode** . Click the **Forms** category and then drag and drop the **Custom Form**portlet on to the area of the page where the form is to be added. 2. Hover over the new **Custom Form**portlet and click the pencil button to configure the portlet. 3. Configure the portlet as described in the previous section. ## Editing Form Instances 1. Hover over the new **Custom Form**portlet and click the pencil button to configure the portlet. 2. Configure the portlet as described in the Creating a Form Page section. --- version: "20251125" language: "en" --- # Get Started * [Text Editor](https://uc.powerschool-docs.com/presence/latest/text-editor.md) * [Presence Administrator Guide](https://uc.powerschool-docs.com/presence/latest/presence-administrator-guide.md) * [Presence User Guide](https://uc.powerschool-docs.com/presence/latest/presence-user-guide.md) * [Presence Help Cards](https://uc.powerschool-docs.com/presence/latest/presence-help-cards.md) --- version: "20251125" language: "en" --- # Knowledge Repository Guide The Knowledge Repository (KR) is a spot where schools and districts can place resources to be used by all users. These resources can be public or you can restrict areas of the KR to just specific students, staff and teachers. Resources can include files as well as hyperlinks to external resources not in the Knowledge Repository. Users can also rate and sort these resources. ## Accessing the Knowledge Repository You can access your Knowledge Repository by adding /kr at the end of your site (ie. http://[++www.yourdomain.com/kr++)](http://www.yourdomain.com/kr). You may also access this area by having it be part of your published links or by adding a link on a page. ## Managing the Knowledge Repository ### Adding a Domain 1. To begin you need to add a domain. A domain in the Knowledge Repository is considered to be the top level of the section you are about to populate with content. To add a domain, you need to be an administrative user and go to **System Administration** and then under the**Knowledge Repository** section click on **Manage Domains**. 2. Click **Add Domain**. 3. Fill in the **Name** of your domain. You can add a **Description** if you wish. 4. Click **Create Domain**. ### Managing a Domain By clicking on a specific domain from within Manage Domains or on /KR, you can perform a number of actions such as adding categories, editing categories, changing security settings, editing domain settings and deleting the domain. ### Adding a Knowledge Category All the resources within the KR must be stored within the Knowledge Categories. To create a knowledge category: 1. Click **Add Knowledge Category** from the Domain Administration menu. 2. Fill in the **Name** of your category. You can add a **Description** if you wish. 3. Click **Add Category** to create the category. ## Security ### Direct Permissions The **Direct Permissions** tab lists all the users that are given direct capability of modifying this domain. You can add users to the list by clicking **Add** . A window called **Select Groups and Users** will appear. Here, you can select the groups/users that you wish to add and then click **Add** . If you've accidentally added someone, you can remove them by selecting them from the bottom list and clicking **Remove** . When you are done, click **OK** . To remove direct permissions from a user, check the box next to the user's name and then click **Remove** . If you click on the **+** beside a user, you can alter the privileges that user has. You also have the option to allow inheritable permissions from parents of this object to propagate to it by checking the box at the bottom and clicking **Apply** . The same goes for resetting permissions on all child objects and enabling propagation of inheritable permissions. ### Actual Permissions Actual Permissions refer to users that have the privilege of modifying this domain, but the permission may be inherited. That is they might have permissions through inheriting from parent object permissions. At the top of this section is a search field to help you look for specific users or groups. If you click the + sign beside a user, you can see exactly what privileges that user possesses for the domain. ### Editing a Domain This page is used to edit the name and description of the domain. You can change the name using the **Name** text field, or change the description using the **Description** text area. Once all changes are made, click on the **Update Domain** button to finalize the change. ### Deleting a Domain To delete a domain, click **Delete Domain**. Once the link is clicked, a warning message will appear asking you to confirm the action. If you click **OK** the entire domain along with all of its categories, sub-categories and any resources that are not linked to multiple domains will be permanently deleted from the system. ## Managing Categories If you click on a category within a domain, you can access all the resources and links in a category just by clicking on them. There are also sorting options on top of the list of resources. **Sort By Date** lists the items from the most recently created to the least recently created. **Sort Alphabetically** lists the items from A to Z. **Sort By Rating** lists the items from the highest to the lowest rating. To access any created categories, click on the name of the category. On the left-hand side of the page, the first section is called **Contribute** which includes the **Add Resource** and **Add Link** options. The **Categories** section is a list of links to all the sub-categories of this category. And the **Administration** section contains the tools that you can use to edit the category. ## Adding a Resource It is simple to add a new resource. 1. Click **Add Resource** from the left-hand side under **Contribute**. Each resource can be a file of any type, or a link. 2. You can add a single file or multiple files at the same time. To add a single file, click on **Browse** to select the file from your computer, change the **File Name** if necessary, fill in an optional **Description** and then click**Add Resource**. ## Adding a New Link To create a new link: 1. Click **Add Link**. 2. Enter in a **Link Name** and a **Web Address (URL)**. 3. If you wish you can also add a **Description** of the link. ## Adding Sub-Categories To create a sub-category of the current category: 1. Click **Add Category** from the Administration menu. 2. Fill in the **Name** of your category. You can add a **Description** if you wish. ## Managing Resources You are able to edit, remove, and purge items in a category by clicking on **Manage Resources**. To manage a specific resource: 1. Click the **Edit** button beside it. You are able to edit their name, description, and URL or file path. 2. By placing a check beside a resource, you can choose to remove it from this category by clicking on the **Remove** button at the bottom, or you can delete it from the system by clicking on the **Purge** button. **Note**: If the resource is only part of a single category, removing the resource will permanently delete the item just like when you purge a resource. ## Editing a Category By clicking **Edit Category** you can make changes to the **Name** and **Description** fields. If you make any changes, click **Update Category** button to finalize the change. ## Deleting a Category Once the **Delete Category** link is clicked, a warning message will appear asking you to confirm the action. If you click **OK** , the entire category along with all of its sub-categories will be deleted. ## Working with Resources If you click on a resource within a category, you will be able to edit and update the resource, configure metadata and categories and determine security settings. ### Viewing a Resource The **View Resource** tab shows all the information about the resource. The file details section includes the file name, the user that last modified the file, the date the file was last modified, the file size, and user ratings are displayed. Also, if there are any other files linked to this resource, they will be listed here. If you have yet to rate this resource, you can do so using the radio buttons after the resource information. The Metadata attributes section, displays any information that has been added on the **Metadata** tab. The **Comment** section allows users to add their own comments via the **Add Comment** link, reply to someone else's comment using the **Reply** link, edit a comment through **Edit** , and delete a comment by clicking **Delete**. ### Rating a Resource The Knowledge Repository also supports the concept of rating your resources. Users can rate resources to capture the community's impression of this resource. Users who have not rated a resource will see something like the following on the **View a Resource** tab: The average rating will be display on the category page next to the file. ### Editing a Resource If you click on the **Edit Resource** tab, you can update the **Name** or **Description** field of the resource. If you make any changes, click **Update File** to confirm. ### Categories In the **Categories** tab, you can choose which category or categories the resource belongs to. 1. To add a category, use the **Category Browser** section. 2. First, click on the **Browse** button and a new window should appear. 3. Use that window to search through the **Knowledge Repository** and click **Select** on the category you wish to add. 4. Click **Add** to add the resource to the selected category. 5. In the **Categories** section, a list of all the categories that are linked to this resource is displayed. 6. Here, you can also delete any existing categories by clicking on cross icon under **Action**. ### Linked Resources In the **Linked Resources** tab, you can add files that are related to the resource and the will be shown in the **View Resources** tab. To link a file: 1. Use the **Browse** button and find the file. 2. Give the file a **Name.** 3. Optionally add a **Description**. 4. Click the **Add Resource** button to upload the file. On the bottom this page, there is a section called **Linked Resources** . This is a list of all the files that are currently linked to the resource. Here you can sort the list of files by **Name** , **Date Modified** , **User** , and **File Size** by clicking on their respective links in the first row. You can also delete files by checking on the checkboxes of the files that you want to delete, and then use the **Actions** drop-down menu and click **Delete Selected**. ### All Versions The **All Versions** tab is used to store multiple versions of the resource so that it can be conveniently changed at any time. Under the **All Revisions**section is a list of all the versions of the resource. You can access the files of each resource by clicking on their file names. You can also choose which version is the live version by clicking on the **Make Live** link. The live version is the one that all the users see. To add new versions, click on the **Add New Revision** link that is on the top right-hand corner of the section. To delete a version, click on the **Delete** link. The **All Versions** tab also has a comment section much like the **View Resources** tab. ### Metadata When working with a resource, users can update the **Metadata** tab for the resource. This information will be visible to users viewing the resource. Simply fill out the fields and click **Update** to save your changes. ### Security You can configure permissions on an individual resource by clicking on the **Security** tab. #### Direct Permissions The **Direct Permissions** tab lists all the users that are given direct capability of modifying this resource. You can add users to the list by clicking on **Add** , and a new window called **Select Groups and Users** will appear. Here, you can select the groups/users that you wish to add and then click on **Add** . If you've accidentally added someone, you can remove them by selecting them from the bottom list and clicking **Remove** . When you are done, click **OK** . To remove direct permissions from a user, check the box next to the user's name and then click Remove. If you click on the **+** beside a user, you can alter the privileges that user has. You also have the option to allow inheritable permissions from parents of this object to propagate to it by checking the box at the bottom and clicking **Apply**. The same goes for resetting permissions on all child objects and enabling propagation of inheritable permissions. #### Actual Permissions **Actual Permissions** refer to users that have the privilege of modifying this resource, but the permission may be inherited. That is they might have permissions through inheriting from parent object permissions. At the top of this section is a search field to help you look for specific users or groups. If you click the**+** beside a user, you can see exactly what privileges that user possesses for the resource. --- version: "20251125" language: "en" --- # Map Portlet Guide The Map portlet allows you to display a map of a given area. By default, this map will pinpoint the address configured in the **Server Settings**. ## Adding a Map Portlet The process for adding a Map portlet to a page is the same process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your map. In the Portlet Library, click on the **Basic**category. 3. Drag and drop the **Map**portlet on to the page. ## Editing a Map Portlet To configure a Map portlet: 1. Set **Design Mode** to **On**. 2. Click the pencil icon on the top-right corner of the **Map** portlet. 3. If you want the Map portlet to display the address set in the **Server Settings** , leave the **Address** set to **Use Server Information**. 4. If you would like to display another location, click **Custom** . Use the drop-down and text fields to populate your desired **Address** , **City** , **State/Province** , and **Zip/Postal Code**. 5. You can set the **Max Width** and **Max Height** to control how large of a map is displayed on the page. 6. Finally, you can choose to use the **Default Base Zoom** or you can choose a **Custom** level. If you choose a custom zoom, you can enter a number between 1 and 21. 1 is zoomed out enough to show the full planet while 21 is zoomed in enough that you likely will only be able to see the specific building the map is pointed at. 7. To save your settings, click **Update Settings**. 8. If you want the Map portlet to display the address set in the Server Settings, leave the **Address** set to **Use Server Information**. 9. If you would like to display another location, click **Custom.** Use the drop-down and text fields to populate your desired **Address** , **City** , **State/Province** , and **Zip/Postal Code**. 10. You can set the **Max Width** and **Max Height**to control how large of a map is displayed on the page. 11. Finally, you can choose to use the **Default Base Zoom** or you can choose a **Custom** level. If you choose a custom zoom, you can enter a number between **1** and **21**. 1 is zoomed out enough to show the full planet while 21 is zoomed in enough that you likely will only be able to see the specific building the map is pointed at. 12. To save your settings, click **Update Settings**. ## Changing Default Location If you are an Administrator on your site, you can change the default location used by the Map portlet. Warning: With most templates, the default location of the Map portlet is also the address displayed in the footer of your site. Be aware that if you do change the default address, the change will probably be reflected in your footer as well. 1. To change your address, go to the **System Administration** page and click on **Server Settings** under the **General Administration** header. Then click on the **Server Information**tab. 2. Make any changes you wish to the various address fields. 3. To save your changes, click **Update Information**. The default location on the Map portlet will update to reflect your change. --- version: "20251125" language: "en" --- # News Engine Guide The News Engine is a powerful and intuitive tool that allows institutions to publish news items from various areas of the site to one compiled news page. This tool makes it simple to keep your audience up-to-date on news and events occurring across your organization. Some of the benefits of using Presence's **News Engine** include: * **Communication with the Community**: The news engine offers a clean and intuitive interface where visitors can receive and access information about your organization. * **Rendering Summaries**: The News Engine can display summaries from various news sources. * **Ease to Publish** : The **News Engine** features an easy-to-use form for publishing news articles. This form includes fields for Titles, Summaries, and Publish Dates and a rich text editor to help you create unique news items. ## Definitions The News Engine features two Page Types: * The**News Section Page** is a summary page that lists news events in convenient boxes with links associated to the main news content. * The **News Content Page** is the page where news can be written and published. ## Add a News Section Page To add the News Engine to your page, select the page you would like the news to be published under. 1. Go to **Page** in the Administrative Toolbar and select **News Section Page**. 2. Enter a name in the **Page Name**field for your new page. 3. The **Page URL**field will automatically be filled in. This is used to build the Friendly URL used to access the page. If you wish to modify the Page URL, click the Lock icon, and then you can change the text. Keep in mind that only alphanumeric characters, underscores, and dashes can be used. Any other characters will be automatically removed. 4. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. 5. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. 6. If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. 7. Click **Create**to create the News Section page. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ## Configure a News Section Page 1. To display news stories, toggle on **Design Mode** in the Administrative Toolbar. 2. On this page, click **Configure** icon on the Data Summary portlet. 3. Select **Page Data** for the **Rendered Data** field. 4. Click **Browse** to view a list of existing pages in your site. 5. Navigate to the first-level page of your news section and click **Select** beside the page containing the information you want to include. 6. Click **Select**beside the page containing the information you want to include. 7. Select a template in the**Render Template** field. Generally, any template containing the words "Summary" or "Section" will work with your data. To create a Render Template, refer to the [Presence Administrator Guide](https://uc.powerschool-docs.com/presence/latest/presence-administrator-guide.md). 8. Select **Display All Items Regardless of Permission** , to enable all users with permission to view the News Content pages. For instance, If the News Content pages within Page Data are not available to Guest users, they will not appear to Guest users in the News Section Page. To ensure articles in News Content Pages appear in the News Section Page for Guest users, select **Display All Items Regardless of Permission**. 9. Click **Update Settings**. ## Add a News Content Page 1. To add a News Content Page, navigate to the News Section Page you would like the news to be published under. 2. Go to **Page** in the Administrative Toolbar and then click **News Content Page** . Make sure that you add a News Content Page and not the similarly named **Content Space Page**. Only the News Content Page is designed to accommodate news stories. 3. Enter a name in the **Page Name**field for your new page. 4. The **Page URL**field will automatically be filled in. This is used to build the Friendly URL used to access the page. If you wish to modify the Page URL, click the Lock icon, and then you can change the text. Keep in mind that only alphanumeric characters, underscores, and dashes can be used. Any other characters will be automatically removed. 5. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. 6. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. 7. If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. 8. Click **Create**to create the News Content page. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ## Add Content to a News Content Page The following screen is your blank **News Content Page** . To add content, go to the **Administrative Toolbar** and toggle on **Design Mode**. The **Data Display** portlet will appear. Hover over the **Data Display** portlet and click the **Configure** icon. Include information about your news in the following window. The fields of information available to users include: * **Title**: Name the announcement here. * **Featured Image**: Upload an image to be associated with the news item. This image will be displayed in the news area on the teacher homepage and the Announcements page. * **Image Title**: Give a title to the uploaded image. * **Summary** : Include a short description of the news that will be seen on **News Section** pages and any other **Data Summary**portlet that is pointed at your news story. * **Published Date**: Choose the date on which this news is being published. * **Body**: Include the information for your news article here. At the footer of the portlet, you will find the **Page Administration**section. The **Page Administration** section contains user specific information on the page. ### Page Owner In institutions, the task of maintaining and updating content on websites is often distributed between different resources. The Page Owner field states the ownership of a page. Users and administrators can also grant another user ownership of a page. To do so, simply click the Profile drop-down menu and select the user or group to whom you wish to grant ownership. ### Last Modified The **Last Modified** section displays when the page was last edited. ### Release Schedule The **Release Date** and**Expiry Date** fields allow you to schedule when the page will be visible to users. The **Release date and expiry Date** determine when the page will be made public. By default, the Release Date is set to **Now** , and the **Expiry Date** is set to **Never**. ### Follow-up Tasks Page Owners can keep track of their pages by simply scheduling reminders for specific pages. By clicking on the **Review** option in the drop-down menu and selecting a date from the embedded calendar, page owners can ensure that their pages are never out of date. On the scheduled date the system triggers an email to the page owner, reminding the owner of their scheduled task. Similarly, by clicking on **Archive** in the drop-down menu page owners can schedule specific pages to be archived on the site on a specific date. **Note**: Archived Pages are pages that are saved for future use on the site. Archived Pages on SchoolMessenger's system can be retrieved and made live at any time. The **Move** option allows Page Owners to move the page to a new location. You can select to move the current page and all the subpages or just the subpages. For the move date you can specify a date using the calendar to select or schedule the move for when the page is a certain number of days old. After the Page Administration section, there are 3 options available as follows. #### Save Draft As the name implies, **Save Draft** saves your work. You can come back again later and continue to edit the page. Clicking **Save Draft** does not make changes to the live page on the site. Anyone who visits the webpage will see the live version of the page, they will not see your saved changes. When you can make your saved changes live on the site, click **Publish**. **Note**: If you use Save Draft the portlet will continue to be locked. If someone else tries to edit the portlet they will see that the portlet is currently locked. The portlet will also remain locked if you close the editor without clicking one of the buttons. #### Publish If you want to immediately change a portlet live, use the **Publish** button. Your changes will instantly appear on the page and any visitors will see the updated version of the portlet. The portlet will also be checked so other users may make edits, assuming they have the appropriate permission level. #### Cancel If you decide you are not going to make any changes or you do not want to preserve the changes you have made, click Cancel. This will check the page back into the system without saving any of the changes you have made. --- version: "20251125" language: "en" --- # Newsletters Guide SchoolMessenger's Newsletter feature helps schools keep parents, faculty, and the community informed by simplifying the process of sending electronic newsletters. The purpose of the Newsletter functionality is to keep users updated on a range of activities from news and events to special announcements and messages to parents. Any user may subscribe, or be subscribed, to a newsletter. This can be especially useful for both districts and schools. An example of when the newsletter module is useful for school a school or district is in the event of school cancellation due to inclement weather. The advantage of having parents and students as subscribers is that they do not necessarily have to go to the website to get the update. Your newsletter messages will be delivered directly to their e-mail inbox. Newsletters can be accessed by adding /newsletter to your school or district's URL. For example, a site with the URL http://www.thisisanexamplewebsitedomain.com would access newsletters by going to http://www.thisisanexamplewebsitedomain.com/newsletter. By default, all users can view newsletters. However, modifications can only be made by authenticated users. ## Administration Once you are on the Newsletter page, click on the **Administration** link. On the Administration page, you will see four options: * **Manage Newsletters** * **Manage Subscribers** * **Manage Security** * **Manage Settings** ## Manage Newsletters The **Manage Newsletters** section allows you to perform various changes on your newsletter's profile. ### Adding a Newsletter To create a newsletter: 1. Click **Add Newsletter**. 2. Clicking on this link will lead you to a page containing Presence's Content Editor. Here, you may **Name** and insert a **Description** of your newsletter. 3. When completed, click on **Add New** . Click **Cancel** to discard changes. ### Editing a Newsletter When you select a newsletter in the **Manage Newsletters** section, you will be directed to a page displaying newsletter settings. This page features the following tabs: * **Messages** * **Settings** * **Subscribers** * **Security** To edit a newsletter: 1. Select the desired newsletter. 2. Click on the **Settings** tab. 3. You may change the **Title** or **Description** of the newsletter. 4. Once you have made the desired changes, you may click the **Update** . To remove changes, click **Cancel**. ### Deleting a Newsletter If you wish to delete a newsletter, click on the cross icon in the Action column to delete the corresponding newsletter. ### Searching for a Newsletter On the Newsletter page, you will see blank search bar next to a field named **Find Newsletters** . Here you may enter keywords that correspond to the title or the content of the newsletter you are looking for. You can search by **Name** , **Description** or **Both**. Click **Search** to execute your personalized search. To see all newsletters, click **View All**. ## Messages When you select a newsletter, you will be directed to a page displaying newsletter settings. Selecting the **Messages** tab will bring you to a page displaying draft and past messages. You can also create new messages here. The Draft Messages section contains messages that have not been published. This could be either because they have been saved but not scheduled for release, or because they have been scheduled for a later date or time. Unscheduled saved messages are marked as Draft under the Status column, whereas messages that have a scheduled send time are marked as Scheduled. The Past Messages section contains messages that have already been published. Columns titled Publish Time and Action give the exact publishing time, and an option to copy the message respectively. The Archive Messages section contains messages that have previously been published but are no longer visible to users viewing the newsletter page. You may add, delete, copy, or edit a message. ### Adding a Message 1. Click **Add Message** to bring up Presence's content editor. Here you may draft a new message. 2. Embedded in the newsletter module is a visually driven tracking system that allows authors to systematically view the steps pertaining to the publications of the newsletters. * **Title**: Fill in the title of your message. * **HTML Content**: Fill in your content of your message which you want readers to see. * **Convert Content to Plain Text**: This option takes the HTML content and then converts it to plain text in the box below where you can make changes if needed. 3. Once you have filled out the information, click **Next** . If you want to work on your message later click **Save As Draft**. 4. If you have clicked **Next** you will now be shown a preview of your message as it will appear to viewers. * If you are not satisfied with the newsletter, you may hit the **Back** button to edit or the **Cancel** button to cancel sending the message and return to the Messages screen. Selecting **Back** will redirect you to the previous page where you can modify the content and title of your message. Selecting **Cancel** will redirect you to the main Messages tab and list your message as **Draft** under the **Status** column. * If you are happy with your message, click **Next** to proceed. This will bring you to a scheduling page where you can choose the date and time for the message to be sent. If you would like to release this message immediately, choose **Send immediately** . Otherwise, choose **Send at the Following Time** and fill in the required fields. 5. Click **Next** to view the Message Publishing Summary. 6. This will give you a preview of the message, the timing of release (if scheduled for a later date and time) and the number of subscribers who will receive the message. 7. To deliver the message, click **Finish**. The message will then appear in the **Draft Messages** section until it is sent out. Once it has been sent it will appear in the **Past Messages** section. **Note**: If you choose to send the message immediately, the message will be sent within one hour of submission. The delivery time varies based on the size of the message and the number of subscribers. ### Deleting a Message A message in the **Draft Messages** section can be deleted by clicking the icon that appears in the **Action** column. A window will pop up asking you to click **OK** to confirm you wish to delete the message or **Cancel** to keep it. ### Copying a Message A message in the **Past Messages** section can be copied by clicking on the copy icon under the **Action** column. When you click on the icon, the content editor will load. The content is duplicated from the message you want to copy. ### Editing a Message You can edit a message in the **Draft Messages** section by clicking on the **Name** of the message and making the desired changes. ## Subscribers The third tab under the **Manage Newsletters** section is **Subscribers** . On the **Subscribers** tab you may add, reject, delete or find subscribers. You may view the subscription status of subscribers under this tab. ### Adding a Subscriber To add a subscriber, click **Add Subscriber**. You may add users from your site by selecting the user group button. External users may be added by entering their email addresses into the **New Subscribers** field. These e-mails will automatically be approved. ### Rejecting a Subscriber If you want to reject a subscription, you may click on the icon that appears under the **Actions** column on the Subscribers page. ### Deleting a Subscriber Under the **Actions** column, click to delete a subscriber. A window will pop up for you to confirm that you want to delete this subscriber. ### Finding a Subscriber You will notice a blank search bar next to a field named **Find Subscribers**. Here, you may enter keywords that correspond to the subscriber's email address. Once you have inserted the keyword(s), click the **Search** button. If at any point, you wish to view all the email messages in the database, click the **View All** button located next to the **Search** button. Clicking **Subscribers** will sort the email addresses alphabetically. Each additional click will reverse the order that newsletter names are sorted. You may similarly sort by **Joining Date** or subscription **Status**. ### View Subscription Status Under this column, each subscriber falls under one of the following categories: **Unsubscribed** , **Unapproved** , **Approved** , or **Rejected**. * **Unsubscribed** refers to a subscriber who does not wish to continue subscribing to a specific newsletter. * **Unapproved** is used for users that have chosen to subscribe but have not yet verified their email address. * **Approved** refers to a subscriber who has been successfully added to the list of subscribers. * **Rejected** refers to a subscriber that has been declined subscription status. ## Security In the **Security**tab on a newsletter, you can grant users permissions on the newsletter. By default, they will inherit the permissions from the root newsletter security, however you also can assign permissions at the individual newsletter level. The **Roles** tab allows users and groups to be added to pre-defined security roles. **Form Template Root Administrators** have full access to access, create, edit, and delete any form categories, form templates, their revisions, and their submissions. Only users in this role can access and use the **Manage Form Categories** interface. **Form Template Root Authors** have the ability to edit all the form templates, as well as create new form templates. Users in the **Authors** role are unable to view submissions or configure security to a form template unless they are the creator of that form template. Authors do not see the **Manage Form Categories** link from the Form Library. Users and groups in the **Form Template Root Browsers** role are able to access the Form Library to be able to fill out forms. Browsers do not see the **Manage Form Templates** and **Manage Form Categories** links from the Form Library. To assign a user or group to a role: 1. Click the plus icon next the role name to expand the list of users in that role. 2. Click **Add** to open the **user picker** window. From this window select the users or groups you'd like to grant permissions to by clicking their name and clicking **Add**. 3. When you have selected your users, click **OK**. ### Direct Permissions Within Direct Permissions you can assign specific forms security permissions to other users and groups. 1. First, click **Add** to select the users to grant permissions to. A window will pop up. 2. From this window select the users or groups you'd like to grant permissions to by clicking their name and clicking **Add**. 3. When you have selected your users, click **OK**. 4. To individually assign permissions to each user, click on the plus icon beside their name. From here you can assign specific permissions. | Permission | Description | |------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Create** | Can create and send messages but only if paired with Write permissions. Can also copy an existing message. | | **Delete** | Can delete archived messages but only if paired with Write permissions. | | **Read** | Can view and subscribe to the newsletter. | | **Write** | Can update the name and description of the newsletter. | | **Full Control** | Includes permission to create, delete, read, write as well as the ability to archive past messages. Can also manage Subscribers and configure Security on the newsletter | ### Actual Permissions Actual Permissions allows you to view what permissions specific users have on the Newsletter root. Users higher up the security hierarchy may already have permissions to your Newsletter root. Users with entire site permissions may have permissions to your Newsletter if you have the **Allow Inheritable Permissions From Parent to Propagate to This Object** checkbox selected on the **Direct Permissions** tab. ## Managing Settings The **Manage Settings** section on the **Newsletter Administration Page** allows you to ban specific email addresses or domains from subscribing to your newsletters. To set up and manage any subscription bans, go to **Manage Settings** on the **Newsletter Administration Page**. ### Adding a Subscription Ban 1. Click on **Add Subscription Ban**. 2. Enter the specific email addresses or domains you wish to ban, with one entry per line. 3. Click on **Add New** to activate a subscription ban on the domains or email addresses you wish to ban. To discard, click on **Cancel**. ### Removing a Subscription Ban 1. Under the **Actions** column, click cross icon to remove a subscription ban. 2. A window pop up asking you to confirm your change. To confirm, click **OK**. ### Finding a Subscription Ban To find a subscription ban: 1. Enter keywords into the blank search bar and click **Search**. 2. To view all subscription bans, click **View All**. ## Subscribing to Messages ### RSS Feed Once you are on the root Newsletter page, click on the **RSS Feed** link. This can be found on the title bar of the **Newsletters** box. This will give you an RSS feed for all newsletters on the site. You can also find the RSS feeds for individual newsletters by clicking on the RSS feed icon to the right of the appropriate newsletter. **Note:**Modern browsers no longer support RSS feeds by default. To view the feed as rendered content inside your browser, you will need to install a browser extension. ## Subscribing to Newsletters To subscribe to a newsletter: 1. Click **Subscribe** on the **Newsletters** page. Alternatively, you can click a specific newsletter and then click the **Subscribe** button. 2. If you are not signed in, you will be prompted to fill out an **Email Address** . You will also need to check the **I'm not a robot** ReCAPTCHA to confirm you are a human subscribing to the newsletter. 3. Once you have entered an email and passed the **Security Measure CAPTCHA** , click **Next**. 4. A form listing all available newsletters (that you, the user, have permission to view) appears. Users may choose which newsletter(s) they wish to receive. To select all newsletters, click the box beside**Select all Newsletters** . If you click **Subscribe** from inside a specific newsletter, that newsletter will be pre-checked. If you are signed in to the site, all other newsletters you have already subscribed to will also be pre-selected. * If you are signed in, you will have the option to subscribe via your **default email** address (the one associated with your user profile), or you can select **Use the following email** and specify another email address to use. * If you are not signed in, the email address you entered in the previous screen will be listed in the **Email Address** field. 5. Subscribers may select whether to receive their newsletters as an **HTML** email or **Plain Text** email. 6. After choosing the preferred email address and format and selecting the newsletters you wish to be subscribed to, click **Submit**. 7. You will receive a verification email asking you to confirm that the correct email address has been entered from the subscription. 8. Click the link in your email to confirm your subscription. Once you have confirmed your subscription, you will receive any future newsletter messages that are sent for the newsletter(s) you have subscribed to. 9. As a signed-in user, if you have newsletters that you have subscribed to but haven't confirmed the subscription for yet, you will see arrow icons to the right of each newsletter that you need to confirm the subscription for. ## Unsubscribing from Newsletters To unsubscribe: 1. If you are signed in, when you click on a newsletter that you have subscribed to, you will see an option to unsubscribe. Click on **Unsubscribe** to remove yourself from the newsletter. Alternatively, you can uncheck any newsletters that you want to unsubscribe from the **Subscribe to Newsletter** page. 2. After you make your changes, click **Submit**. Whether you are signed in or not, every newsletter message that is sent to you will contain a link at the bottom of the newsletter that allows you to unsubscribe. When you click the link, you will be brought to a page asking you to confirm that you wish to unsubscribe. To do so, click **Unsubscribe**. --- version: "20251125" language: "en" --- # Newsroom Guide The Newsroom portlet allows you to easily create and publish news stories across your district. To manage the newsroom and create newsroom stories, you must assign users who manage the newsrooms across your entire district and users who can create newsroom stories for site-specific feeds. Each Newsroom can be set up to work with one or more news feeds which allows you to include both district-wide and school-specific news. In order to enable the newsroom for your site or district, please contact SchoolMessenger Support; they will add the Newsroom portlet to your site(s). ## An Overview of Newsroom With the Newsroom module you can create stories that are pushed to a single site or to multiple sites. Users can be assigned permission to manage the newsroom feeds or to publish stories to one or more of the feeds. We will go into each of these elements in more detail later in the guide, but this section will give a brief description of important elements of the newsroom and how these elements work together. ## Newsroom Feeds Newsroom Feeds are used to control where news stories are displayed. Each newsroom can subscribe to one or more Newsroom Feeds. Each news story is published to a feed. If a newsroom is subscribed to a feed that a story is published to, then the newsroom will display that story. It is possible to have a feed specifically for your district, specifically for each school site and a feed that is used for the entire district. Each feed can be configured so news stories can be published to or subscribed to a particular site. A Feed should be named after the site(s) that it is available to be published to or subscribed to. For example, the Baker Lake School District and Schools feed could be set up so that the stories are created at the district but can be viewed at each school site. Alternatively, the feed could be configured so news stories could be published from any of the sites in the district (and viewed from each site). Meanwhile, your school specific feeds can be set up so that they can be created from the district site as well as the specific school site, or from just the school site (or even from just the district site). ## Newsroom Categories Newsroom Categories allow you to apply district-wide categorization to each story that is published to a Newsroom Feed. When a story is properly categorized, it makes it easier for users to find it. As Newsroom Categories are shared across your entire district, it is recommended to create broad categories to label your stories. These can then be paired with more narrowly defined tags. For example, you may have a category for Sports that could be applied to any news story dealing with athletics while you may have another category called Arts that could be applied to any news story dealing with the arts. An individual newsroom can be set to only show stories that include a particular category (or categories) by default, or a user can apply a filter to look for stories with a particular category or categories. When filtering, categories and tags can be combined. Because the Newsroom Categories are district-wide, only Newsroom Super Admins can create, manage or delete categories. Newsroom Authors can choose which categories to apply to the story. ## Newsroom Tags Newsroom Tags are another way to label the content of news stories. While Newsroom Categories are shared across the entire district, Newsroom Tags are specific to each individual Newsroom Feed. This allows you to create more narrow and specific labels that may be relevant only to a particular site or school. For example, in the Newsroom Categories overview, we gave Sports as an example category. If one of your schools was Cascade Ridge Middle School and the Cascade Ridge Dolphins won a local basketball tournament, you may publish a story to the Cascade Ridge Middle School feed that uses the Sports category and a Cascade Ridge Dolphins tag. An individual newsroom can be set to only show stories that include a particular tag (or tags) by default, or a user can apply a filter to look for stories with a particular tag or tags. When filtering, categories and tags can be combined. ## Newsroom Portlets Newsroom Portlets can be configured to display the stories from one or more Newsroom Feeds that have been made available to the current site. At the Cascade Ridge Middle School site, you could, for example, have a Newsroom portlet that shows only stories that were published to the Cascade Ridge Middle School feed. Or it could show stories that were published to the Baker Lake School District feed or to the Cascade Ridge Middle School feed. ## Newsroom Roles and Permissions Because the newsroom allows news stories (or posts) to be created, edited and displayed across your entire district, it includes some unique roles that control which users can make different kinds of changes across all your sites. In order to configure and use the Newsroom module, you will need to be sure to assign the proper roles to the right users. ### Newsroom Super Admins Newsroom Super Admins can create and manage Newsroom Feeds that can be used on the district and school sites. They are also able to create and manage Newsroom Categories. Newsroom Super Admins also have the ability to publish news stories like a Newsroom Author. In order to be a Newsroom Super Admin, the user must have an account at the district site. Only users who are Administrators of the district site are able assign users the Newsroom Super Admin role. The Newsroom Super Admin role is NOT available for school sites unless it is a standalone site (a single school site that is not linked to a parent district site). ### Newsroom Authors A Newsroom Author can control what feeds a Newsroom Portlet displays in a Newsroom Portlet on the current site. Newsroom Authors are able to publish, manage and edit news stories for any feeds that have been given permission to publish to from the current site. A Newsroom Author must have a user account on the site they are working from. With school sites that could be an account that was created at the district and pushed to the school or one that was created directly at the school site level. Only users who are Administrators of the current site are able assign users the Newsroom Author role. ### Administrators As an Administrator you are able to assign users to Newsroom Author role. If you are an Administrator on the district site, you will also be able to assign users to the Newsroom Super Admin role. If you wish to act as a Newsroom Super Admin or Newsroom Author on a site, you will have to first be assigned the role. ### Page Editors In order to add a Newsroom portlet to a page, or to change which feeds are being displayed on a given Newsroom portlet, you will need to have editing permission on the page you are working with. This permission can be assigned if you have been given the **Edit** permission on the page, have been assigned **Full Control** to the page or if you are an **Administrator**of the site. **Note**: In order to create or manage Newsroom feeds, you will need to be on the district. You will need to have permission to edit the page you are, and you will need to be assigned to the Newsroom Super Admin role. ## User Role and Permission Granted The following table illustrates what permission(s) will allow you to perform specific actions for the Newsroom. | Action | Administrator | Page Editor | Newsroom Super Admin | Newsroom Author | All Users | |-----------------------------------------------|---------------|-------------|------------------------------------------------------------|-----------------|-----------| | Assign Newsroom Roles for the current site | X | | | | | | Add a Newsroom Portlet to a Page | X | X | | | | | Choose Feeds to Display on a Newsroom Portlet | X | X | | | | | Create or Manage Newsroom Feeds | | | X (must also have Administrator or Page Editor permission) | | | | Add a Story | | | X | X | | | Edit a Story | | | X | X | | | Archive a Story | | | X | X | | | Create and Manage Categories | | | X | | | | Select Categories for a Post | | | X | X | | | Create Tags for a Post | | | X | X | | | Update Portlet Settings | | | X | X | | | View Archived Stories | | | X | X | | | View RSS Feed | X | X | X | X | X | | Filter Stories | X | X | X | X | X | | Search Stories | X | X | X | X | X | | Read Unreleased Stories | | | X | X | | | Read Released Stories | X | X | X | X | X | ## Giving Users the Ability to Use Newsroom The only users who are able to create or manage newsroom stories are users that have been added as **Newsroom Super Admins** or **Newsroom Authors** . **Before news stories can be created, an Administrator will need to assign one or more users to the appropriate roles.** To add a user to a Newsroom role: 1. Log in as a member of the Administrators group. 2. Go to the **System Administration**page. 3. Under **General Administration section,** click **Server Settings**. 4. Click on the **Roles**tab. 5. Click the **Roles** dropdown and choose **NewsroomAuthors** or **NewsroomSuperAdmins**. 6. Click **Add Members**. 7. In the User Picker window, find the user(s) you wish to authorize and click **Add**. 8. Once you have added all the users you wish to include in the role, click **OK**. ## Adding a Newsroom Portlet The process for adding a Newsroom portlet to a page is the same process as for adding any other portlet to a page. You will need to have **Edit**permission on the current page to add a Newsroom portlet to the page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your tabs portlet. In the Portlet Library, click on the **Basic**category. 3. Drag and drop the **Newsroom**portlet on to the page. ## Newsroom Feeds A Newsroom portlet can subscribe to, or publish stories to, one or more Newsroom Feeds. **Newsroom Authors** and **Newsroom Super Admins** can publish stories to a feed and choose which feeds are used for a particular Newsroom portlet. Only **Newsroom Super Admin** users are able to create and manage Newsroom Feeds. Before creating Newsroom Feeds, it is a good idea to think about how you want to handle creating and distributing your news stories. Some common feeds you may want to consider are: * **District News Feed**: A feed of news stories that are published on your district site and are intended to only appear on your district site. * **District and Schools News Feed**: A feed of news stories that are published on your district site but are intended to be displayed on your district and school sites. * **School Specific Feeds**: Feeds for news stories that are published on individual school sites and are only intended to be displayed on the individual school sites. There are other Newsroom Feed configurations possible, such as a feed for high schools, a feed for middle schools, etc. It is up to you to decide which approach works best for your school district. ### Managing Newsroom Feeds To manage Newsroom Feeds, you will need to have **Edit** permission on the current page. Your account will also have to been added to the **Newsroom Super Admin** role. 1. Set **Design Mode** to **On**. 2. Click the pencil icon in the corner of the **Newsroom**portlet. 3. Click **Manage Feeds**. ### Creating a Feed 1. Within Manage Feeds click **Add Feed** to create a new feed. 2. In the **Feed Name**field add a name for your field. 3. You will see a list of your district and school sites listed under **Server** Name. For each site you want to be able to publish news stories for the feed from check the **Publish** box. If you want Newsroom Authors to be able to publish to this feed from all your sites, click **All**. 4. For each of your sites you can choose whether or not the Newsroom portlets on that site will be able to display stories from your new feed. For any site that you wish to grant the ability to see the stories check the **Subscribe** box. If you want editors to be able to subscribe to this feed from all of your sites, click **All**. 5. Click **OK**. **Note**: If you check the **Publish**permissions option for a site, the **Subscribe**option for that site will also be automatically checked. ### Editing a Feed 1. Within Manage Feeds, click the feed you wish to edit and then click **Edit Feed**. 2. You will see the list of your district and school sites listed under **Server** Name. For each site you want to be change the ability to publish news stories for the feed from check or uncheck the **Publish**box. 3. For any site that you want to change the ability for editors to add the feed to a Newsroom portlet, check or uncheck the **Subscribe**box. 4. Click **OK**. **Note**: If you check the **Publish**permissions option for a site, the **Subscribe**option for that site will also be automatically checked. ### Deleting a Feed To delete a feed: 1. From within Manage Feeds, click the feed you wish to delete and click **Remove Feed**. 2. Click **OK** to confirm your deletion. **Warning**: If you delete a feed all news stories that were created for that feed will be removed from ALL Newsroom portlets on ALL of your sites. ### Selecting Newsroom Feeds As a **Newsroom Author** or a **Newsroom Super Admin** you can choose which feeds should be included. 1. Click the pencil icon in the corner of the **Newsroom**portlet. 2. In the **Feeds**dropdown choose the feed(s) you wish to include in your newsroom. 3. Click **Save**. After selecting the feeds, all active news stories for those feeds will be visible in your Newsroom portlet. ## Newsroom Settings As **Newsroom Author** or **Newsroom Super Admin** you can configure the settings for your newsroom. To configure, click the **Settings**button. ### Post Layout Style Choose one of the following styles for your newsroom to determine how your news stories are displayed: * **Template**: Choose a template to control how the stories are displayed. * **Grid**: Display news stories in a grid. * **List**: Display a list of news stories. ### News Summary Layout Template If you chose **Template** for the **Post Layout Style** you will be able to choose a site render template to control how the layout for news story summaries appears. By default, there is only one site render template available, **Default News Summary Template**. ### News Detail Layout Template If you chose **Template** for the **Post Layout Style** you will be able to choose a site render template to control how the layout for the news stories appear when you click a story from the newsroom. By default, there is only one site render template available, **Default News Summary Template**. ### Maximum Number of Posts to Show per Page The **Maximum Number of Posts to Show Per Page** field lets you determine how many news stories should be displayed per page. If you have more stories in your newsroom than the maximum number of posts to show per page, then pagination links will appear at the bottom of the newsroom. ### Don't show posts created before The **Don't Show Posts Created Before**field allows you to hide any stories created before a particular date from the newsroom. You can use this if you want your newsroom to only feature more recent stories (such as from the past month, or from the current school year). ### Show Author If you want to display the name of the user who created each news story, check the **Show Author**checkbox. ### Show Feed Name If you want to display the name of the feed that each story in your newsroom is from, check the **Show Feed Name**checkbox. ### Show Recent Posts Sidebar in Article Detail View If you want to feature recent news stories in the sidebar when viewing a news story, check the **Show Recent Posts Sidebar**checkbox. ### Default Filter Settings With the **Default Filter Settings** you can choose to enable filters to automatically apply when people first view the newsroom. You can enable any combination of a **Search** term, one or more **Categories** and one or more **Tags**. Only stories that fit with each element you have selected will be displayed. Once you have configured your settings click **Update**. **Note**: If you wish to have a newsroom dedicated to a particular topic or interest, such as Cascade Ridge Middle School Athletics, you can choose specific categories or tags that suit that topic. ## Publishing Newsroom Stories As a **Newsroom Author** or **Newsroom Super Admin** you are able to publish news stories. To publish a new story, click **Add Post**. **Note**: You will only see the Add Post option if you are a Newsroom Author or Newsroom Super Admin and at least one of the Feeds that your newsroom is subscribed to has publishing permissions on the current site. ## Titling Your Story Fill in a **Title** for the story. This title must be 50 characters or less. The **Friendly URL**will be generated automatically based on your title and the current date. If you wish to change the friendly URL, you can do so by clicking the padlock icon. You can then change the URL. ## Show or Hide Post Settings Sidebar You can collapse the **Post Settings** sidebar by clicking the playback icon or expand it by clicking the reverse play icon. ## Selecting an Image If you wish you can add an image to your story: 1. To add an image, click **Add Feature Image**. 2. Select an image from your computer. 3. You will be prompted to crop the image to fit the page. 4. You can hover over the cropped box to move it, or you can click outside of the box to click and drag a cropped image area. 5. Click **Add** at the bottom of the **Add Image**box to confirm the image area that will be displayed. 6. If you have added an image, you must also fill in the Image Captionto describe the image for users accessing the story via a screen reader. 7. Click the **Click here to add caption...**field and enter your description. 8. If you wish to remove or replace your image, you can use the trash can icon in the top-right corner of the image. ## Adding an Author If the **Show Author** field has been enabled in Newsroom **Settings** , then the **Author**field will be displayed to anyone viewing the story from within that newsroom. If you are creating a story then your name will be automatically populated into the **Author**field, however another name can be entered instead if necessary. ## Creating Story Content In the **Content**field you can enter the actual news story. This content field uses a rich text editor that has options that are similar to the editor you will see in other places within Presence, but it is not the same editor. Within the editor you will have the following editing options: | **Icon** | **Description** | |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![att_23_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_db3489524557bc9e658de3daacae0c4aeb6ce7e73211baed3049c01d7b8636f2/att_23_for_534349216.png?cb=6d0f958dbf7dcbe7e858354ea6e860a5) | **Bold** | | ![att_24_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_8f64210b70c3b7d72a1c681107ad461bcc5e87fa92fa5d6650dcf343a8cb9e0a/att_24_for_534349216.png?cb=622a75578b1b4ba37794725e68546738) | **Italics** | | ![att_25_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_50999170a9de49323c9c1d6cdb8e156403c8b2159702cb6871e0990f1729ba73/att_25_for_534349216.png?cb=3166feebecbcd55f3108d21f6de78707) | **Underline** | | ![att_26_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_ed93578b119554f3a2bf7b96fe141266a6924c42558206a87cbd6d1491a8b3a3/att_26_for_534349216.png?cb=a73fb1257f4a83e39f7f60ce360e5530) | **Strikethrough** | | ![att_27_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_3b54e947570a4162e7b384032dd423ddaa94be2d05b656288190a28d3b38309b/att_27_for_534349216.png?cb=bdf896b51d1e0d47798fc000b3313495) | **Subscript** | | ![att_28_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_89ca67f288480f36e509c2f9fdfaab7bfffda920171d2d98627f8f9c7d915b68/att_28_for_534349216.png?cb=64c21ae6f4891407b2f07b1c7309fcbd) | **Superscript** | | ![att_29_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_f6614cf55c96080d05092ac009fbdb2650a8f26253c8b020346986fad78318a1/att_29_for_534349216.png?cb=f8cedc93a096bad5e698e0f47be9b1a0) | **Remove Formatting**: Removes any formatting from highlighted text. | | ![att_30_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_d748e6b3c75050f7959571e60208cf97d97c59454cb7fffc0fb2a0181588baf7/att_30_for_534349216.png?cb=d6b6f85ee8e80fc6e1ba67a8a17e101d) | **Left Align** | | ![att_31_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_5d3bc5424d0c48a2c3c7f2a2352df44df86302d9061ac5f5f1fff8a7abe77498/att_31_for_534349216.png?cb=d80d17c413b30b759ed0724c0053c5ec) | **Center** | | ![att_32_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_ddbd50c012465bd4c0bd118d10ebbc94f451efcf216f65319349773c94cf5869/att_32_for_534349216.png?cb=fca77e7f167ebc0113408bdb35deeb48) | **Right Align** | | ![att_33_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_ad3fe499b375329626a4786be00fc4e6e8ea958fe084f3211a3f9c22295c9a19/att_33_for_534349216.png?cb=b99a40afec828a128033018f56f1494c) | **Justify** | | ![att_34_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_d928c39657aad83ae174a8f0d621b1c8d26162bdbf37138ec400eeef24f17f95/att_34_for_534349216.png?cb=fa34b14eaaf168fba8085b01ce0c50e2) | **Indent Paragraph** | | ![att_35_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_20c45f3e59f11841cbc16312da892fb138b5cfa0542a33f329b1938aa4da0ae6/att_35_for_534349216.png?cb=a9d8173c14a7c27decd01ae18b18230e) | **Outdent Paragraph** | | ![att_36_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_5b034cbec3211b2d644af780480c081e07d69149db93189ebec259c7dfd56dad/att_36_for_534349216.png?cb=94c72ad56e547e0f7d7836ef8d1f49a8) | **Numbered List** | | ![att_37_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_504b98358157ca8d831a9dfed36d7b35c2dc79cf3660dbb76b5e518d64666c03/att_37_for_534349216.png?cb=9d89c152f11fbf3017dea0f5d7e48e54) | **Bullet List** | | ![att_38_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_99ff289be18748ce9ea71338be9a6bf17057639b28fc4a80705616dd1894212b/att_38_for_534349216.png?cb=92d6d509c05da7d12c04a39289ce02f9) | **Style** : Choose a style for your text. Can be the default **Paragraph**formatting or you can choose one of the header styles. | | ![att_39_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_226086ddc25263ffcc943f9197628be5e587403e01122939f00169dd3115bc9b/att_39_for_534349216.png?cb=5765f1ecd35303d05022832b9ac6cbcf) | **Undo**: Undo your last action in the editor. | | ![att_40_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_f1b617511e58f839ce7db735cece361d7e8d185ed97c7e9d5a11c162cf465684/att_40_for_534349216.png?cb=1971a1704c6628eacaf8cad394809416) | **Redo**: Redo an action you have undone. | | ![att_41_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_fabe2b5742ee05a7ebf378828f9f6c41d4083eb5b70d61269fb94879255c58ef/att_41_for_534349216.png?cb=5c5e8211af3b7e87233ad4fc64bd3afd) | **Insert Link** : Create a hyperlink where your highlighted text is. You will be prompted to enter a **Web Address** and a **Title** . You can also choose to **Open Link in a New Window**. | | ![att_42_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_3c23d10c92df99e03f43db8b5668d690d70707452d527a6512c21a22f8de2979/att_42_for_534349216.png?cb=474e05d1da99cbbcd13a2438d4e71313) | **Remove Link**: Remove the currently selected hyperlink. | | ![att_43_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_8a3807f6fa270d33634c6f9d0bad28b4d95a93280f2f8474b253d05f0f323eb7/att_43_for_534349216.png?cb=1fa69a3fea736355cd1289f5bd68a6ed) | **View HTML**: View the raw HTML for the news story. You can make edits while viewing the HTML, but you will not be able to add tags not supported by the editor (such as script tags). | | ![att_44_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_c14d8730b6ebe81f5db033fe045124958960f3b858c9603173d3d5bd94354962/att_44_for_534349216.png?cb=a168522a74fc72c2fe4bf619ba75b5a4) | **Add Image**: Use the Image Manager to add an image within the main body of your news story. | | ![att_45_for_534349216.png](https://uc.powerschool-docs.com/__attachments/a_140741a9e5a44ef168c4b36eef0cd348c7a8a1e92df18f0b02321141706b22a1/att_45_for_534349216.png?cb=95dc9d621cf862e212db54fe31ae9b00) | **Full Screen**: Toggle between the editor being at its normal size and taking up the full browser window. | As you create the news story **Content** , the first 255 text characters (including spaces) will be automatically placed in the **Summary**field. If you wish you can change this to create your own summary by clicking on the padlock icon. ### Choosing How and Where Your Story Appears If you want the story to show at the top of any newsrooms the feed is included in, even when newer stories have been published, check the **Pin it to the Top**checkbox. ### Selecting a Feed If your Newsroom portlet is set to only work with a single news feed,then that **Feed** will be selected by default. If the Newsroom portlet is linked to multiple feeds, then click the **Feed**dropdown to choose the feed for the story to be published to. Any Newsroom portlet that includes the feed that you selected will be able to display the news story. ### Selecting Categories To help users who may be looking for specific kinds of stories you can add a category or categories to the story. Categories are shared across the whole district and are created and managed by **Newsroom Super Admins**. Newsroom Authors cannot create or edit categories, but they are able to select any available category or categories to apply to a story. Click the **Category**dropdown and choose the category or categories you wish to include. ### Managing Categories If you are a Newsroom Super Admin you will see an option to **Manage Categories** . If you want to create or change the available categories, click **Manage Categories**. Keep in mind that categories are shared across your entire district and so they should be relatively broad. To create a new category: 1. Click **Add Category**. 2. Fill in the **Category Name**. 3. Click **OK**. To rename an existing category; 1. Click on the category in the list of categories. 2. Click **Edit Category**. 3. Make any desired change to the **Category Name**. 4. Click **OK**. To delete a category: 1. Click on the category you wish to delete. 2. Click **Remove Category**. 3. Click **OK**. ### Selecting Tags Tags can be created by both Newsroom Super Admins and Newsroom Authors while they are adding or editing a newsroom story. Unlike categories, tags are limited to a specific feed and are not shared between other Newsroom Feeds. As such tags can be much more narrowly tailored to things that may be only relevant to the current feed. To add specific tags relevant to your story, click the **Tags**field. Type in the name of tags that suit your story. Press **Enter**or select the tag name from the dropdown to add it to the story. ### Choosing When Your Story is Visible 1. By default, your story will be scheduled to **Release At** the current time and the **Expire At** time will be set to **12/31/2099 11:59 AM**. Effectively this means that the story will be posted immediately and will not expire. 2. To change when the story will first be published in Newsrooms, click **Release At**. 3. Type in your desired **Date** and **Time** or use the calendar icon to choose the **Date** and **Time**you want the story to first become visible to users viewing newsrooms that are subscribed to one of the feeds the story is being pushed to. 4. If you want the story to no longer be visible to users after a particular date and time, click **Expire At**. 5. Type in your desired **Date** and **Time** or use the calendar icon to choose the **Date** and **Time** you want the story to no longer be available. The **Expire At** date and time must be after the **Release At**date and time. 6. To publish your news story, click **Publish**at the top of the column. 7. If you want to make changes to the story, click the **Post Content** tab. If you wish to discard the story, click **Cancel**. **Notes**: * You cannot choose a date and time that is earlier than the time the story was first created. * Prior to the **Release At** time and after the **Expire At** time the story will not be visible to guests or other users viewing any Newsroom portlets that are subscribed to a feed the story is part of. However, **Newsroom Authors and Newsroom Super Admins will still be able to see the story when viewing the Newsroom**. * Even if a news story is active based on its **Release At**and **Expire At**time, it may not be visible in a specific newsroom if that newsroom is set to not show stories that are older than when your story was first created. ### Managing Newsroom Stories As a **Newsroom Author** or a **Newsroom Super Admin**, you are able to edit or archive posts when viewing a Newsroom. ### Editing Newsroom Stories To edit an existing news story, find the story you wish to click the pencil icon. You will have the same options as when creating a story. For more information see the Publishing Newsroom Stories section. ### Archiving Newsroom Stories As a **Newsroom Author** or **Newsroom Super Admin** you are able to archive a news story from a newsroom. Once a story has been archived, it will only be visible to Newsroom Authors and Newsroom Super Admins. To archive a story: 1. Click the box icon. 2. Click **OK** to confirm that you wish to archive the story. ### Viewing Archived Newsroom Stories To view stories that have already been archived: 1. Click **Show Archived**. 2. You will now see all the archived stories, if any, for the Newsroom Feed(s) that the newsroom is using. **Note**: When viewing archived news, you will only see archived news stories. To go back to the live news stories, click **Hide Archived**. ### Restoring Archived Newsroom Stories To unarchive a news story: 1. Click **Show Archived**. 2. For a story you wish to restore, click the play icon. 3. Click **OK** to make the story visible again to users. ### Deleting Archived Newsroom Stories To permanently delete an archived news story: 1. Click the trash can icon. 2. Click **OK**to permanently remove the story. **Note**: As archived stories are not visible to regular users, there is no need to delete archived news stories. ## Viewing the Newsroom All users who have permission to view the page with your Newsroom portlet (not just Newsroom Authors and Newsroom Super Admins) can view any news stories. You can access any visible story by clicking on the story title or by clicking **Read more**. **Note**: If you are a Newsroom Author or Newsroom Super Admin, stories that have not yet been released or that have already expired will still be visible to you along with the released news stories. If you are not a Newsroom Author or a Newsroom Super Admin, these unreleased or expired stories will not appear when viewing the newsroom. When viewing a news story, you can easily share the story to Facebook or Twitter by clicking the **Share** button. Click on **Twitter** or **Facebook**, and you can publish a link to the story on your social media account. ### Searching for News To search for a news story: 1. Search for a story using the **Search...** bar. This will allow you to search for a story by **Title** and **Content**. 2. Click in the **Search...**bar. 3. Type in what you wish to search for. You can enter a partial or complete word or multiple words. 4. If no articles match your search, you will see a message saying that **There are no active news stories available** . **Note**: Please be aware that the search will look for the entire string so if you enter two words into search field those two words must be consecutive in the news story Title or Content in order for the story to be shown as matching your search. ### Filtering News Users are able to filter news stories by categories and/or tags. With the filter in place, only stories that match the categories or tags you have selected will be visible. By default, the filter will be showing **All Categories** and **All Tags** (unless the filter has been changed in the Default Filter Settings). On the **By Category** and **By Tag**tabs, you can check one or more options that you want to show. **Note:**Only categories that have been used by stories that are displayed in the current newsroom will be listed as options to select. If you have a large number of categories or tags, you can use the **Search...** bar to find the specific item you are looking to select. If you choose one or more categories for your filter, and leave tags set to **All Tags** , you will see all stories that have at least one of the categories you have selected. Make your preferred filter choices and click **Apply**. If you choose one or more tags for your filter, and leave categories set to **All Categories**, you will see all stories that have at least one of the tags you have selected. However, if you select both categories and tags, you will only see stories that have at least one of your selected categories and at least one of your selected tags. For further filtering you can combine your filter with a term in the **Search...**bar. ## RSS for News Each newsroom has an RSS feed for any feeds that it displays. You can use this RSS feed to subscribe to the newsroom via an RSS Reader. To access, click **RSS Feed**. **Note:**Modern browsers no longer support RSS feeds by default. To view the feed as rendered content inside your browser, you will need to install a browser extension. ## Where to Add Newsroom Portlets The Newsroom portlet can be configured to display the same feed in multiple locations on a site. You can also display multiple Newsroom Feeds on your site. For instance, let us say that you have created a Newsroom Feed that is for news stories that you only want to display on the district site. And you have created another feed for stories that you want to have appear on the district and all of your school sites. On your district site, you can set the Newsroom portlets to display both the district-wide feed and district-only feed. Then on your school sites you can set the Newsroom portlets to display the district-wide feed and the feed for the specific school the portlet is on. You can also place the Newsroom portlet on multiple locations of your site, even if it is showing the same feed or feeds. For example, you may want to have your newsroom available on the homepage of your site. But you can also place a Newsroom Portlet on a page that is specifically intended for news. As you can see from this example, you can use different settings for the two different newsrooms even though they are displaying the same stories from the same news feeds. This is just one example of how you may want to set up your newsrooms. Here are some other possibilities you may want to think about: * Creating Newsroom Feeds for all elementary, all middle and all high schools in your district. * Placing a newsroom for each school on dedicated pages at the district site. * Use the Settings button to choose default Categories and Tags for your portlet to create newsrooms for specific topics or areas of interest such as a School Board News or Athletics. ## Newsroom on School Sites If you have multiple sites (like a district site and several school sites), you will need to do some configuration from both the district site and the school site(s) in order to have your news stories appear in newsroom portlets at the schools. If you have a single standalone Presence site, this section does not apply to you. ### Creating a Feed for a School A feed specific to a school can only be created from the district site. While logged into the district site as a user with the Newsroom Super Admin permission. 1. Set Design Mode to **ON**. 2. Click the pencil icon in the corner of the **Newsroom**portlet. 3. Click **Manage Feeds**. 4. Within Manage Feeds click **Add Feed** to create a new feed. 5. In the **Feed Name** field add a name for your field. You will see a list of your district and school sites listed under **Server Name**. 6. For each site you want to be able to publish news stories for the feed from check the **Publish**box. Most likely you will want to use one of three scenarios for your school feed, however, feel free to use whichever configuration best suits your needs. ### Create Stories from only the School 1. If you wish stories for the school to be created only from the school site, check the **Publish** option for the school site. This will also automatically select the **Subscribe**option for the site as well. 2. Click **OK**. With this configuration, you will be able to view and create stories from properly configured newsroom portlets on the school site, but you will not be able to view or create the stories at the district or any of the other school sites. This option is a good one to use if a school-specific person (or persons) will be primarily responsible for creating news stories for the school. **Note**: A user from the district could still create stories in this situation, but only while logged into the school site, and only if their account has been designated as a **Newsroom Author** at the school site. ### Create Stories from only the District 1. If you wish stories for the school to be created only from the district site, check the **Publish** option for the district site. This will automatically select the **Subscribe**option for the site as well. 2. Check the **Subscribe**option for the school site. 3. Click **OK**. With this configuration, you will be able to view and create stories for the school from properly configured Newsroom portlets on the district site, and you will be able to view (but not create) the stories from properly configured portlets on the school site. This option is a good one if a person at the district (or persons) will be creating all school-specific news stories. ### Create Stories from District or School 1. If you wish for stories for the school to be created from both the district and the school, check the **Publish** option for both the district and school sites. This will automatically select the **Subscribe**option for those sites as well. 2. Click **OK**. With this configuration, you will be able to view and create stories for the school from properly configured Newsroom portlets on the district or the school site. This option is a good one if there is a person (or persons) at the district that will be creating school-specific stories, but there is also a person (or persons) at the school that will be creating stories as well. ### Subscribing to a Feed for a School If you have editing permission on a page with the Newsroom portlet, you can choose which feeds should be used with that Newsroom portlet. 1. Set Design Mode to **ON**. 2. Click pencil icon in the corner of the **Newsroom**portlet. 3. In the **Feeds** dropdown choose the feed(s) you wish to include in your newsroom. If you wish to include all feeds that are available for your school, you can choose **All Feeds**. 4. Click **Save**. After selecting the feeds, all active news stories for those feeds will be visible in your Newsroom portlet. ## Setting a Newsroom Author for a School If you have set up the feed to publish stories for the school's feed only from the district site, then you will be able to use the newsroom roles you already set up via the Giving Users the Ability to Use Newsroom section. If a user or users will be creating newsroom stories at the school level, you will need a user that is in an Administrator at the school site to designate user(s) as **Newsroom Authors**. **Note**: The Newsroom Super Admin role is not available at school sites. To add a user to the Newsroom Author role, on the school site go to the **System Administration**page. 1. Under **General Administration section,** click **Server Settings**. 2. Click on the **Roles**tab. 3. Click the **Roles** dropdown and choose **NewsroomAuthors** . 4. Click **Add Members**. In the User Picker window, find the user(s) you wish to make into Newsroom Authors and click **Add**. Once you have added all the users you wish to include in the role, click **OK**. ## Creating News Stories at the School If your account has been set as a **Newsroom Author** at a school site, and a Newsroom Feed (or Feeds) have granted the school site Publish permission, then your account will be able to create news stories from Newsroom Portlets on the school site. To publish a new story on the school site, go to a page with a **Newsroom** portlet and click **Add Post**. If your Newsroom portlet is set to only work with a single news feed,then that **Feed** will be selected by default. If the Newsroom portlet is linked to multiple feeds, then click the **Feed**dropdown to choose a feed you want to use for the story. For more information on creating a news story, see the Publishing Newsroom Stories section. ## Troubleshooting If a user account does not have the Newsroom Super Admin or Newsroom Author permissions you expect it to have, please take the following steps. You will need to be an administrator on the site in order to perform these steps. ### Check User Role 1. Go to the **System Administration** page. 2. Under **General Administration section,** click **Server Settings**. 3. Click on the **Roles**tab. 4. Click the **Roles** dropdown and choose **NewsroomAuthors** or **NewsroomSuperAdmins**. 5. Ensure that the user is listed in the appropriate role. If they are not, click **Add Members** and add the user. ### Regenerate User's Authorization Key 1. If your user was already in the appropriate role, they may need to have a new key generated. Go back to the **System Administration**page. 2. Under the **General Administration** section, click **Manage Authorization of Roles**. 3. From the **Roles** dropdown, choose your desired role (**NewsroomAuthors** or **NewsroomSuperAdmins**). 4. Find the desired user. 5. Click **Re-Generate**next to the user having the issue. The user should now be able to act as a Newsroom Super Admin or Newsroom Author. --- version: "20251125" language: "en" --- # Page Directory Portlet Guide The Page Directory portlet allows you to display a list of pages from a specific section of the site. ## Adding a Page Directory Portlet The process for adding a Page Directory portlet to a page is the same process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your Page Directory. 3. In the **Portlet Library** , click on the **Content Management**category. 4. Drag and drop the **Page Directory**portlet on to the page. ## Editing a Page Directory Portlet To configure a Page Directory portlet: 1. Set **Design Mode** to **On**. 2. Click the pencil icon on the top-right corner of the **Page Directory** portlet. 3. To choose a top-level page for your directory, click **Browse** for the **Start Page** field. 4. The **Render Template** will determine the look and feel of your directory. You can use the drop-down to select a render template. 5. The **Group By** drop-down allows you to choose if the directory is grouped. You can group by: * **None**: The child pages of the selected page will be listed without any headings. * **Name**: The child pages will be grouped by first letter, with the first letters serving as headers for each grouping. * **Section**: The child pages of your selected page will be displayed as the headers with the child pages of those child pages being listed. 6. For the **Layout Mode** you can choose between **Automatic** and **Custom** . If you choose **Automatic** , you can specify the **Number of Columns** . If you choose **Custom** , you can control not only how many columns but also the **Number of Items per Column**. 7. To save your configuration, click **Update Settings**. You will now be able to view the Page Directory. --- version: "20251125" language: "en" --- # Photo Gallery Guide The Photo Gallery is a great tool for administrators and users. This tool allows you to create multiple albums with dynamic features. The online Photo Gallery can be used to **Showcase Sporting Events**. Create team specific albums to showcase highlights of games. * **Present Festivals**: Create albums of yearly festivals. * **Highlight Parks**: Create albums showing off local parks. ## Add a Photo Gallery Page 1. Navigate to the page you would like the gallery to be published under. 2. Go to **Page** and select **Photo Gallery Page**. ![Photo Gallery Page menu](https://uc.powerschool-docs.com/__attachments/a_181a647c5189255020b64a8b51015eb8b491af6e7aaa9771afee6ea5a858494a/att_1_for_533791528.png?cb=1d57e08c1a91bc9a08f723cb82205eee) 3. Enter a name in the **Page Name**field for your new page. 4. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL** , click the **Lock** icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. 5. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. 6. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. ![User picker options](https://uc.powerschool-docs.com/__attachments/a_13545641a315f457aaed9fd05e02865b2f317f2f7778800fc0b7d50f8c65d459/att_5_for_534578167.png?cb=289908be83721bae6e63fe7597bb2301) 7. If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. 8. Click **Create**to create the Photo Gallery page. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ![New Calendar page](https://uc.powerschool-docs.com/__attachments/a_f5120d66f183dfd1db2db0ecb546a6e7879d96431f152665e89a00857115b22d/att_6_for_534578167.png?cb=1462c2cad2173cab672d4bf9d8081874) ## Add a Photo Album If there are no existing photo albums in the Photo Gallery portlet, you can create a gallery by clicking **Add Images**. ![Photo Gallery window](https://uc.powerschool-docs.com/__attachments/a_f01f4e74dceee8a9149b4011699979a059b1eaad61255134712f5243b807da81/att_23_for_533791528.jpeg?cb=f37606163306575cad8e7bc24aa4ec32) 1. If there are already one or more albums in your portlet, you can click **Add Album**to create a new album. 2. The **Add Files** interface will open. 3. You can use **Add Files** toselect the files you wish to upload or you can drag and drop your images in to the Add Files window. 4. Once you have added all the files you wish to upload, click **Start Upload**to begin uploading the images to your site. 5. As each image is uploaded, it will be removed from the Add Files interface until all the images have been uploaded. 6. When the upload is complete, you will be brought to the Album Management interface. **Note**: Each album supports a maximum of 50 images. ![Add Files window](https://uc.powerschool-docs.com/__attachments/a_2ca81b8f0b7df8495854efafb53bec3a6ec3b3c61475830c2fbc9a763ad521bb/att_25_for_533791528.jpeg?cb=71b342e7470c4b14e46fa68898f68317) ## Manage a Photo Album To manage a photo album, click on the album within your Photo Gallery portlet. ![Add Files window](https://uc.powerschool-docs.com/__attachments/a_62e9aa63ed0259220f5316ebb4b9faedece284075eaf9999e46253d62cb7bbfe/att_29_for_533791528.jpeg?cb=62bc9fc2ee2ec6635762b73f1c5a6296) **Note**: When you finish creating a new album, you will be taken directly to the management interface for that album. 1. If you hover over an album, you will see a number of options that are available. 2. If you click on the album cover or click the **Configure** icon to bring up the Image Properties interface. For more information on working with a specific image, see the Manage Individual Imagessection. 3. To change the order of your albums, you can click the **four-arrows** (**Order**) icon. You can use drag and drop to rearrange the images into whatever order you prefer. 4. You can use the **X** (**Delete**) icon to delete any albums you wish to remove. ### Set Title and Description At the top of the album management interface, you will see fields for the **Title** and **Description**of your album. ![Album Title and Description window](https://uc.powerschool-docs.com/__attachments/a_6a24300efc0a7a4a4fd7e57ab54171c9cb742363f4bb19d555c271d90e6fd4e7/att_10_for_533791528.jpeg?cb=b30d39d919fdd1e759a940cc61a300e1) Enter the text you wish in these fields and click **Save**to confirm your changes. ### Add More Images If you want to add more images to an album, click **Add images** . This will bring you back to the Add Files interface. For more information on adding files, see the Add a Photo Gallerysection. ![Add Files window](https://uc.powerschool-docs.com/__attachments/a_d674d795d7447e4098b68e7d7fe77b21436640aef1e0103edc665a221d5b67a9/att_26_for_533791528.jpeg?cb=3feb6b0db6bb1cca5858c6764eb1b050) ### Image Management From within an album, you can access the properties for each image, change the order of images and remove any images you no longer wish to use. 1. If you hover over an image, you will see a number of options that are available. 2. If you click on the image or click the **Configure** icon to bring up the Image Properties interface. For more information on working with a specific image, see the Manage Individual Imagessection. 3. To change the order of your images, you can click the **four-arrows** (**Order**) icon. You can use drag and drop to rearrange the images into whatever order you prefer. 4. You can use the **X** (**Delete**) icon to remove any images from your album. ### Manage Individual Images To manage individual images, click on the image within the album. You can also click the **four-arrows** (**Order**) icon. This will bring up the Image Properties interface. You can fill out a caption for your image. If you wish, you can designate an **Album Cover Image** by checking the option. This image will then show on the photo gallery portlet when viewing your albums. If no cover image has been specified, each time the portlet is loaded a random image from within the album will be displayed. ![Album Cover Image window](https://uc.powerschool-docs.com/__attachments/a_79df1a2777b9b0b6c061c2e06613bd795b024f147a2203144f1253a732172db6/att_30_for_533791528.png?cb=46d33820e55d4e0cb2b0762e773cf207) 1. Click **Save** to confirm your changes. 2. If you wish to remove an image, you can click **Delete** to remove the image. 3. You will be prompted to confirm your deletion. 4. Click **Close** or the **X** (**Delete**) icon of the interface to close the management interface. ## Gallery Settings 1. To change the gallery settings, click on **Gallery Settings**. 2. You can specify a title and a description for the photo gallery. 3. To confirm your changes, click **Save**. 4. If you do not wish to make any changes, click **Close**. ## Gallery Security To configure the security settings for the gallery, click on **Gallery Security**. ![Gallery Security menu](https://uc.powerschool-docs.com/__attachments/a_1944d9d448ea73fddb643b4cb045db8adb98e953eed841019b991c968c16c64c/att_18_for_533791528.png?cb=0783a201869c60cb49f839396f79e12c) ### Set Administrators 1. To give a user the ability to create, delete and manage albums, click on the **Roles** tab and click the **+** (**Expand** ) beside **Photo Gallery Administrators**. 2. Click the **Add** button to open the user picker interface. 3. A window containing system groups and users will appear. Select the users or groups you like to grant permissions to by clicking their name and clicking **Add**. 4. Click **OK** when you have selected your users. ## Display Settings 1. To configure the display settings for when users view your gallery, click on **Display Settings**. 2. For the Album View, choose whether to display your images in a **Slideshow Display** or **Grid Display** . If you choose the **Slideshow Display**, you can configure the following options: * **Transition Style** : Choose between the **Slide** or **Fade** transition style for each time a new image is displayed. * **Autoplay** : Choose to have the slideshow images rotate automatically and specify the **Transition Speed**. * **Show Controls**: Show arrows that allow users to manually transition between images. --- version: "20251125" language: "en" --- # Presence Administrator Guide This guide has been designed to help administrators make the best use of the SchoolMessenger Presence's system. The following chapters are divided into individual modules and contain important information in the form of **Reminders** , **Notes** ,and **Tips**. Pay attention to these alerts as they will help you to avoid common mistakes. If you are an administrator at your district or school, and do not see some of the tools mentioned in this manual, it is because of the permission settings applied at the district level. Nonetheless, you will still have the ability to perform many of the tasks mentioned in this manual. ## Who Should Use this Guide The contents of this guide are written for administrators who have some technical background. Primarily, this guide will be used by IT personnel. If you have been given a training site, it is a good idea to practice the steps covered in this guide on the training site before working with your real sites. This eliminates the risk of accidentally deleting or ruining anything on your real site. ## About Presence Presence is SchoolMessenger's Content Management System (CMS). This system offers a typical, non-technical web user all the tools they need to create, edit and maintain content on websites. We will go into greater detail on these tools later in the guide. ## Accessing your Site In order to usePresence, you must first log into your website. The login page to your school or district site will contain fields for username and password. The location of the login button will vary according to your website's design; however, login buttons are typically available on the upper-right corner of your website. ## The Administrative Toolbar As discussed in the previous chapter, the **Administrative Toolbar** is divided into a number of components: * Shortcuts * Page Preview * Design Mode * Adding Pages * Page Options * Advanced Options * Tools * Site Admin * Help * User Profile The purpose of this manual is to elaborate on some of the topics that were covered in the Presence User Guide. This will include a detailed description of elements in the **Advanced Options** menu bar, the **Site Admin** menu and the **System Administration**page. ## Import new XML Page The **Import New XML Page** tool has been designed to simplify the process of content migration. If you have a page on your current site that you wished to be moved to Presence's system, then simply convert the information to the XML standards defined by the Presence solution. The concept behind this tool is simple: if an administrator knows the structure of their existing website database, then they can easily generate an XML file that can be used to recreate the existing site on the Presence system. To import a new XML page, go to **Page,** **Import New XML Page**. ## Advanced Options Menu The **Advanced Options** menu comes third on the row of menus in the Administrative Toolbar. Several topics under this menu have been covered in the Presence User Guide. The table below offers a comparison of the features that are available to system users and administrators. | **Title** | **Permissions** | |-----------------------------|------------------------------------------------------------------| | **Page Theme** | Administrators and Page Owners: Refer to the Presence User Guide | | **Move Page** | Only Administrators | | **Copy Page** | Only Administrators | | **Save as Page Type** | Only Administrators | | **Manage Approval Process** | Users and Administrators: Refer to the Presence User Guide | | **View Local Portlets** | Only Administrators | This manual will only contain information on tools that are available only to Administrators. These include: * Move Page * Copy Page * Save as Page Type * View Local Portlets ### Move Page Administrators have the ability to move existing pages from one area of a website to another area. Moving a page involves multiple steps that have been itemized below: 1. Go to the page you want to move. 2. Go to **Advanced Options** in the Administrative Toolbar and click **Move Page**. 3. Click the destination icon to choose where to move the page. 4. This will open a window that contains the current location of your page on the site. In this window, it is essential to understand key pieces of information first: 5. **Site Name**: If you click on the site name, you will have two options; the Default Pageset and the Secondary Pageset. All sites are set up under the Default Pageset, so click on this option. 6. **Default Pageset**: Contains all the top-level pages available from the homepage of your website. 7. At this point, it is important to know exactly where you want to move a page. To move a page under a particular parent page, simply click on **Select** next to page's title. 8. Let's assume that you wanted to move the page to make it a subpage under **Applications** . In this case click on the **For Parents** page and then click **Select** beside the **Activities**subpage. 9. Once you have selected the page, click **Move** to confirm your move. ### Copy Page Administrators also have the ability to copy pages within a site. The process of copying a page is similar to moving one in the system. 1. Go to the page you want to copy. 2. Go to **Advanced Options** in the Administrative Toolbar and click on **Copy Page**. 3. Enter the **Page Title**for the copy of your page. 4. Click the move icon to choose where to copy the page. 5. This will open a window that contains the current location of your page on the site. 6. In this window, it is essential to understand key pieces of information first: * **Site Name**: If you click on the site name, you will have two options; the Default Pageset and the Secondary Pageset. All sites are set up under the Default Pageset, so click on this option. * **Default Pageset**: Contains all the top-level pages available from the homepage of your website. 7. At this point, it is important to know exactly where you want to place your copied page. To place a page under a particular parent page, simply click on **Select** next to page's title. 8. Let's assume that you wanted to copy the page into a subpage under **For Parents** . In this case click the **For Parents** page and then click **Select** beside the **Applications** page. 9. Once you have selected the page, click **Copy**to confirm your move. ### Save as Page Type Administrators have the ability to create pages with custom portlet layouts that can be made available to all users in the system. After creating a page with a particular arrangement of portlets and sub-pages, simply click on **Save as Page Type**. 1. Enter the name of your page type in the **Page Type Name**field. 2. Click **Save**. This page type will now be available to add users when they go to add a new page under the **Page** menu. **Note** : If you save a specific page as a **Page Type**, then all sub-pages of that page will be included. This allows you to easily create new sections of your site that are pre-populated. For example, the Teacher Page type includes several other pages such as the Calendar and Photo Gallery by default. ### View Local Portlets * **View Local Portlets** displays the portlets that were created specifically for the site. By clicking one of these portlets you can edit the settings you originally assigned when you first created the portlet. * In some cases, you may wish to create portlets to be used on specific pages or for specific tasks. To create a new portlet, go to the **View Local Portlets** page and click **Add Local Portlet**. The fields that an administrator is required to fill in are: * **Portlet Name** :This name will be displayed to users via the **Add Portlet to Region** option. * **Portlet Template** :Administrators can select the portlet template that they wish to duplicate. The name of the portlet template will generally match the default portlet name (for instance, the advanced data summary uses the portlet template called Advanced Data Summary). For content portlets though, the template name is a bit different. It is called Content Managed Data. * **Portlet Category** :Administrators can opt for inserting this new portlet template into a specific category. The most commonly used categories are Basic, Collaboration and Content Management. You can also leave the **Category**field blank, therefore making the portlet available to users as part of their default list when they choose the Local Portlets option. **Note** : In the following image, content 1 and content 2 are not a part of any specific category. This is because the administrator left the **Category** field blank when creating these portlets. * **Portlet Description** :This is an optional feature, where an administrator can insert a description of the portlet that will be viewable by other administrators. * **Icon** :You can choose an icon to be associated with the portlet. * **Options** :There are several options that are available when creating a portlet. Depending on the portlet type some options may not be selectable. The different options are: * **Viewable**: This makes the portlet viewable to visitors on your site. * **Minimizable** : This option allows content authors to minimize a portlet while in **Design Mode**. * **Maximizable** : This option allows content authors to maximize a portlet while in **Design Mode**. * **Editable**: This option allows content authors to edit a portlet after adding it to a page. * **In-Page Editable** :This option inserts an edit option next to a portlet without having to **Switch to Design Mode**. The edit option will not be visible to visitors coming to the site. * **Personalizable**: This option allows content authors to personalize a portlet. * **Cachable** :If this option is enabled, the contents of the portlet will be cached. * **Display without Chrome**: If this option is enabled, the portlet is displayed without a border. If it is not enabled, then the portlet will have an appearance similar to when you are in Design Mode. * **Version Controlled** :This option gives you the ability to access past versions of the portlet content. * In most instances when creating a portlet you will want to enable all options that are available to you when creating a portlet. * **Detached Width** :This option configures the width of the portlet. All portlet templates come with a default width that can be changed. * **Detached Height** :This option configures the height of the portlet. All portlet templates come with a default height that can be changed. After completing this information, click on **Add Portlet**. This portlet will now be available to users as one of the Local Portlets while in Design Mode. ## Site Administration The **Site Admin** menu gives administrators the ability to manage and monitor various aspects of the overall site. It is also available to users who have been added to the Administrators role within **Site Admin** , **Site Permissions**. This menu is broken into the following sections: ### Help To access the User Guide, users can click the Help **question tag** icon and then select Documentation. To access PowerSchool Community, click the Help **question tag** icon and then select [Community](https://uc.powerschool-docs.com/presence/latest/presence-administrator-guide.md#Community). ### Community From the Shortcuts menu, your users can click the PowerSchool Community icon to sign in to PowerSchool Community using Single Sign-On. Alternately, users can also click the Help **question tag** icon and then select Community. If the user's client does not have a Salesforce ID associated with the client, then a modal window will open, displaying the text "The necessary details for this feature are absent from your account. Our internal team has been notified. While we assess this data, you can still start a Support Case with limited features by clicking ++HERE++." If the user clicks the link, the Community site will open in a new tab, without signing the user into the site. If the user currently has an email address, first name, and last name saved in their profile's User Details, when they click Community, a new tab will open, displaying the PowerSchool Community site. If the user has an existing account on the Community site, they will be automatically logged in. If the user does not have an account, they will be prompted to create a new account. Alternately, if the user is currently missing their email address, first name, or last name in their User Details, when they click the 'Community' link, a modal window will open, displaying the text "Your first name, last name, and email address are required to access this feature. Please add the missing details to '++User Details++ '. If you haven't added this information to your account yet, you can still ++create a Support Case++ with limited features." Clicking the User Details link will take the user to their User Account page within My Profile, Edit User, where they can enter the missing data. If the user clicks Create a Support Case, the Community site will open in a new tab, without signing the user into the site. ### Site Properties This section gives administrators the ability to define the name of the site as it appears on the breadcrumb trail for the site. The first section is **Edit Portal**. This covers some general site settings. You will see the following options: * **Name** :The name of your site. * **Type** :Thetype of portal. This should be left as a **Group Portal**. * **Theme**: This drop down defines the default look and feel of the site and is configured by SchoolMessenger. The next section is the **Theme Properties** . This section allows you to specify default metadata for the teacher page themes. **Header Line 1** and **Header Line 2** are the default text that will show up when using a teacher page theme. The other fields are only used for metadata purposes. The final section of this page is **Advanced Settings**. Here you choose a number of options: * **Page Owner Permissions** : Choose to give the page owner **Full Control**or inherit the permissions from the parent page. * **Page Approval** :Chose between a **Basic Workflow** and **Advanced Workflow** for handling page approval. With the **Advanced Workflow**, you can create your own workflow within the Workflow Engine to determine how page approval is handled. * **Drag and Drop Controls** :Choose to **Enable** or **Disable** the drag and drop controls that appear when a user switches to Design Mode. Once you have completed any changes, click **Update Portal** to save. ### Site Permissions This section tabulates permissions on the site level. Administrators can view and assign site Administrators and Authors. The Browsers permission is assigned to all visitors on your site, like they do not have any editing capabilities and can only read the site. As discussed in the Presence User Guide, **Direct Permissions** refers to the users who have direct permissions to the site and it expands upon the groups under the **Roles** tab. The **Actual Permissions** tab lists all the users who have permissions anywhere on the site. Page Move Requests If you have multiple sites, and you have requested that support enable the functionality, then you will see a tab that says Page Move Requests. With this tab you can move pages from one school site to another school site. For more information on using the **Page Move Requests**tab, please see Moving Pages between Sites later in this manual in the System Administration section. ### Web Analytics The Web Analytics tab provides an easy way to add Google Analytics to your site. If you do not have an existing Google Analytics account, follow these steps to create one: 1. Create a Google Analytics account from this [page](http://www.google.com/analytics). Refer to this [page](https://support.google.com/analytics/answer/1008015?hl=en) for more information on creating a Google Analytics account. 2. Set up your site in Google Analytics 3. Click the copy icon to copy the **Measurement ID**for your site. 4. In Presence, under Site Admin, select **Site Properties** , and within the **Web Analytics** tab, select the **Enabled** checkbox for Google Analytics. 5. Paste your **Tracking ID** into the **Google Web Property ID**field. 6. Select **Count hits on system maintenance pages** to count the number of hits within system maintenance pages. 7. Click **Submit**. * If the Web Analyticstab is missing from Site Management, contact our support team to add it to your site. * After the code is added to your site, Google's real-time analytics will show data immediately. However, the non-real-time data may take several hours to appear in the analytics. ### File Administration The File Administration component allows administrators to add files to the central repository of resources that will be made available to content authors via the WYSIWYG editor. Administrators can create specific folders under the **Image** , **File** , **Flash** and **Media** folders. It is important to note that each of the folders directly correspond to elements on the WYSIWYG editor. For example, files added under the Image folder will be made available to users via the **Image Manager** icon in the WYSIWYG Editor; likewise, files added to the File folder will be made available to users via the **Document Manager** icon in the editor. 1. Users can also create subfolders under each of the main folders by clicking on the **folder** icon. You will be prompted to enter the name of your new folder. Once you have done so, click **OK**. 2. To upload files to any folder, navigate to your desired folder and click **Upload**. You will now be presented with an upload interface. 3. You can upload files by clicking **Select** and choosing your desired file. You can also drag and drop files from your computer's file explorer directly in to the **Select**box. 4. Once you have selected your files they will begin to upload. 5. Once your upload is complete, click **Upload**to complete the process. If you are a member of the Administrator group, or have otherwise been granted access to do so, right-clicking on a file or folder you will allow you to choose to **Delete** or **Rename**the file or folder. If you are a member of the Administrator group, or have otherwise been granted access to do so, you will also be able to drag and drop files and folders within the file administration interface. To do so, left click and hold your mouse button on the file or folder you wish to move and then drag it to the appropriate folder. **Note**: If you move a file or folder any files that have been inserted on to a page on the site that are using the former location of the file will need to be updated to point to the new location. As such, it is a good idea to plan your folder structure in advance so that you do not need to move items around very often. ### Generate XML Sitemap This tab allows administrators to create an XML Sitemap for their site that can then be submitted to search engines such as Google. 1. To copy the link to the sitemap to your clipboard, click the **Clipboard** icon. 2. To view the sitemap, click the **Eye** (**View**) icon. ## Other Site Admin Options There are other tabs visible from within the **Site Management** in addition to Site Properties, Site Permissions and Page Move Requests. These features can be accessed by using the Administrative Toolbar to go to **Site Admin** and selecting one of **Site Properties** , **Site Permissions** or **Page Move Requests**. Then click on the appropriate tab. You can also access this interface by going to the **System Administration** page. Click on **Site Management**and then the name of the site. You can then click your desired tab. ### Browse Pagesets To access this feature, click on the **Browse**tab. Here you can see the pagesets that have been created. **Note** : Adding or deleting pagesets could cause significant issues on your site. **Deleting pagesets will also delete any pages associated with that pageset.**If you have not created a pageset in the past, we strongly recommend contacting the support team prior to making any changes. ### Style Sheet Administration To access this feature, click on the **Styles**tab. The Style Sheet Administration feature is intended for advanced users. This component allows you to create pre-defined styles for the rich-text editor and uses cascading style sheet parameters to set appropriate styles. 1. To create a style, simply define the **Style Name** and **Display Name** and insert your parameters in to the **Style** box. 2. Once you are done, click on **Add Style**. 3. To edit an existing style, simply click on the name of the style and edit it via the form fields. When you are done, click on **Modify Style**. 4. To delete an existing style click on the X icon corresponding to the style name. 5. If you delete a style type, anywhere that the style was applied will no longer display that CSS and it will revert to the default CSS for the page. ### Page Types Administration To access this feature, click on the **Page Types**tab. This page contains the list of all the Page Types available to users on the system. This includes default page types that Presence provides to your organization, as well as custom page types created by administrators. 1. To edit a specific page type click on the name of the page type, this will allow you to change the **Type Name** and **Template** of the page. This feature is only for advanced users, since the template box requires that the entire template be added in HTML code. 2. Once the changes have been made, click **Save**. 3. Administrators also have the ability to define the list of default child page types that are available to users. This can be done so by clicking on the **Child Types** tab where you can see a list of child page types. 4. If you wish to have a series of child page types available under the page, then you must define these pages. 5. To add a child page type, select a type from the drop down menu and click **Add**. To delete a child page types, click on the X (Delete) button next to the child page. If you wish to remove a page type, click on the X (Delete) button next to the page type you wish to delete. ### Search Settings To access this feature, click on the **Search Settings** tab. If you want to make the content of your site searchable via Presence's search bar, you must enable the search portal in the **Search Settings** tab. To name and enable the portal click the **Edit** button, choose your preferred settings and press **Update** ### Activity To access this feature, click on the **Activity** tab. This tab displays any activity that has occurred on the site level, that is, if any changes were made to the site from the **Edit Site** option under **Site Administration**. ## System Administration The System Administration area can be accessed by going to the **Shortcuts** and clicking on **System Administration**. ### Server Settings This is where general system settings may be configured, such as configuring site notifications, setting user password restrictions and default time zone locations. The settings are broken in to multiple tabs. #### General Settings The General Settings tab contains a number of sections on the page. Each section will deal with a different aspect of your site settings. #### Server Settings In this section, administrators can specify a **Server Name** (this will appear on the breadcrumb for the site). This is also where you can choose a **Document Type**for your site. The document type tells your browser what formatting rules to follow. If you are not familiar with document types, you should not change this setting. #### Secure Headers As part of our continually evolving security processes to protect Presence, we are implementing new secure headers on Presence sites. Secure headers allow you to restrict how your site can be accessed and provide your site with enhanced protection. These headers are intended to supplement the myriad other protections already in place at the application, server, and network levels. If you would like to have Secure Headers enabled on your site or if you have any questions or concerns Secure Headers on your site, reach out to the SchoolMessenger Solutions Support team. The following sections outline the best practices we are following if you enable the Secure Headers on your sites: ##### Best Practices The secure headers that we apply are in line with the best practices recommended by the Open Web Application Security Project (OWASP) Secure Headers Project. The recommended headers limit how the Presence sites can be accessed and used. Refer to [OWASP Secure Headers Project](https://owasp.org/www-project-secure-headers/) for more information. ##### Secure Headers We Apply The following are the secure headers we currently have for Presence sites. ###### x-frame-options This header controls where your content can be embedded (via frame, iframe, embed or object tags). In Presence, this is set to only allow your Presence pages to be rendered within the same site. The header used is x-frame-options: SAMEORIGIN. ###### Strict-Transport-Security This header is used to ensure that users are only able to access your sites over HTTPS and prevents any sites on your domain from being loaded over HTTP. The header used for Presence is Strict-Transport-Security: max-age=31536000 ; includeSubDomains ###### x-content-type-options This header is used to prevent a browser from loading a file in a context other than is intended by the set MIME types for each file extension. The header used for Presence is x-content-type-options: nosniff. ###### Content-Security-Policy This header is used to protect from cross-site-script and data injection attacks by limiting what can be loaded and how it can be run. The header used for Presence is Content-Security-Policy: default-src \* data:; script-src \*'unsafe-inline' 'unsafe-eval'; style-src \* 'unsafe-inline'; img-src \* data: blob:; frame-ancestors 'self'; form-action 'self'; ###### Referrer-Policy This header controls when referrer information (origin, path, and query string) is sent. For Presence, it is used to prevent requests coming from less secure destinations (such as if it is going to HTTP or a file). The header used for Presence is Referrer-Policy: same-origin ###### Permissions-Policy The Permissions-Policy header allows restrictions on content being used on the site. For Presence, it is used to disable the ability for content embedded on the site (such as through an iFrame) to request to be displayed at fullscreen. The header used in Presence is Permissions-Policy: fullscreen ###### X-XSS-Protection This header is used to stop code from being run if a browser detects a potential cross-site scripting attack. X-XSS-Protection is a legacy header that is no longer used by modern browsers such as Chrome, Firefox, and Edge. However, some insurance companies still look for this header when assessing your site. The header used for Presence is X-XSS-Protection: 1; mode=block. #### Report Settings If you check the box for **Restrict Reports** you can limit the ability of users to see reports outside of their locale. As most sites do not contain multiple locales this option is moot for many customers. #### Password Related Settings In the Password Related Settings section you have the ability to determine what sort of passwords users need, how often they can login, and the user's options for password recovery. * **Password Strength** :These three checkboxes allow you to require that a password contain numbers, that it contain both upper and lowercase letters and that the password will expire after a set period of time. If you enable password expiration you will then be able to set the number of days before the password expires. Once a password has expired, the user will be required to set a new one when they next log in to the site. * **Minimum Password Length**: This setting allows you to require the password be at least a set number of characters in length. The longer the password and the more password strength options you enable, the stronger and more secure your password will be. * **Failed Login Attempts Limit** :With this setting, you determine how many consecutive failed login attempts are allowed for a user account before the account is locked. This protects the account from unauthorized access. * **Login Page Security** :If this setting is enabled, after a specified number of login attempts the person logging in will be forced to fill out a CAPTCHA when they enter their username and password. Once the correct username and password have been entered this will not be necessary on the next login (unless or until the limit is exceeded again). If you plan to use this feature, the number attempts before a CAPTCHA is imposed should be lower than the number of login attempts allowed prior to locking the account. * **Password Recovery Options** :With this feature you can provide users with various methods of recovering their passwords. One option is to can allow users to send themselves a reset password email via **Users can recover their password through email** . When the user chooses to reset the password, they will be sent an email with a link they can click to reset their password. Use the **Password Reset Email Expiry** field to determine how many days this link will still be active for the user after they send out the reset email. Another option is to allow users to set a security question and answer to reset their password. If this option is selected, then when a user account is created there will be two new fields to fill out one for security question and one for the answer. If you are creating an account for the user, you should not fill these fields out; when the user logs in to the system, they will be prompted to create this question and answer themselves. If you enable the **Users can recover their password by answering their Security Question** feature on a site that has already been populated with users, the users will be prompted to create the question and answer when they next log in to the site. When the Security Question option is selected, users will also still have the option to send themselves a reset password email. You can also choose to set **Users can recover their password by contacting the Account Administrator** . With this option, the user will be able to fill out a form to request a password request. This form submission will be emailed to the address specified under **Account Administrator Contact Email**. If you are using something outside of Presence to control your user accounts (i.e. if you are using Active Directory, Google SSO, and so on.), users will not be able to reset the password from within Presence. In those situations, choose the contacting the Account Administrator option password reset requests. #### Other Settings Numerous settings that don't really fit a specific category can be found in the Other Settings section of the page. A number of the settings found in other settings will only be relevant to very specific users. As such, this manual will only detail the more universally relevant options within this section. * **Registration Status for New Users** :If you want people visiting the site to be able to sign-up for user accounts, then this setting allows you determine the initial status of those new users. It's generally a good idea to set the registration status to **Pending** . That way you can evaluate the account and determine whether or not to approve the account. However, if you wish, you can also set the status to **Approved** and new users will have their accounts automatically approved. * **Global Theme** :Whenever you are somewhere on the site where you cannot specify a theme (such as the login page, the administration page, and so on) the site will use whatever theme is set for the Global Theme. This is usually set to **Custom Theme**. * **Display Authentication Source Selection Box on Login Screen** :If you are using multiple external authentication sources, checking this box will give the user the ability to choose which authentication source they wish to use when logging in. * **Enable Signup on Login Page** : If you want to let users sign up for their own user accounts, enable this option. If you are allowing users to enable their own accounts, you may also want to set **Registration Status for New Users** to **Pending** so that you can review their accounts prior to approval. * **Only allow Administrators to edit user account information** :If you wish to prevent users from making any changes to their own user accounts, then enable this option. * **Calendar First Day** :This option allows you to choose the first day of the week for any calendars on your site. * **Login page welcome message** :Often it can be useful to share information on the login page. For instance, if your site contains links to other services users may try to login in to the site, thinking they are logging in to the service. With the login page welcome message, you can help educate the users. #### Display Settings For the most part the options configured in display settings are generally controlled by the templates and thus are not relevant. However, the **Credits** tag is used in many templates. Changing what appears in the **Credits** field will change what is displayed by that tag. In most templates, the Credits tag is used on the footer of the page. #### User Profile Settings This section controls information about the user's profile. With the exception of the default time zone, these settings will not impact the user's experience when visiting the site. **Default Timezone** :This setting determines what the default time zone is for users on your site. This is useful because when viewing calendar events, version history, and other similar locations the time will be displayed in the user's preferred time zone. In the case of guests, they will be forced to use the default setting. For users who will be signing in to the site, you can allow them to change from the default time zone via the **Display Time Zone** checkbox. * **Default State/Province** :Set the default state or province for the user's profile. * **Default County** :Set the default country for the user's profile. * **Default Date Format** :Set the default date format for users. This setting can be overridden by the site render template and other site settings. * **Display Preferred Locale** :If you are using multiple locales, this allows you to let the user specify their preferred locale. * **Display Time Zone** :If this option is enabled, users can specify their own preferred time zone. However, if you expect all your users will share the same time zone, there is no reason to check this box as everyone will be using the default time zone anyway. **Display Home Address** :If this option is enabled, the user can enter their home address into their user profile. #### Icon Settings At various places throughout the site (on menus, with calendar events, and so on), you will find icons that are small, medium or large in size. This section allows you to determine how big those icons will appear. #### User Selection Display Settings With the User Selection Display Settings you can determine who user's accounts will be displayed on various locations * **Primary Display** :The primary display field is displayed to indicate which user is logged in, permissions, rosters and anywhere that the user picker is used. You can choose to display the username or the user's first and last name. In cases where the username is not easily associated with the user, it is a good idea to choose the full name option. * **Optional Display** :The optional display field allows you to have a second item displayed in brackets after the primary display within the user picker. You can choose between displaying the username, the user's first and last name or the user's job title. This second display can allow you to search the user picker for either the item you set for the Primary Display or the one you set for the Optional Display. So if you only have the user's last name or you only have the user's account name, you can still locate the account. If you do not wish to use the Optional Display, set this option to **None**. * **Maximum Users and Groups Displayed** :This setting allows you to control the maximum number of users and groups that will be listed when you open a user picker. In cases where you have thousands or tens of thousands of users, limiting the number of users displayed will allow the user picker to load much more quickly. To find a user that is not in the initial list, just use the search within the user picker. If you do not wish to use this setting, set this field to 0. When you have finished with changing the General Settings, click **Update Settings** to save any changes you have made. If you do not wish to save your changes, click **Cancel**. #### Text Editor Settings The text editor settings tab allows you to determine what WYSIWYG editor you are using and what interface options the user has when using the editor. #### General Settings Within the general tab, you can set which editor you wish to use. To do so, click the **Choose From** drop down under **Text Editor Implementation** . You can choose between **RadEditorAjax** , **CKEditor, RadEditor** and**FCKEditor** .By default, our recommended editor, RadEditorAjax, will be selected. If you wish, you may also want to try the CKEditor however certain features, such as spell check and clipart, are not currently available with the CKEditor. The RadEditor and FCKEditor are legacy editors and will not work properly in newer browsers. We do not recommend using those unless you are running an older browser (such as IE6 or IE7). Within the **General**tab you will find a number of sub-tabs, each with their own options for you to configure. Which of these options and tabs appear will depend on which editor you select. Only the RadEditorAjax will contain all of the options discussed. #### Basic Settings Within the Basic Settings tab you can determine what features are available within the RadEditorAjax's managers (such as the document manager and the image manager), control which users have access to those managers and make a few other configuration choices. * **File Storage Locations** : You can choose whether users are able to access the **Physical File System** , their **Personal Folder (elocker)** or both. The Physical File System is the shared collaborative folders that are available to all editors by default. * **Physical File System Restrictions** :If you decide that you do not want some editors to access the shared collaborative folders, you can choose to **Limit access to selected users**. This can be quite useful if your users have accessing to their own personal folders. You also have the option to **Only allow Administrators to delete, rename and move files in the file manager**. If this option is checked that administrators will be the only users that can delete, rename or move any files or folders found within the shared collaborative area. You can also protect your files from accidental deletion by checking the **Prevent Deletion of folders with content** option. With this option checked, users will not be able to delete a folder without first deleting the files within the folder. * **Style Sheets** :If **Include System Default CSS (merged.css)** is enabled, the editor will automatically incorporate the merged.css style sheet entries into the **Apply CSS drop-down** that appears within the editor. * **New Line Mode**: This setting allows you to choose what happens when you hit enter in the editor. You can choose between the following options: * **New lines will be wrapped in \ tags**: When you hit enter on your keyboard, the current paragraph will be closed and your cursor will move to the start of a new paragraph. * **New lines will be separated with \**: When you hit enter on your keyboard, a line break will be added and your cursor will move to a new line. * **New lines will be wrapped in \ tags**: When you hit enter on your keyboard, the current div will be closed and your cursor will be moved to the start of a new div. * **Other** :If the option **Disable mandatory Alt Text fields** is enabled then users will no longer be required to fill in a tooltip or alt text when inserting images, hyperlinks, and so on. Accessibility rules may require that your users use alt text when inserting images and hyperlinks so take that into consideration that before deciding to disable the mandatory alt text fields. #### Text Editor Modes Within the Text Editor Modes tab, you can determine which buttons will be enabled for each mode of the editor. * **CMS** :This is the mode for any content portlets found on your site. Generally, this includes all portlets with names like Web Content, Content 1, and so on. Tabs portlets also use the CMS mode. * **Simple** :This mode is used for areas where you often only need to type text and may not require any additional options. For example, the login page welcome message uses this mode. * **Basic** :Basic is much like simple in that it is mainly used for places where you often only need text and may not wish to have additional options available. The homework area within the LMS, for example, uses the Basic mode. * **Default** :This is the mode used for most portlets on the site that make use of the editor but that are not content portlets. This would include things like advanced data display portlets (used for news), calendar events, forums and the newsletter module. Many sites will want to configure this to add the Image Manager, Document Manager and Hyperlink Manager. * **Forms** :Though this option shows buttons for the forms, the Form Module uses the CKEditor or the FCKEditor so if you wish to change that buttons that appear in the Form Module, you should click on the Form Editor tab. We will discuss that tab later in this manual. * **Wiki** :This mode controls which buttons are available if you are editing a wiki portlet in rich text mode. * **CRM** :This mode determines which buttons will be displayed if you are working within the CRM Module. As most sites do not have the CRM module, this may not be relevant to you. Regardless of which text editor mode you are editing, the interface is the same. The only difference is which options are enabled by default. Once you click a mode, you will be presented with a list of possible buttons to add or remove from the editor. Any option that you check will be added to the editor for the given mode and any option that you uncheck will be removed. If you wish, you can use the **Select All** button to turn on all of the available options for the mode. You can also use the **Reset** button to reset back to the default buttons that are enabled for the given mode (each mode has its own default settings). Once you have made any changes just click the **Save** button to save. Or if you do not want to save your changes, you can click the **Cancel**button. For information on what each of the text editor buttons does, please see theText Editor guide. #### Font Types The Font Types tab allows you to determine which fonts will be available within the editor's font drop down. There are 5 fonts that are always available for users, Arial, Courier New, MS Sans Serif, Tahoma and Verdana. You can use the **Font Name**drop down to add additional fonts. You can choose seven additional fonts to add to the site. These are Andalus, Comic Sans MS, Georgia, Helvetica, sans-serif, Times and Times New Roman. You can also add other fonts as long as they are considered to be web safe fonts. You can research which fonts work best online. To add a font that is not listed in the drop down, click the **Font Name**drop-down and simply type your desired font in to the text field. In the screenshot below you can see that the Impact font is being added and that Century Gothic, Forte, Garamond and Poor Richard fonts have already been added to the site. You can tell if your new font is compatible by clicking **Add Font**. If the font is one that is supported, it will be rendered in the font you added. If the font is not supported, it will be rendered as your site's default font. If you wish to remove a font from the drop down, click the X (Delete) icon to the right of the font. You can only remove the optional fonts. The five default fonts are always available. #### Table Layout CSS This option allows you to specify a custom CSS file for table layout. In most cases you will want to leave this set to **Default** . However, if you have your own table layout you wish to use, click **Custom** from the **Table Style** and then click **Choose File** to specify the CSS file you wish to use. Click **Save**to save your changes. #### Form Editor The interface for the Form Editor is like a combination of the Text Editor Implementation fields and one of the Text Editor Modes. However instead of being able to choose between four options for the editor, you are limited to choosing between the CKEditor and the FCKEditor. The reason for this is that some functionality that is required for forms is not available within RadEditorAjax. While both the **CKEditor** and the **FCKEditor** are available from the **Choose From** drop down, the FCKEditor is a legacy editor that may not work properly with newer browsers. As such, we recommend using the CKEditor. Regardless of which option you choose, you will be presented with a list of buttons you can check or uncheck. Any option that is checked will appear in the editor when you are working with forms. Any option that is unchecked will not appear. You will want to make sure that you keep the options **Checkbox** , **Radio** , **TextField** , **TextArea** , **Select** and **HiddenField** checked as those can all be used to create different types of form fields for your forms. If you want to go back to having the default buttons checked, click **Reset** . And if you would like to check all buttons, click **Select All** . Once you have made any changes you wish, click **Save**to save those changes. #### Limited Access Mode The **Limited Access Mode**tab allows you to control what low-level users can see when they are given access to one of the editing modes. This may be useful if you want to allow, for instance, guests to be able to participate in a forum but you do not want to give them the same options as registered users have within that forum (a common example would be that registered users may be able to utilize the image manager while you likely will not want to grant guests that level of access). From here you can choose that the Limited Access Mode be Applied to Guest and Read Only Users, be Applied to Guest Users Only or be Disabled. By default, the Limited Access Mode only allows users to use **Bold** , **Italic** , **Underline** and **Strikethrough** however, just like with the other Text Editor Modes you can add or remove buttons as you wish. If you wish, you can use the **Select All** button to turn on all of the available options for the mode (though this is strongly not recommended as it would give guests users a high degree of access to the page and the various managers within the editor). You can also use the **Reset** button to reset back to the default buttons that are enabled for the Limited Access Mode. Once you have made any changes just click the **Save** button to save. Or if you do not want to save your changes, you can click the **Cancel**button. #### Emails There are many emails that can be generated automatically by your site. These can be generated for everything from new user registrations to new blog posts to pages pending approval to new workflow tasks and much, much more. The exact emails you have available as well as the email categories will vary somewhat depending on your build and the features that have been installed/enabled within your site. To view all the emails available for a particular category of emails, click the drop down to the right of **In** and choose the category you wish. Then click the **Find**button and you will be presented with all the email messages for that category. As there is significant variance between sites as far as what options are available, we will not go over the list of options here. Each should be self-explanatory given its category and title however. We will look at an example email message to get a feel for how updating the messages works. For our example, we are looking at the email with the Message Key administrate_new_user_registered from the Administrate category. It is one that all sites should have. Once we click on the message key, we are shown the text of the message. The text of the message is actually displayed twice. This is for use when working with multiple translations via the Internationalization options to be discussed later in this manual. If you are not employing Internationalization, you can just work with the text in the right-hand window. Here you can see the subject line is "New User Registered, Registration Pending." If you wish you may change that subject by editing the text. The body of the message appears below the subject. You probably have noticed that within the email template there are a number of tags. Some of these are simple HTML tags such as \ and \. These assure that paragraph tags are used when the email is sent and it isn't just presented as one line of text. You can use other HTML code within this area if you wish. There are also other tags however that are not HTML. These are the \ and \ tags. The words within these tags have been coded to mean something in our system and they will generate information for the message. For example, \User.PrivateName\ will display the name of the user that has registered for a new account and \Server.Address\ will provide a link to the Manage User page for this site. You can make any changes you wish to the body of the email template. You can also choose to not use one or more of the \keytext\ tags that are part of the default message. However, you cannot add new \ tags that are not part of the default message, even if you see those tags being used in another email key. Each key has its own words that can be used for \ tags that have been coded for use in our system. In some cases, like \Signature\ the code is the same across virtually all email keys. However other replace keys are unique to a specific email message key or keys. After you have made the necessary changes to an email message key, click **Save** to save those changes. If you ever wish to revert one of your message keys back to the default, simply go to the list of keys for that category and click the revert icon to the right of the key. #### SMTP Settings The SMTP settings tab allows you to configure the SMTP server that you will use to generate any emails from the system. This will be used for the messages that are generated from the Emails tab, but it will also be used for any emails from the Send Mass Email module, from the Newsletter module, from the Send Emails tasks in the workflow and anywhere else where the system needs to send an email to a user. The SMTP Settings tab contains the following fields. * **Registration Email Sent From** :The email address that registration emails will appear to originate from. This would be emails informing administrators of new registrations as well as emails to newly registered users. * **Forgotten Password Email Sent From** :This is the email address that password reset request emails will appear to come from. * **Notification Email Sent From** :Most emails from the system (newsletters, approval requests, form submissions, and so on) will appear to come from this field's email address. * **Notification No Reply Email** :For emails that do not offer a reply option, this is the address the emails will appear to come from. * **Email Address of Administrative Contact**: This is the email address for any emails that need to be sent to a server administrator (such as new user registrations that require approval). Be sure to set this to the primary person in charge of maintaining the site. If multiple people will be primary contacts, then you may wish to create a shared alias and send the emails to that alias. Unless you are planning to use your own mail server to send email from the site, you should not make any changes to the SMTP fields as follows. * **SMTP Mail Server** :The SMTP address for the mail server that is sending messages for the site. If you have your own mail server that you wish to use, you can enter the address here. Be sure that your mail server is set to accept requests from your website's IP address. * **SMTP Mail Server Port** :The port that your mail server uses for sending email messages. For most mail servers this will be port 25. * **SMTP Server Username** :The username for the account you will be using to send mail messages through the server. * **SMTP Server Password** :The password that goes with the server username. Once entered, this only needs to be entered if you are changing the Server Username or if the password for the Server Username has changed. * **Email Signature** :The text entered in this field will appear as the email signature of all messages generated by the site. If you have entered or changed any of the SMTP information, you may check that it is correct by using the Verify SMTP Connection button. This will attempt to verify the connection and display a message at the top of the window to let you know if your settings verify. When you are happy with your changes, click **Update Settings** to save any changes. If you do not wish to save your changes, click **Cancel**. #### Server Information The Server Information tab is used to enter information about the organization represented by the site, such as the organization's address. In some cases, the information entered here will be incorporated and used to populate your site's template, so it is important to ensure this information is accurate and up-to-date. As the meaning of each field is self-explanatory, we will not list them all here. If you make any changes to the field information, click **Update Information** to save those changes. If you do not wish to save your changes, click **Cancel**. #### Roles The Roles tab is helpful to organize and assign particular groups and users within your site to specific roles. These roles are then used for things such as the default listing of the Staff Directory portlet. The first time an administrator on the site clicks on the Roles tab, the system will generate the roles: Administrative Staff, Staff, Teachers, Students and Parents. If those groups do not yet exist under Manage Groups and Roles, they will be created. If the group already existed, then all users that belong to the group will be automatically added to the role with the same name. To switch between viewing a given role, use the **Roles** drop-down. If you wish, you can add additional users or groups to a given role by using the **Add Members** link. You can also remove users or groups from the role using the **Delete Selected** and **Delete All**options. For most sites, once someone has gone to the **Roles** tab once, there is no real need to come back to it. As each role has its own group, it is easier to manage them from Manage Groups and Roles as you will find all groups there, not just the five that have roles associated with them. ### Manage Applications From the system administration page if you click **Manage Applications** you will be presented with a list of all the applications that have been installed on your current site. These applications are components that have been added to your CMS site. If there is a particular application in Manage Applications that you no longer wish to have as part of your site, you can click **Disable** in the **Action** column to the right of the desired application. If want to re-enable the application, click **Enable**. To search for a particular application, you can type all or part of the application name in the **Search** field and click **Find**. As the list of installed applications will vary based on your installation and the services you purchased, there is no a definitive list of applications. If you have questions about a particular application, please contact the support team. ### Manage Users The **Manage Users**section lets administrators add and search for users, edit user profiles and assign users to specific groups. There are five primary tasks that administrators can perform through the **Manage Users** interface, these are: * Adding Users * Delete Users * Logging in as a User * Searching User Names * Editing a User #### Adding Users As a general practice, when you first receive your site(s) from Presence all your users are already imported into the system. However, this may not always be the case and as new members are added to an organization it becomes important for the Administrator to take on the responsibility of adding these users. If you are using LDAP, Google Apps or a similar process to create user accounts, you will usually create accounts via this method. However, you may wish to create a handful of manually generated accounts as well. For instance, if inclement weather has caused a power outage that has made your LDAP server inaccessible, you may still need to be able to log in to update the site. A manually created account will be able to log-in, even if the LDAP server is not available. Adding individual users into the system is straightforward; simply click on the **Add User** icon. Here, you can enter distinct values for the user in specific fields, such as: **Screen Name** , **First Name** , **Last Name** , **Email Address** , and **Password** . Once these fields are completed, simply click on **Add User**. It is important to use a current and valid email address for users, especially if this user will be responsible for editing content on pages, since reminders and notifications will be routed to the email address provided in the user's profile information. The **Default Organization** option will not be visible to regular users on the system, i.e. non-administrators. #### Deleting Users Administrators have the ability to delete users as well. Simply click **Delete** next to the name and click **OK** when prompted. #### Log in as a User Administrators also have the ability to log in as users on the system. This is often useful if an administrator wishes to see what a user sees on the site, such as permissions to certain pages. To log in as a user, simply click the **Login** button corresponding to the user's name and you will be logged into the system as that user. #### Search User Names When looking for a specific user amongst a large pool of users, it is impractical and time-consuming to hunt through page after page of users to find the user you are looking for. Fortunately, you can speed this process up. Type all or part of a user's name or screen name into the **Search User Name** field. Choose what kind of users you would like to search for from the drop-down menu. You can choose **All Users** , **Locked Out Users** , **Banned Users** ,**Users Pending Approval** , or **Suspended Users.** Press the **Find** button and wait for the search results to be displayed. #### Edit a User Once a user has been added into the system, an administrator has the ability to edit various aspects of that user's profile. By clicking on a user's **Screen Name** in the **Manage Users** list, the administrator can access the user's profile page. In addition, there are tabs available that will allow the administrator to grant even further rights and permissions to an account. These tabs are: * Member Of * Permissions * Activity * Access and Suspension Each tab is described in detail later in this user manual. ##### **Member Of** The **Member Of** tab allows administrators to do three primary functions: ###### Apply Permission Status to a User By default, users added into Presence's system are put in the **Registered Users** group and given an **Approved** status. This status can be changed by clicking on the drop-down menu beside **Registered Users** and setting it to **Deleted** , **Rejected, Pending** or **Banned**. If a user is tagged as **Pending**, this means the administrator must approve this user before they can sign in. ###### **Assign User to Specific Groups** To assign a user to a specific group, simply click on the group from the drop-down menu and click **Add**. ###### Delete User from Specific Groups To delete a user from a specific group, simply click on the X (Delete) icon corresponding to the group name and click **OK** when prompted. #### Permissions In this section administrators have the ability to see the specific permissions that have been granted to a user. The first tab displays permissions that have been assigned to the user (whether the permissions were assigned specifically to the user or to a group the user belongs) and informs the administrators which areas of the site that users has specific rights to (such as Create, Write, Read, and so on); these are the user's **Actual Permissions** . The second row, **Created Objects**, displays the objects that have been created by the particular user. #### Activity Through the **Activity** page you can check the activities of a particular user. You can specify the time range from the **Date From** and **Date To** fields and click **Update** to run a search on the user's activities. #### Access and Suspension Administrators have the ability to suspend user accounts for specific durations of time. There are three options available through this interface: | Access Status | Definition | |----------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Access Granted** | This is a default setting on the system. All users added into the Presence system are given an **Access Granted** status. If Administrators wish to grant access only for a specific duration of time, then simply select the dates and times from the drop-down menus. | | **Access Banned** | Users can be banned from using any aspect of the system. | | **Access Temporarily Suspended** | User accounts can also be suspended on a temporary basis. | ### Manage Groups and Roles In Presence's system, you have the ability to create groups and attribute permissions for each group via the **Manage Groups and Roles** section. To add a group, simply click on the **Add Group** icon on the page. On the following page complete the information about the group and click on **Add Group** . The **Email Address** and **URL** fields are not mandatory. To add members to a group: 1. Click on the group name and click **Group Members**. 2. Click **Add** to access a list of users and groups within your organization. 3. Select users and click **OK.** 4. Click **Add**. You can also add individual members by clicking on their profiles and adding them through the **Member of** option. You can edit a group's information by clicking on the group's name. This will take you to the **Edit Group** option and this will allow you to change your status. To delete a group, simply click on the **X** (**Delete**) icon corresponding to the group name. Deleting a group will only remove the group from the site; it will not delete the members within the group. ### Managing Departments Departments are used for online classrooms, user profiles and the staff directory portlet. To create, edit and delete departments go to **Manage Organization Structure** and click **Departments**. To add a new department, enter the name of the department you wish to create in the **Department Name** , choose your **Department Type** and then click the **Add**button. To edit an existing department, click on the **Department Name** in your list of **Departments** . Then make any changes you wish to make and click **Update**. To delete a department, click the **X** (**Delete**) icon to the right of the department you wish to remove. ### Managing Authentication Sources If you wish, you can use an external authentication source. In addition to giving your users a different authentication method, it also allows you to bring in user accounts that you have already set up in an Active Directory, Google SSO or similar location. You can access the authentication interface by clicking **Authentication**on the System Administration page. If you wish to bring in users via a CSV import of your SIS, please contact Presence Support or your Project Manager as the process differs. To add an authentication source, click the **Add Authentication Source**drop-down and choose the method you wish to use. Once you have selected a method, you will be prompted with a screen showing all the fields necessary to set up a connection to that type of authentication source. **Note**: As adding a new authentication process is an involved process, has a significant impact on your system and may require unblocking IP addresses and other configuration, you should always contact your Project Manager or the support team for assistance in setting up a new source. #### Google SSO Authentication Source ##### Adding a Google Authentication Source There is a substantial amount of configuration required with a Google administrator account for your district before you can add Google as an authentication source. If you are wishing to add Google as an authentication source, please contact your Project Manager or the support team for assistance. ##### Editing a Google Source To make changes to your Google authentication source, click on the source you wish to edit from the **Managing Authentication Sources** page. You can make changes to the settings within the **Login Configuration** section of the **Edit** tab. You can change the following settings: * **Username Format**: Choose if user accounts created from the Google source should extract their username from the email address (so if the email address in Google is thisuser@yourschooldistrict.com, the username would be this user), should use the full email address or should follow a custom format. If you choose a custom format, you can set an option prefix and postfix. You can also use the drop-down menus to determine who the username will be created. * **Login Restrictions**: Choose if all users with an account in the Google source can log in, if only users that are part of mapped groups can log in or if only users with accounts that have already been created on the site can log in. * **Status** : Use the **Enabled** and **Disabled** options to turn the source on or off. When you have completed your configuration changes, click **Update Source** to save the changes. Do not make changes to any of the fields within the Google Apps Authentication Details section without consulting with SchoolMessenger. ##### Managing Sub Servers If you have multiple websites, it is possible for the servers to share sources across servers. How these sources are shared involves a parent and sub server hierarchy, where sources created on the parent server can be used on the sub-server. Simply click **Enable on Sub Servers** tab and then enable or disable the sub servers in the list. These changes will take effect immediately. **Note** : If you are working on a single site, or have added your source to one of your school sites (and not the district site), you will not see the **Enable on Sub Servers** tab. ##### Managing Group Mappings Groups in Google can be synchronized with groups on the website. This synchronization is one-way (from Google to the website) and only affects adding a user to a group. * To add a group mapping, click on the **Group Mapping** tab and click **Add Mapping**. * This will bring you to the **Add Group Mapping** page. * Click the **Source Group** drop-down. You will be presented with a list of groups of your Google groups. Choose the group you wish to use. * Click the **Mapping to Server** drop-down to choose if you want the mapping to be used on the current site or a child site. * For the **Mapping to Server Group** choose to if you want to **Select an Existing Group** or **Create a New Group**. * If you are mapping to on existing group, click on the user group icon for **Group Name** and select the group for your mapping. * If you are mapping to a new group, type in the **Group Name**. If the group should be within an existing group, such as having an IT group within the Administrators group, click the user group icon for **Parent** and specify the parent group. * Once you have configured your mapping, click **Add** to create the mapping. You will return to the list of group mappings. ###### Group Mapping Import Adding group mappings one at a time provides more control however it can be time consuming if you wish to add several groups at one time. Therefore, the system allows administrators to import multiple group mappings. To do so, from the **Group Mapping** tab, click **Import Group Mapping**. 1. This will bring you to the **Import Group Mapping** page. The import utilizes the standard Comma Separated Value (CSV) format. To see the columns and formatting that should be used with your CSV file, click **Sample Import** **File** to download an example of a CSV import file. You can use this sample to start your own file or merely copy the headings and formatting used with your own file. 2. Once you have a file that is ready to be imported, click **Choose File** and select the CSV file that contains the mappings which you wish to import. 3. If you wish, you can check the box **Validate Google Group Names** to have the website validate the Distinguished Names during the import process. 4. Click **Import** to process the file. After the import is finished, the **Import Report** will be displayed. This shows you the number of records processed, the number imported and how many were detected as duplicates. ###### Syncing a Mapping To sync a mapping, click the circular arrow icon to the right of the mapping you wish to synchronize. The mapping will be synced with your Google source. All users that are a member of the group in Google, and not a member of the group in Presence, will be added to the group in Presence. Any users that have been removed from the group in Google, will be removed from the group in Presence. If you wish, you can sync all the mappings at once by clicking the circular arrow icon to the right of **Add Mapping**. ###### Auto Synchronization If you would like your mappings to be synced automatically every day, please contact our support team and they will enable this functionality. ###### Deleting a Mapping To delete a mapping, click the X (Delete) button next to the mapping. #### LDAP Authentication Source ##### Adding an LDAP Authentication Source To add an LDAP Authentication Source, click on the **Add Authentication Source** drop-down and select **LDAP**. This will bring you to a page that is divided into six sections: ###### Display Name The **Display Name** is the name that will be displayed on the list of authentication sources. ###### LDAP Server Connection The **Server** should be an IP address or hostname that points to your LDAP server and the **Port** should be port number the website should use to connect to your LDAP server. By default, LDAP uses port 389, while LDAP over SSL (also known as LDAPS) uses port 636. The **Timeout** indicates how long the server should wait before failing when it can't establish an LDAP connection. ###### LDAP Server Authentication The **Starting DN** (sometimes known as the Base DN) is used to indicate the top level where all the accounts that will be mapped can be found. This will vary depending on how your users are organized, but generally will include at least DC=domain,DC=com (or edu, net, loc, and so on). If all your users are contained within a specific OU within your active directory, you can narrow it down further. For example, it could be OU=AllUsers,DC=GHDSchools,DC=edu. The **User Name Postfix** is a legacy setting that should not be used when setting up a new authentication source. ###### Using an SSL Certificate with LDAP If you wish to use SSL for your LDAP connection, check the **SSL**box. Click **Choose File** to the right of **New Certificate**. Select your certificate file. ###### LDAP Server Admin Login The **Admin DN** and **Password** are used to connect to your LDAP directory so that user information can be retrieved. If you do not wish to use an Admin DN and Password, place a checkmark in the **Anonymous** box, and the site will use anonymous binds to connect to your LDAP server without a password. ###### LDAP Metadata This is an advanced setting used to provide compatibility with other LDAP servers. Ensure that the values listed match the values used within your LDAP server. Take particular note of the **Group Identifier** . This is usually going to be set to either **group** or **organizationalUnit**. After you have added the source, you will have the ability to delve further in to the Metadata to configure elements that are part of each user's profile, such as Job Title and Work Phone Number. For more information on configuring these items, see the **Configuring Metadata** section. ###### Other Options In the Other Options section, you can choose one of three options for **Login Restrictions**: * **No restrictions**: All users are able to log in to the site as long as they use the credentials for their account within your LDAP server. If the user is not part of a mapped group, they will only be added to the Registered Users group when they first log in. * **Only users who belong to mapped groups for the site can log in** : Users are only able to log in to the site if they belong to one of the group mappings you have added to the **Group Mappings** tab. If they are no longer part of one of these mapped groups, they will not be able to log in the site. * **Only users who already have an account in Manage Users can log in**: Only users that have accounts that have already been created can log in. This is not recommended for when you are first setting up the LDAP source unless the accounts are being created via some other method. You also set the **Status** of the source to **Enabled** or **Disabled** . In most cases when adding a new source you will want to leave the source set to **Enabled** but if you do not want the new source to be active right away, you can instead choose **Disabled**. Once you have configured the new LDAP source, you can use **Verify** to test if your settings are correct and that the website is able to connect to your LDAP server. However, the verification test will run when you click **Add LDAP Directory** so you can skip directly to clicking that button if you wish. When you click **Add LDAP Directory** the website will attempt to connect to the LDAP server with the credentials you have provided. If the connection is successful, the source will be added and you will be you will be returned to the list of Authentication Sources. #### Editing an LDAP Source Click on the name of an LDAP Authentication Source to edit it. A page similar to the **Adding an LDAP Source** page will appear. If there is an SSL certificate set, the **Certificate Hash** , **Certificate Effective Date** and **Certificate Expiration Date** for the certificate will now be displayed within the **LDAP Server Authentication** section. You also have the option to update or delete the certificate if required. If you make any changes to the server details (**LDAP Server Connection** , **LDAP Server Authentication** or **LDAP Server Admin Login** ) on this page, be sure to enter your password in to the **Password** field prior to clicking **Update LDAP Directory** as the source will need to be verified again during the update process. If you wish to have your LDAP source automatically sync on a daily basis, please contact your Project Manager or the support team and they can enable this feature. #### Configuring Metadata If you wish to change what fields in LDAP that the data is pulled from, you can do so by clicking on the **Metadata** tab. Here you will find three options: * **General Metadata** : These are the fields used for creating the account. They were also available on the **Adding an LDAP Source** screen. * **Extended Metadata** : These fields can be used to pull profile information which is then displayed when viewing a user in the Staff Directory portlet or when clicking on their **User Profile** when viewing the user account. * **Contact Information**: These fields allow you to pull work address, home address and telephone numbers from LDAP. Most of these are only viewable by the user or an administrator, with the exception of the Work number which can be displayed in the Staff Directory portlet. To find what values should be used for the Extended Metadata and Contact Information tabs, you will need to look at your users on your LDAP server and determine the fields you are using to store the information. In some cases, you may not be storing that information in your LDAP server; if that is the case, you obviously not be able to pull it from your server. If you ever want to reset a tab back to the default values, you can do so by clicking **Load Default Values**. To save any changes you make, click **Update** at the bottom of the tab you are working on. #### Managing Sub Servers If you have multiple websites, it is possible for the servers to share sources across servers. How these sources are shared involves a parent and sub server hierarchy, where sources created on the parent server can be used on the sub-server. Simply click **Enable on Sub Servers** tab and then enable or disable the sub servers in the list. These changes will take effect immediately. If you are working on a single site, or have added your source to one of your school sites (and not the district site), you will not see the **Enable on Sub Servers** tab. #### Managing Group Mappings Groups in LDAP can be synchronized with groups on the website. This synchronization is one-way (from LDAP to the website) and only affects adding a user to a group. To add a group mapping, click on the **Group Mapping** tab and click **Add Mapping**. This will bring you to the **Add Group Mapping** page. To the right of the **LDAP Group** field, click **Browse...** . This will open the **Select LDAP Group** window. Type the **Base DN** you wish to search within or leave it set to the default setting. If you know a particular word is present in the common name of the LDAP group that will be a part of this mapping, type it into the **Common Name** field. Click **Find** to bring up a list of groups found on the LDAP server. On the left side of this list, click on the **Common Name** of the group to select it. The dialog will close and the name of the LDAP group which you selected should appear in the **Add Group Mapping** dialog. Use the **Mapping to Server** drop-down to choose which site you want this mapping to be used for. If you have a single site, or you want your mapping to go to the current site, you can leave this as the default. To map the LDAP group to a new group on the website, click **Create a New Group** . Then type in the name of the new group in the **Group Name** field. You can select a **Parent** (optional) for the new group by selecting the **group picker** icon. To map the LDAP group to an existing group on your website, click **Select an Existing Group** and then choose a **Group Name** by clicking on the **group picker** icon. The group picker dialog will open. Select one group from the list of groups and click **Add** . Then click **OK**. The group picker will close and the group name you have selected will appear on the Add Group Mapping page. Once you have finished configuring your new mapping, click the **Add** button to create the group mapping. You will return to the list of group mappings. ##### Group Mapping Import Adding group mappings one at a time provides more control however it can be time consuming if you wish to add several groups at one time. Therefore, the system allows administrators to import multiple group mappings. To do so, from the **Group Mapping** tab, click **Import Group Mapping**. This will bring you to the **Import Group Mapping** page. The import utilizes the standard Comma Separated Value (CSV) format. To see the columns and formatting that should be used with your CSV file, click **Sample Import** **File** to download an example of a CSV import file. You can use this sample to start your own file or merely copy the headings and formatting used with your own file. Once you have a file that is ready to be imported, click **Choose File** and select the CSV file that contains the mappings which you wish to import. If you wish, you can check the box **Validate Distinguished Names** to have the website validate the Distinguished Names during the import process. Click **Import** to process the file. After the import is finished, the **Import Report** will be displayed. This shows you the number of records processed, the number imported and how many were detected as duplicates. ###### Syncing a Mapping To sync a mapping, click the circular arrow icon to the right of the mapping you wish to synchronize. You will be presented a list showing all users that are a member of the group in LDAP but have been updated since the last time the mapping was synced. These will show as **Unsynchronized Users**. You can choose specific users to synchronize and click **Synchronize Selected** or you can click **Synchronize All** to synchronize all of the unsynchronized users within the mapping. You will also see a list of users that were previously in the group in LDAP but no longer are part of the group (but are still part of the group in Presence). If you wish to remove these users from the group in Presence, you can select specific users to remove and click **Delete Selected** or you can remove all such users by clicking **Delete All**. ###### Auto Synchronization If you would like your mappings to be synced automatically every day, please contact our support team and they will enable this functionality. ###### Deleting a Mapping To delete a mapping, click the X (Delete) button next to the mapping. ### Using Published Links Published links are permission sensitive links that can be displayed on your site. You can control which published links (if any) show up for guests, which links show for signed in users, and which links appear for users that are members of a particular group. If you would like to edit the published links on your site, you can do so by clicking **Manage Published Links** on the System Administration page. 1. To create a published link, click **Add Published Link** .Fill out the **Name** of your link and the **URL** associated with the link. You can also fill out a **Description** and choose an **Icon**to associate with the link if you wish. 2. If you are pointing to a page within your site with the published link, you should use a relative URL instead of an absolute one (For example /webmail instead of http://www.examplesite.com/webmail). This will ensure the user does not need to start a new session when clicking the link. 3. When you have filled out the fields, click **Add** to add your link. 4. You can manage your existing links by clicking on the **Name**of the link. You will be presented with the same interface as when you add a new link. 5. You can also click the **Permissions**tab to determine which user(s) or group(s) can see the link. If you want the link to be visible when not signed in, add the Guest user account. As an administrator you will be able to see all published links regardless of the permissions that have been set. 6. When adding permission for a published link you are only adding permission to see the link; you are not giving the user permission to access the page. This can be useful if you want to display a link to areas of the site that are password protected. When the user clicks the link they will be prompted to sign in. 7. To change the order of the published links, use the up and down arrows to re-arrange the links in your preferred order. In many templates, the first few published links will be displayed directly on the page while the rest will be hidden by a **More** option. When arranging your links keep in mind that the first three links that are displayed for a guest may be different than the first 3 that a signed in user sees (depending on the permissions you have set). 8. To remove any of your published links, click the X (Delete) icon to the right of the respective link. ### Managing RSS Providers Several applications on Presence's system have RSS capabilities. These can be found in **Manage RSS Providers** .Administrators can determine which application should offer RSS feeds by simply clicking on the **Enable** or **Disable** radio buttons. The corresponding RSS feeds will only be available if the provider has been set to enable. ### Sending Mass Email To aid in communications with your users, Presence provides a tool for sending mass emails. This feature can be found under **Send Mass Email**. To send a message, first choose whether to have the message show as being sent **From**the default notification email address or from the email address associated with your user account. If the email address associated with your email account isn't from the server domain you have set in the SMTP settings, there is an increased risk of your message being incorrectly identified as spam by users receiving your email. You can then choose who you want to send your message to using the **To** , **CC** , and **BCC** fields. If you are sending to people who have email accounts on the system, click the User Picker icon to choose the users or groups you want. If you are sending to people who aren't users on your system, you can type or paste in their email addresses in the **Other Email Addresses**fields. If emailing a large group of users, it is generally considered inappropriate to use the **To** or **CC** fields as that allows everyone who receives the message to see all the other email addresses that received the message. In those cases, you should use the **BCC** field instead. Now enter a **Subject** , type your message, and click **Send**. ### Default Calendar Settings Whenever you create a new calendar on your site, it will have certain default settings pertaining to its look and feel. There are also some elements of the look and feel that are universal to all calendars of a particular type on your site. You can change what those default settings are by going to the **Default Calendar Settings**. The default tab, **Content Manager**, will allow you to modify the default settings used for calendars within the CMS. You can control the Color Scheme by determining the **Default Calendar Color** , the **Selected Day Color** and the **Current Day Color**. **N****ote**: The color settings are the only default settings options that are used with the new calendar module. The Default Views, Cell Height Per View and Other Settings options only apply to the original calendar module. You can also choose which of the daily and weekly views are available as the default view when editing a calendar's settings. You can choose between the **List View** and the **Hourly View**. You can also configure how tall your cells are in various views. If you find you have a lot of events and you don't want users to have to click **More events** to see them all then increasing the height of the cells can help. You can also determine what time of day users first see when switching to the hourly view and what size of font is used to title your events in the calendar. If you decide you want to reset your settings, you can revert to the default settings by clicking **Restore System Defaults**. You can also reset a specific setting back to its default by clicking circular arrow icon to the right of the setting. To save your changes, click **Update Settings**. ### Manage Event Categories Administrators have the ability to create event categories that will be made available to calendar users on the system, such as teachers, secretaries or athletics coaches. These Event Categories can be customized to have a unique icon and font color associated with it. The default tab, **Content Manager**, will allow you to configure event categories that can be used by any CMS calendar on your site. 1. To add an Event Category, simply click **Add Event Category**. 2. Fill in information about your specific event and assign it a font color and icon and click on **Create Event Category**. 3. If you wish to copy a specific event category, simply click on the **Clipboard** icon corresponding to the title of the event category. 4. You can select which location you wish to copy that event to from the **Copy to** drop down. Furthermore, you can rename the title of the event in the **New Category Name** field. When finished, click on **Copy.** 5. To delete an event category, simply click on the X (Delete) icon next to the corresponding to the title. For more information on working with calendars, please refer to the chapter on Calendars. ### Working with Site Render Templates Site Render templates can be used to control the look and feel of various elements on your site. They are most commonly used for are the Navigation, Data Display, Data Summary and RSS Aggregator and Upcoming Events portlets. You can access the Site Render Templates by clicking **Site Render Templates** on the System Administration page. If you are not comfortable editing XML or style sheets it is **strongly** recommended you contact the support team to make any desired changes to your theme. Even a minor mistake could make your render template no longer display properly. And if you are making changes on the district site, this is particularly risky as one or more of your school sites may be using your render templates. If you are going to make the edits yourself, **be sure to copy and paste the original layout and style sheets**in to Notepad or another word processing program. That way you can use that copied code to revert to the previous version if anything goes wrong. To add a new site render template, click **Add Site Render Template**. You can then enter the following information: * **Template Name**: The name of your site render template. * **Category**: The category of your render template. For portlets that use render templates, they will only be able to use a specific type of render template, so it is important to set the right category. For more information, see the documentation for the portlet or module you are planning to use. * **Description**: A description of the render template for reference purposes. * **XSL Transform**: The XML of your render template goes here. The field should start with \ and end with \. The XML code entered must be valid code or the render template will be unable to be added or updated. * **Style Sheets**: Any CSS you wish to apply to the render template can be entered here. You can also have CSS in the style sheet for the broader template being used on the page applied to the site render template. * **Upload Images**: If you wish, you can upload image files to be used in your XSL Transform and Style Sheets fields. You can also use images from the image manager/document manager/and so on but this interface gives you a place you can upload those images from within the site render template interface. Once you have finished setting up your site render template, click **Add Render Template**. The XML will be tested to ensure it is valid and then the render template will be added to your site. To edit an existing site render template, just click on the template you wish to edit. You will then have the same interface you get when adding a new template except that the button at the bottom of the page will now say **Update Render Template** . The **XSL Transform**input will still need to pass a validation check in order to be successfully updated. When viewing the list of site render templates, you will notice that many of them do not have a X (Delete) icon under the action column. The ones without the X (Delete) icon are either from a parent site (such as the district site if you are on a school site) or they are system default templates; these templates cannot be edited (though if they are from a parent site, you can go to the parent site and perform your edits there). If you want to modify one of these static templates, you can click on the render template and then copy and paste the code in to a new site render template; you can edit the new template as you wish. To delete a render template, click on the X (Delete) icon and then confirm your decision. Be careful when deleting a render template as this will disrupt the rendering of any portlet that is using your template. Be particularly mindful of this when deleting a render template from a district site as any render template created at the district level is also available (in a static form) at the school level. ### Filtering Profanity Presence includes an optional profanity filter module. Once it has been enabled this filter can be used to block inappropriate language from being posted to your site. The filter is designed to work with the parts of your site where guests or students are likely to have the ability to post or submit content. You can find the profanity filter under **Profanity Filter Settings**on the system administration page. If you do not have this option, please contact the support team and they will be happy to enable it for you. In the profanity filter interface you can list any and all word or phrases that you wish to block by entering them into the **Filtered Words List** field. Each word or phrase you wish to block should be entered in on its own line. In order to keep this manual appropriate for all readers we will not post it here but we do have a default list of words to filter. If you contact support they can add the list for you. You can still add your own custom entries in addition to the default list if you so choose. Once you have set up your list of words, you will now need to decide what you want to apply the filter on. You can choose from any or all of the following: * Form * Forum * Blog * Gallery Comments * File Comments The Comments option only refers to the legacy version of the Photo Gallery. The current Photo Gallery does not allow comments. As it is unlikely that you will have words that you want to block on one format (say a form) but not on another format (such as a forum) you will probably want to check off all the available options. Once you are satisfied with your list and your settings, click **Save**. ### Control Settings The control settings interface actually covers a few different elements within your site. To access this area, click **Manage Control Settings** on the System Administration page. #### CAPTCHA The first tab of the control settings interface is dedicated to the CAPTCHA. The CAPTCHA (or Completely Automated Public Turing test to tell Computers and Humans Apart) is used to ensure the user filling out your form or posting comments on your blog is a real person and not a spambot. The CAPTCHA interface allows you to decide if you want to use **radCaptcha** , **reCAPTCHA** or **Simple CAPTCHA**. If you are using reCAPTCHA, you can specify the **Theme** and **Language**you wish to use. If you are using radCaptcha, you can set an **Error Message** , choose the text length, font and colors. You can also use the **Image Noise**section to make the Captcha easier or harder. If you are using the Simple CAPTCHA you can specify the **Error Message**that is displayed when a user fills out the CAPTCHA incorrectly. When you select a CAPTCHA you will see a preview of your CATPCHA under the settings. When you are ready to save your configuration, click **Update**. #### School Dropdown Another component of the control settings interface is the School Dropdown. Here you can configure the look and feel of your school drop down as well as control which schools are included in the drop down and how they are organized. To access this interface, click the **School Dropdown** tab within **Manage Control Settings**. As you might expect, this interface will not be available if you have a single standalone site. The first tab within the School Dropdown is the **Display Settings**tab. Here you can choose a **Render Template** for your school drop down. You can also choose how to **Group Schools By**(Name, School Type or None). You can also decide what to do with the **Current Website Link**, whether to include the district site in the drop down and whether to allow schools to configure these settings or force them to follow the settings from the district site. Finally, you can choose from one of several **Layout Mode**options. When you are happy with your settings, click **Update Settings**. The second tab in the School Dropdown is **School List**. Here you will see a list of all the schools that are part of your district along with the Type, Default URL (this is the URL that will be used if someone clicks on the school in your drop down menu) and Status (this allows you to toggle sites from being included or excluded from the school drop down). If you wish to change the name, type, default URL or status for any of the schools, just click on the **Calendar** icon. To save your change, click the **Save** icon. The final tab within School Dropdown is the **School Types** tab. Here you can specify the order for the **School Types** you created in the **School List**tab. The school type order is only relevant if you have chosen to group schools by school type. For more information on that option, see the previous page. To change the order of your school types, simply click and drag the types into your preferred order. To save your changes, click **Update Order**. #### Telerik CMS Menu With the **Telerik CMS Menu** configuration options found within the **Manage Control Settings** area on the System Administrationpage you can change the animations used by the menu, how quickly those menus are triggered and how quickly they go away if you move off of them. The available options are: * **Expand Animation Type** :Use the drop down to choose a type of animation for when you hover over the menu. * **Expand Animation Duration** :Determine how long the animation takes to complete when displaying the opening animation. * **Expand Delay** :Determine how long you must hover over the menu to make it open. * **Collapse Animation Type** :Use the drop down to choose the type of animation to use when you move off of the menu. * **Collapse Animation Duration** :Determine how long the menu takes to play the closing animation * **Collapse Delay** :Determine how long you must no longer be hovering over the menu before it closes. All duration and delay settings in the Telerik CMS menu are in microseconds.1000 microseconds is one second. Once you have completed your change, click **Update Settings** to save. If you ever wish to go back to the default settings, click **Reset to Default**. ### Managing 301 Redirects 301 Redirects allow you to set up redirects so that if a user goes to a particular URL, they will be routed to another page (such as if they go to http://www.yoursite.example/jobs, it could redirect the user to http://www.yoursite.example/about_us/careers/job_openings/). These redirects are often used so that when a page is moved, users will be directed to the new location, even if they have a link pointing to the old location. The 301 Redirects are also quite useful for SEO as search engines will pick up on these redirects as well. To manage 301 redirects, look in the **General Administration** section and click **Manage 301 Redirects**. #### Automatic Redirects With Automatic Redirects, you can ensure that if you rename or move a page, a 301 redirect for the new location or name is automatically created. To turn on Automatic Redirects, set **Auto-Manage 301 Redirects** to **Enabled**. Once the feature has been enabled, whenever you **Move a Page** or **Rename a Page**, a 301 Redirect will be automatically added to the site. If the page you move or rename has child pages, you might want to add an additional 301 redirect that uses a wildcard. With a wildcard in place, the redirect will apply to the any and all child pages of the URL. #### Adding a Redirect 1. To manually add redirects, click **Add Redirect**. 2. In the **Add 301 Redirect** modal, type in the URL that is no longer being used in the **Old Url**. Type in the URL you want users to be routed to in the **New Url** field. 3. Click **Add**to create the redirect. When users attempt to access the **Old Url** , they will be automatically routed to the **New Url**. You will not be able to create the redirect if there is no page found at the URL entered as the **New Url**. You can add redirects that are relative (i.e. everything after the http://www.exampleurl.com part of the URL, like /about_us/careers) so they will work for any domain you have set up for your site or absolute (i.e. http://www.exampleurl.com/about_us/careers) so that it can route users from a particular domain to another domain. #### Importing Redirects 1. To import a large number of redirects, click **Import**. 2. Click **Download Example** to download an example CSV file. 3. Open the file in Excel (or your editor of choice). 4. The CSV has a very simple format. The first column is for the **Old Url** and the second column is for the **New Url**. 5. Fill in the URLs you want to use for the redirects and save the CSV file. 6. On the modal, click **Choose File**. 7. Click on the file you wish to use and click **Open**. 8. Click **Import** to import the URLs. When users attempt to access the URLs in the **Old Url** column, they will be automatically routed to the URLs in the **New Url**column. You will not be able to create the redirect if there is no page found at the URL entered as the **New Url**. #### Using Wildcards Wildcards allow you to create a redirect that applies to all child pages of a specific page. For instance, if you have created a redirect so that /for_staff redirects to /staff, you may also want any child pages (such as /for_staff/directory) to also be redirected to /staff (so /for_staff/directory would go to /staff/directory in this example). To create a redirect for child pages of a page, add /\* to the end of the URL that you want to redirect child pages for. If you want to redirect a specific page and all the child pages of that page, you will need two rules. #### Example Redirects | Old URL | New URL | Applies To | |--------------------------------|-----------------------------------|-------------------------------------------------------------------------------| | /for_staff | **/staff** | The Staff page | | /for_staff/\* | **/staff/\*** | All child pages of the Staff page (but not the Staff page itself) | | http://oldsiteurl.org | **http://newdomain.edu** | Applies to anyone visiting the homepage of the old URL. | | http://oldsiteurl.org/staff/\* | **http://newdomain.edu/staff/\*** | Applies to anyone visiting a child page of staff using http://oldsiteurl.org. | #### Editing Redirects * If you wish to update an existing redirect, click the **Edit** icon under the **Edit**column for the redirect you wish to edit. * Make any change to the **Old Url** or **New Url** field and click **Update**to save. * If you wish to delete a redirect, click the X (Delete) icon in the **Delete**column for the redirect you wish to remove. ### Monitoring and Reporting There are numerous logs available within your site. Some of these are event logs which will help determine the source of errors. Others are system report logs which allow you to learn more about the users on your site and things they may be doing on the site. #### Event Logs Event logs track any events on the system. Most important of these events are the errors. In particular, any items that show up as Errors in the System Log can be of great help if users are reporting difficultly accessing a particular page or performing a particular action. Whenever you see a message saying that "There has been an error on this page" a system log entry of the error is created. This entry contains information like the user that got the error, the URL of the page they were accessing and specific details of what the error actually was. While you do have access to these logs, it is generally advised that you contact the support team and ask them for assistance with tracking down the source of any errors you are experiencing. #### System Reports The system reports allow you to learn all kinds of information about the users and usage of the site. You will find these in the **Monitoring and Reporting** section of the System Administration page by clicking **System Reports**. The available reports are: * **Basic User List** :A list of all users on the site, including basic profile information. * **User List By Group**: Specify a group or groups of users to view. * **Registration By Geography** :View your users broken down by country and state. * **Activity Summary** :View site activity over a specified date range including number of logins per user. * **Most Active Users** :See which users have performed the most activities over a given date range. * **Login and Logout Audit** :View a list of logins and logouts over a given date range. * **Activity By User** :View the activity for a specific user over a given date range. * **Activity For All Users** :View the activity of all users over a given date range. * **Failed Login Attempts by Associated User** :View the number of unsuccessful logins attempts for a given user. * **Registration by Date**: View new user registrations over a given date range and organized by year, month and day. * **Group List** :View a list of all groups on your site. * **Group Membership** :View a list of all group members of all groups, sorted by group. * **Event Logs** :See previous section for more information on Event Logs * **Object Type Distribution** :See how many of each object type are found on your site. * **Sub Server List** :View a list of all child sites of your current site. * **Alert Subscription Report** :View a list of people that have subscribed to a particular component(s) on your site. * **Security Classes List** :View a list of security classes on your site. Security classes are a legacy item and are not used on most sites. * **Portlet Deletion Activity List** :Find information about deleted portlets over a given date range. * **Popular Search Phrases** :View a list of the most popular search phrases over a given date range. This will only contain data if you are using Presence's search function (and not a third-party search tool). * **Search Phrase by User** :View searches performed by a particular user over a given date range. This will only contain data if you are using Presence's search function (and not a third-party search tool). * **Search Activity by Month** :View the number of times someone searched your site over a given date range. This will be displayed by year and by month. This will only contain data if you are using Presence's search function (and not a third-party search tool). All of the reports will have a similar interface however the exact options available for search criteria will vary depending on the report. When you run a report you will have the ability to determine which criteria you want to use (in our example on the next page, the options are **Start Date** and **End Date** ). To run the report, click **View Report**. While the report is running, you will see a **Loading**image. The amount of time the report takes to complete vary based on the type of report, the date range set and how much data needs to be searched to compile the report. When the report is complete you will see the first page of the report. From here you can use the blue arrows to go forward to the next page or jump to the last page. You can also use the Find box to search the report for something specific. With larger reports that contain a lot of data, you will probably want to export the report. To do so click the icon and choose the format you would like the report. You can choose between **Excel** , **PDF** , and **Word**. Once you make your choice, you will be prompted to download the file. When you are finished working with your report, click **Close** to close the window. ### Importing and Exporting Data In some cases you may find the need to import and export data on the system. For example, you may want to export the themes that have been set up on one site and then import those themes to a new site. #### Importing XML To import XML, go to the System Administration page and click **Import XML** in the **Data Management**section of the page. From here you can click **Choose File** to select the XML file that you wish to import. Once you have selected the file, click **Import** to import the file. You should only attempt to import XML files that you have exported from other Presence sites. Other XML files will not be formatted correctly and thus will not be able to import. #### Exporting XML To export XML, go to the System Administration page and click **Export XML** in the **Data Management**section of the page. From here you can use the Export XML drop down to choose the type of data you wish to export. You can choose from: * Application Settings * Certifications * CMS Templates * Course Levels * Departments * Groups * Notice Board * Portal Themes * Portlet Templates * Published Link * Server Locales * Server Packages * Server Themes * Users Once you make your choice you may be presented with additional options to specify exactly what you want to export. For example, if you choose to export the portal themes you will then be able to check or un-check the specific themes you wish to export. By default, all the options will be checked but you can quickly uncheck them using the **Invert Selection**button. Once you have made your selection, click **Export** to save your data to a file. #### Importing and Exporting Users If you wish to import or export users via CSV file, you can do so by going to **Other Integration Options** under **Data Management** on the System Administration page. To import users via a CSV file, you will first need to create the spreadsheet of users you wish to import. You can view an example file to help you get started with that by selecting **Import CSV User File** from the **Conversion Type** drop down and then clicking **View Example File**. If you open this file you will see the format you need to enter your user data in. All fields must be completed for a user to be successfully imported in to the system. Once you have created your CSV file, click **Choose File**and select the file you have created. You can then choose whether you want to update existing users. Your choices are: * **Do not update existing users** :Any username that is already in the system will be skipped during the file import. * **Update existing user information** :If the username is already in the system, the account will be updated to incorporate any changes to the first name, last name or email address fields. * **Update existing user information and reset user password** :If the username is already in the system, the account will be updated to incorporate any changes to the first name, last name or email address fields. The user's password will also be reset to whatever password was specified in the spreadsheet file. You can also choose how to handle the group membership of existing users. Your choices are: * **Do not update existing users** :The group membership for any username that is already in the system will be left as is. * **Update existing users by appending group membership** :If the username is already in the system, the user will be added to the group listed in the Groups column of their spreadsheet entry. * **Update existing users by replacing all existing group member with new membership** :If the username is already in the system, the user will be removed from any groups they are in now (with the exception of the Registered Users group) and added to the group listed in the Groups column of their spreadsheet entry. 1. To start the import process, click **Convert**. 2. If you wish to export user files to a spreadsheet you can do so by choosing **Export CSV User File** from the **Conversion Type**drop down. 3. You can then choose whether to **Export all users** from your site or to **Export users in following groups**. 4. Once you have made your choice, click **Export**. 5. For security reasons, the Password and Group columns will be blank in your exported CSV file. #### Working with Portlet Templates Each portlet available uses a portlet template. So portlet templates determine what sort of options you have when creating new portlets on the system. Some portlet templates are global and hence cannot be edited. Other portlet templates are on the site level and can be edited or even removed. Because making changes to the portlet templates could potentially stop portlets using those templates from loading properly, the portlet template interface is generally not available. If you need to be able to modify the portlet templates and do not wish the support team to make these changes for you, you may request access to this interface. If the **Click Portal Server Administration** section has been added to the system administration page on your site, you can access the interface by clicking **Manage Portlet Templates**. To add a portlet template, click **Add Portlet Template**. Fill out the **Portlet Template Name** and choose if you want to have a **Default Icon**. You can also select the following options: * Supports Minimizing * Supports Maximizing * Supports Editing * Supports In-page editing * Supports Detaching * Supports Personalizing * Supports Caching * Can Be Displayed Without Chrome * Can Be Version Controlled When selecting these options for a portlet template, you are not saying at these options are enabled but rather that they will be available to be enabled when creating a new portlet via the Manage Portlets interface. We will talk a bit more about each of the options and what they do in the **Manage Portlets**section. When you are ready to add your new portlet template, click **Add Portlet Template.** **Supports Detaching** and **Supports Personalizing** are legacy options that are no longer used by most portlets or portlet templates. Once you have added the render template, you will now have two additional tabs, **Default Properties** and **Portlet Provider Configuration**. In the **Default Properties** tab, you and add any default properties you want to be part of the template. The exact properties you may want to specify will vary based on the Portlet Provider Configuration tab. To save any properties you add, click **Apply**. On the **Portlet Provider** tab, you can specify the **Portlet Provider** (this will usually be **ASP .NET User Control** ) and the **Control Location** . When you have entered the data, click **Submit**. Unless you have experience with adding new portlet templates in Presence you should contact support for assistance with adding any new portlet templates. You can also view existing portlet templates form the Manage Portlet Templates interface. If you want to view just the server level (editable and deletable) templates click the drop down for **Search Portlet Template Name** , choose **Server Level** and click **Find** . Alternatively, you can choose **Global Level** to view the list of global portlet templates. You can edit an existing Server Level portlet template by clicking on the appropriate Portlet Template Name. You will see the same interface options as when adding a new portlet template. You also have the option to delete an existing server level portlet template. To do so, click the X (Delete) icon to the right of the template you wish to remove. If any portlets are using a portlet template that you have deleted, the contents of those portlets will no longer be displayed correctly if you delete the portlet template. ### Managing Portlets Whenever ever you add an element to a page (whether it is a calendar, a news summary, a banner or a text area) you are using a portlet. Each site has two types of portlets, global portlets and server portlets. Global portlets are part of the Portlet Library when you go to add a new portlet to a page. These portlets are system portlets; their configuration options cannot be changed and they cannot be added or deleted. Server portlets are the ones that you find when you go to Local Portlets. These are site-specific portlets; their configuration options can be changed, new portlets can be added and existing portlets can be deleted. Because editing or deleting an existing portlet that is being used on the site could cause the portlet contents to no longer be displayed properly, the Manage Portlets interface is not available by default. If you need to be able to create or modify new portlets and do not wish the support team to make these changes for you, you may request access to this interface. If the **Click Portal Server Administration** section has been added to the system administration page on your site, you can access the interface by clicking **Manage Portlets**. To add a new portlet to your site, click **Add Portlet**. You will be prompted to enter the following data: * **Portlet Name** :The name of your new portlet. * **Portlet Template** :The template that your portlet is using. This determines what sort of portlet you will have and what sort of functionality it provides. For the most part the default portlets all have names that match their portlet template (for instance, the Advanced Data Display portlet uses the Advanced Data Display template, the Global Content portlet uses the Global Content template and the Web Content portlet uses the Content Managed Data portlet). Your new portlet names do not have to match the name of the portlet template of course. Once you select the portlet template a number of additional options will be displayed. * **Portlet Category** : The category you select determines where inside the Local Portlets area this portlet will appear. Most portlets go best with Collaboration or Content Management however you can choose whatever category you prefer or choose **Other...** to be able to add a new category to the site. * **Portlet Description** :In this field you can enter a description of your portlet. * **Icon** :You have the option to choose an icon to go with your portlet. * **Application** :Choose which areas the portlet can be added to. **Blog** means you can add the portlet to a blog page, **Collaboration Group** means the portlet is available for use in the Groups module, **Content Manager** means you can add the portlet to normal pages in the CMS and **MentorMatch** is only applicable if you have the MentorMatch application. For ease of use, you can also select **Check All**. * **Options** :The options that are available will depend on what options are enabled in the portlet template. If an option has been enabled in the portlet template then it will appear as a selectable checkbox here. If the option has not been enabled then the checkbox will be greyed out. As a rule of thumb you will generally want to choose all available options that have been enabled for the template but at times you may wish to exclude particular options. * **Viewable**: This option allows the portlet to be visible on the page to users in view mode. * **Minimizable**: This allows you to minimize the portlet to hide the content will still leaving it on the page * **Maximizable** :This allows you to make the portlet content visible again after it has been minimized. * **Editable** :This allows you to change the content and configuration settings for the portlet. * **In-page editable** :If the portlet supports it this allows you to edit the content or settings directly on the page the portlet is on (without being taking to a new page). * **Detachable** :This is a legacy feature that is no longer supported by most portlets. * **Personalizable** :This is a legacy feature that is no longer supported by most portlets. * **Cachable** :If the portlet supports it, the contents of the portlet will be cached for faster page loading. * **Display Without Chrome** :If this feature is not enabled theediting options for a portlet will be displayed on the page even when in View mode (though it is permission dependent. If you do not have permission to edit the portlet you will not seeing the editing options. * **Version Controlled** :This feature allows you to access older versions of the content you have added to the portlet. This will only work with Data Display, Content and Tabs portlets. * **Detached size** :As **Detachable**is a legacy feature, you can safely ignore these settings. Once you have made your choices, click **Add Portlet**to create your new portlet. This will be a new Server portlet and it will be available when adding new portlets to a page under the Local Portlets area. You can also edit Server portlets by clicking on the portlet you wish to edit. This will bring up an editing portlet interface. The first tab, **Edit Portlet** , will look the same as the Add Portlet interface but with **Add Portlet** changed to **Update Portlet** . You also have access to **Portlet Properties** and **Portlet Permissions**tabs where you can set default properties for the portlet and assign permission to particular users or groups. **Note** : You cannot edit any Global portlets as these are system portlets. However, if you wish to make a new version of a Global portlet you may do so by clicking the **Clipboard** icon under the **Action**column. ### Configuring Document Container Settings Document containers play an important role on many sites as they allow teachers and administrators to easily share files and links with other users. There are a number of configuration options that can be used to maximize the effectiveness of document containers within your site. To access the document containers settings, click **Collaboration Server Settings** under **Collaboration Server Administration** on the System Administration page. The default tab you will see is **Content Manager**. This is the tab for all the document container portlets on your site. From here you have the option to **Hide** columns from the document container. You can hide: **Last Modified Column**: Date the file, link or folder was last modified. * **User column** :The user account that uploaded the file, link or folder. * **Size column** :The size of the file uploaded. You can also set the **Default Sort** for the document container. You can choose to sort by **Name** , **Modified** , **User** or **Size** in **Ascending** or **Descending**order. There is also an option to determine the **Maximum File Upload Size** . The **Default maximum**is 1024000 KB (or 1 GB) but you can choose to set a smaller maximum size if you wish. There are also two **Additional Settings** available. The first option, **Show above settings on each container** , allows you to add a tab called **Display Settings** to all document container portlets. This tab will allow those with full control of the page to access the **Data Columns** , **Default Sort** and **Maximum File Upload Size** for their document containers. The settings configured in **Collaboration Server Settings**will be the default, but the user can customize their settings to best suit their needs. The last setting is **Disable the file details page**. If this box is checked, then when a user clicks on a file in the document container they will be taken directly to the file; if this is not checked, the user will see the file details and have the option to then click to download the file. If you make any changes to the settings, click **Update Settings** to save. There are two other tabs available within **Collaboration Server Settings** . The **e-Learning Server** tab is used for the settings within the **File** tab of Online Classrooms. The **Collaboration Server** tab is used for the Workspaces module. The options for the **e-Learning Server** tab are the same as those outlined for the **Content Manager** tab. The **Collaboration Server**tab, however, contains some additional configuration options. Those additional options are as follows: * **Display left hand navigation** :Show a left-hand navigation view of workspaces. * **Display online users** :While in workspaces, display users that are currently online. * **Hide tabs if only one tab is visible** * **Allow multiple choices when only one Calendar filter specified** :If viewing a calendar filter drop down, you can choose to display more than one of the options listed. ### Accessing Site Management On the system administration page under **SitePublish** you will find **Site Management**. Clicking on this link will bring up the Site Management interface. 1. If your site has more than one active site, you can determine which of these sites will be the default site when users access your URL by using the **Default Website**drop-down. 2. If you change the setting, click **Update** to save. 3. You can also choose the style of your **Site Control Toolbar** . You can choose to have a **Scrolling Menu with Icons** or a **Docked Menu without Icons**. The scrolling menu will always appear at the top of the window when you scroll down the page. With the docked menu, the menu is only visible if you scroll to the top of the page. 4. You can also add an additional site by using **Add Site** . This will require some configuration from the support team and it may be better to create a standalone site rather than a sub-site of your current site. **If you are looking to add a new site, please contact the support team for a recommendation on how to proceed.** 5. You can use the lens icon to view the homepage of the site. 6. The X (Delete) within the **Globe** icon can be used to deactivate a site. A deactivated site will not be accessible by any but system administrators. **If you wish to deactivate or decommission a site, please contact the support team for assistance.** 7. You can also click on the **Site Name**to access the site administration options. ### Using Page Review Notification Settings One of the follow-up tasks that can be set on any page is when the page should be reviewed. In order to determine what happens when a page is reviewed, you can use the **Page Review Notification Settings** . You will find the **Page Review Notification Settings** on the left side of the System Administration page in the **SitePublish** section. Within the **Review Notification Settings,**you can configure a number of options. * **Trigger Date** :Choose to start sending email reminders about required review on the **Review Date** or a specific number of **Days Before the Review Date**. * **Frequency** :Choose to send email reminders once the review has been triggered and until the review has been completed on a **Daily** , **Weekly** or **Monthly**basis. * **Recipient** :Choose which user or users are emailed about the review. You can choose to email one or more of the **Page Owner** , **Site Administrators** , and **Selected Users** . * **Page Review Duration**: This determines how long the page is considered to be under view once the review has been triggered. The Recipient(s) will be emailed a reminder about the review based on the Frequency specified until the Page Review Duration has elapsed or the page has been reviewed. * **Flag Message**: This is the message that will appear to the page owner if they visit a page they own that is currently awaiting review. * **Excluded Pages** : Sometimes pages that had a review date set may no longer be relevant so you may want to exempt them from review. The most obvious example of this would be for **Archived Pages** , but depending on how you use them, you may also want to bypass the review process for **Hidden Sections** and **Hidden Selections**. Once you have completed making any changes, click **Save**. ### Moving Pages between Sites While the feature is not enabled by default, it is possible to move sites from one school site to another school site within the same district. If this is a feature you would like to use, please contact the support team and they will be happy to enable the feature for you. Once the feature has been enabled on your sites, pages can be moved from one school in your district to another school in your district. However, if you need to move a page from the district to a school or vice versa, please contact the support team as they will need to make this move on your behalf. If you are an administrator at only one of the two sites involved in a page move, you will only be able to handle either the sending or receiving portion of the page move. An administrator for the other site will need to handle the other portion of the move. #### Sending a Page to another Site To move a page from your current site to another site, you will need to go to **Site Management** (found on the System Administration page under **SitePublish** ) and click on the name of your site. Then click on the **Page Move Requests** tab. Alternatively, from the Administrative Toolbar, you can go to **Site Admin** -\> **Page Move Requests**. If you do not see this option, please contact Presence Support and they will enable the feature for you. Within the Page Move Requests page you will see a list of all the page move requests that are pending within your site. To add a new request, click **Add Page Move Request**. Now fill out the page move requests fields. You will need to specify: * **Requested By** :Specify the user that requested the page move. This information will be particularly useful if another administrator will be receiving the page move request at the destination site. * **Page to be Moved** :Click **Browse** to bring up another window. Then click **Default Pageset** and navigate to the page you wish to move. When you have found the page that you want to move click **Select**to the right of the page name. * **Destination** :Use the drop-down to specify the site the page should be moved to. * **Comments** :You can also add some comments about the move. This can give the administrator at the destination site an idea of why the page is being moved. When you are ready to move the page, click **Send Request**. You will now see that your page move request is pending approval of the destination site. If you have administrative access to the destination site, you can process the move. Otherwise, an administrator from the destination site will need to do so. #### Receiving a Page from another Site To receive a page that has been sent from another site, you will need to go to **Incoming Page Move Requests** in the **SitePublish** section of the System Administration page. On the page you will see a list of all your page move requests, both past and present. To approve or reject a particular request, click the **Approve/Reject** link. You will be able to view who requested the page move, what page is to be moved and when the request was sent. If you plan to approve the request, you will need to set the **Page Owner** field. If the owner of the moved page already has an account on your site, choose **Existing User** and use the **user picker** icon to choose the intended owner. If the owner does not have an account on your site yet, fill out the **Username** , **Password** , and **Re-enter Password** fields and set the **Group Membership**of the new user. To set the **Destination** for the moved page, click **Browse...** In the new window that comes up, navigate to your desired location. You will first want to click on **Site Root** , then the name of your school. If you want this page to appear on the top menu of the site, click **Select** to the right of **Default Pageset** . Otherwise, click **Default Pageset** to see a list of your top-level pages and keep clicking down until you get to the page that you want to be the parent page of the page you are moving. For example, if you wanted to place the page under your Grade 11 Science section, you might click on **Staff Directory** -\> **Science** and then click **Select** to the right of **Grade 11** . Once you click**Select** on your desired destination, the browse window will close. Finally, fill out the **Comments** field. You can use this space to indicate that the request is being approved and any other details you may wish to add. To complete the page move process, click **Move Page**. Once your move has completed you will be able to view its updated status from both the origin and destination sites: #### Page Move Mailing List There is one other aspect of X (Delete)-site page moves that we have not yet covered, and that is how the user(s) at the destination site are notified of the request. This is controlled by the Page Move Mailing List that is maintained on each site. To access the Page Move Mailing List, go to the System Administration page and click on **Page Move Mailing List** within the **SitePublish** section. To populate the mailing list, click **Add User** . This will bring up the user picker and allow you to choose the user(s) that should be emailed when a new page move request has been received. Click on the user(s) you wish to add and then click **Add** and **OK**to confirm your choice. While you can actually add any user to the Page Move Mailing List only users in the Administrators group will be able to process the requests as doing so requires access to the System Administration page. ### Managing the Knowledge Repository The Knowledge Repository (KR) is somewhat similar to a document container. However instead of being limited to folders and sub-folders, you can organize your files and links into domains, categories and sub-domains. The result is a more visually appealing and interactive interface that is ideal for sharing a large number of resources. To access the knowledge repository, go to the system administration page and then click on one of the three options found under **Knowledge Repository**on the right column of the page. The three options are: * **Manage Knowledge Repository** :This will take you to the root of the knowledge repository. From here you can set security permissions for the entire KR. * **Manage Domains** :This will take you to a list of top level domains within the KR. From here you can create new domains or access and modify the existing domains. * **Manage KR Resources**: This will allow you to view and modify of all the resources that have been added to the various domains within your KR. You can also create new resources and link them to a specific domain. For more information on using the KR, please see the Knowledge Repository guide. ### Using eLearning Server The eLearning Server options are primarily used for the My Classrooms module. The first option, **Manage Course Levels**, allows you to specify the grade options that are available for your users. By default, this will be grades 1 through 12. You can narrow this list however to match your school. For instance, if you are a high school, you can remove grades 1 through 9. 1. To add a new course level, fill out the **Level Name** and click **Add**. 2. To remove a grade level, click the X (Delete) icon to the right of the level you wish to remove. 3. The Learning Report will show data for your current site as well as any school sites if you are on your district site. 4. Clicking on the **Name** of a site will then allow you to see the figures broken down by organization. Clicking on the name of the organization will allow you to see the figures broken down by class. The report will list the number of learners at each site that are **Enrolled** , **Active** , **Completed** or **Dropouts** as well as the **Success Rate**for your online classes. ### Managing Search Every site has a built-in search option. By default a search bar will be displayed on every page of your site. The Enterprise Search area allows you to manage your search options to help your users get the best search results possible. #### Changing Search Providers Searching is one of the most important functionalities of a website. Getting relevant results can be a frustrating task. To help with this Presence has created the concept of Search Providers. Search Providers allow the user to narrow down search results. Search Providers can be set up to search different products of a site (e.g. Portal, KR and so on.). To access the search provider interface, on the **Enterprise Search** sub-section of the System Administration page, click **Manage Search Providers**. The following page has two sections on it. You can selectto **Enable** or **Disable** **Search Providers** or **Context Search Providers** on this page. The search page will display these enabled options on the right-hand side. It is possible to apply permissions to each individual search provider. Permissions can be added for both a user and a group of users. To configure these permissions, go to the **Manage Search Providers** page under the **Enterprise Search** heading on the **System Administration** page. Click the profile icon in the **Action** column to access the permissions. You can now click **Choose User/Group**to determine who can view the search results for this provider. #### Managing Search Settings **Manage Search Settings** is accessible from the System Administrationpage under the **Enterprise Search** sub-section. **Only display results which the user has permissions to read**: It is within this section that the Administrator can control if the site will use permissions-based search vs. public-based search. **Display the context bar on the search page**: If this box is unchecked the breadcrumb will be hidden on the search screen. #### Managing Search Templates To manage search templates, click on **Manage Search Templates** under **Enterprise Search** sub-section on the System Administration page. From the **Manage Search Templates** page you can **Enable** and **Disable**templates and configure which users and groups have access to a given search template. ### Managing Blogs The Blog module allows users to create their own blogs. A blog can be maintained by a single user or multiple users may post to it. For example, a teacher may create a blog, assign her class as authors and set up an approval process so that all new posts must be approved before going live on the site. For more information on how the Blog module works, please see the Blogs guide. --- version: "20251125" language: "en" --- # Presence Beta Features Guides * [Text Editor Accessibility Checker](https://uc.powerschool-docs.com/presence/latest/text-editor-accessibility-checker.md) --- version: "20251125" language: "en" --- # Presence Help Cards ## Add a Subpage 1. Navigate to the page where you wish to add a new subpage. 2. Hover over the **+ Page**drop down, in the top toolbar. 3. Click on **Content Space Page**. The Content Space Page is the most commonly used page type, when added a content portlet is already on the page. You can always add any other type of portlet to this page. 4. Enter the page **Title**. (Try to limit the page title to three words.) 5. In most cases, do not change the other options in this area. 6. Click **Create Page.** ## Add a Portlet 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn Design Mode On. 3. Click on the portlet category. (Basic, Collaboration, Content Management, and so on) 4. Click and hold the left mouse button on the portlet you want to select. 5. Drag the selected portlet to the region (dotted outlines) you want to place the portlet. 6. Release the left mouse button to place the portlet in the **Drop Here**area. (Note: Drop here appears under the cursor.) 7. Edit the portlet settings if applicable. To edit a portlet, see "Edit a Portlet" help card. 8. In the top toolbar, click the toggle button to turn **Design Mode**Off. ## Edit a Portlet 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn **Design Mode** On. Most portlets are edited by clicking the **Edit/ Pencil**button in the upper right corner of the portlet header. 3. Content portlets have two editors to choose from. Access the popular **Inline** editor by clicking on the blue pencil icon that appears when you hover over the white area where text is located. The second options is the **CMS**editor, access this by clicking on the pencil (sometimes displayed as the word "Edit") located on the right side of the portlet header. 4. Some portlets, like the Document Container, Photo Gallery, and Calendars, do not have edit mode. These can be updated by any user with Author permissions or above. 5. Edit the portlet settings as necessary. 6. Click on the action button normally found at the top or bottom of the page. Depending on the portlet, it may say, **Update Settings** , **Update Image Order** , **Save** , or **Publish**. 7. In the top toolbar, click the green button to turn **Design Mode**Off. ## Copy and Paste Text 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn Design Mode On. 3. Find the Content portlet on the page you want to edit, then click on the blue pencil **Edit**icon for Inline editing. 4. Select the text from Word, Google Doc, another webpage, or elsewhere. 5. Copy the desired text. 6. Navigate back to the website tab in your browser. Make sure the cursor is located in the content area where you want to add the text, then click on the **Paste Plain Text**icon in the editing toolbar. 7. Once you complete your editing be sure to **Save** or **Publish**. If you do not choose one of these options, your changes will not be added to the webpage. 8. In the top toolbar, click the green button click to turn **Design Mode**Off. **Note** : **Paste Plain Text**icon is used to help ensure the text is readable by a screen reader and conforms to the overall website design and style. ## Add an Image 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn Design Mode On. Find the Content portlet on the page you want to edit, then click on the blue pencil **Edit**icon for Inline editing. 3. Place cursor where you want to insert the image. 4. Click the **Image Manager**icon. 5. Locate image or add image to the correct file folder, then click on the image file name. 6. Click **Properties**. * **Width**: Do not use whole numbers instead use a percentage between 40-100%. By including the percent symbol you are making your image mobile responsive, and your image thereby always take up X% of your content column. * **Height**: The field automatically fills in. * **Alt Text**: Add contextual description of the image which explains to an individual without site, why the image is on the page. Try to keep it less than 125 characters. (What words would you use if you couldn't use the image?) * **Long Description**: Leave the field blank as it is not supported by HTML 5. Note: information is required for complex images such as graphs, charts, and infographics. Place the long description on the same page as the graphic, or hyperlink the image to a page with the long description and use the alt text to state long description location. 7. Click the **Image Alignment**icon and use the drop down to control the image placement; to the left, right, top, center, or bottom of the page. 8. **Margin**: Enter a pixel number in each box to place space around your image. (Margins between 5 - 8 pixels usually work well.) 9. **CSS Class**: Do not change the dropdown. 10. Click **Insert**. 11. Once you complete your editing be sure to **Save** or **Publish**. If you do not choose one of these steps, your changes will not be added to the webpage. 12. In the top toolbar, click the green button to turn **Design Mode**Off. ## Add a Document Link 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn Design Mode On. 3. Find the Content portlet on the page you want to edit, then click on the blue pencil **Edit**icon for Inline editing. 4. Place cursor where you want a document link or use your mouse to highlight existing text that you want to transform into a document link. 5. Click the **Document Manager**icon. 6. Locate file or add file to the correct file folder, then click on the file name. 7. **Link Text**is the information the viewer clicks on to access the document. * The document file name is defaulted as the link text, but this field can be edited. * Text that was highlighted prior to clicking Document Manager (if any was highlighted) will become the link text. * Link text should avoid words like "Click here," "here," or "read more." * Document hyperlinks should indicate that it is a document by either leaving the file extension in the name or inserting the word "document" or the type of document in the link text. 8. Set **Target**to New Window for document links. 9. Enter a **ToolTip**. Tooltip can be additional but nonessential information about the link. (like., PDF opens in new window) 10. Do not change the **CSS Class**dropdown. 11. Click **Ok**to insert the hyperlink. 12. Once you complete your editing be sure to **Save** or **Publish**. If you do not choose one of these steps, your changes will not be added to the webpage. 13. In the top toolbar, click the green button to turn **Design Mode**Off. ## Add a Hyperlink 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn **Design Mode**On. 3. Find the Content portlet on the page you want to edit, then click on the blue pencil **Edit**icon for Inline editing. 4. Place cursor where you want a hyperlink or use your mouse to highlight existing text that you want to transform into a hyperlink. 5. Click the **Hyperlink Manager**icon. 6. A new window will open. In the first field enter the **URL**. 7. **Link Text**is the information the viewer clicks on to access the link. Enter concise information regarding the destination of the link. * Text that was highlighted prior to clicking Hyperlink Manager (if any was highlighted) will become the link text. * Avoid using "click here," "here,"or "read more" as link text needs to make sense out of context of the surrounding text. 8. Set **Target**to New Window for linksto other websites. 9. Enter a **ToolTip**. Tooltip can be additional but non-essential information about the link. 10. Do not change the **CSS Class**dropdown. 11. Click **Ok**to insert the hyperlink. 12. Once you complete your editing be sure to **Save** or **Publish**. If you do not choose one of these steps, your changes will not be added to the webpage. 13. In the top toolbar, click the green button click to turn **Design Mode**Off. ## Add a Pagelink 1. Navigate to the page you want to edit. 2. In the top toolbar, click the toggle dot to turn Design Mode On. 3. Find the Content portlet on the page you want to edit, then click on the blue pencil **Edit**icon for Inline editing. 4. Place cursor where you want to place a page link. 5. Click the **Pagelink**icon. 6. A new window will open, search for the desired page you wish to link. 7. Choose the page by clicking **Insert**. 8. Once you complete your editing be sure to **Save** or **Publish**. If you do not choose one of these steps, your changes will not be added to the webpage. 9. In the top toolbar, click the green button click to turn **Design Mode**Off. Note: you can preview the page you are linking by clicking on **Preview**link. ## Banner Images Images added to the Banner portlet should be edited to the Banner dimensional settings before upload 1. In the top toolbar, click the toggle dot to turn **Design Mode**On. 2. Click the **Pencil/Edit** icon in the upper right of the **Banner**portlet. 3. To manage images, you have a few options: 1. Click **Add Image**. 2. Click an image name, to edit the image properties. 3. Click on the "x" on the right side of the screen, to delete an image from the Banner portlet. 4. **Location** : Click the **Browse**link to select the image. If necessary, add your image to the folder structure. You should pre-edit the image to the banner size prior to upload. 5. Double click onthe image name. 6. **Name**: (required) Enter a Name forthe image. 7. **Summary**: (optional) A caption appearson the image. 8. **URL**: Enter a URL if you want users to click on the image and be directed to a webpage. (You may need to change the Banner settings to control this feature) 9. **Alt Text**: (required) Should be the message of the image if there is no URL in the URL field. When the URL field does have an address, the alt text should state the destination of the hyperlinked image. 10. Click Insert Image 11. Repeat steps 3-7 to add more images or click **Update Image Order**to save any changes. 12. In the top toolbar, click the green button to turn **Design Mode**Off. ## Banner Portlet Settings 1. In the top toolbar, click the toggle dot to turn **Design Mode**On. 2. Click the **Pencil/Edit** icon in the upper right of the **Banner**portlet. 3. Edit the portlet settings as necessary: * **Starting Image**: First image or Randomly select an image * **Slide Show Mode**: On or Off * **Show Controls**: Yes or no (Best option for accessibility is yes) * **Maximum Images**: 8 (Note: Increasing this number will affect the page load speed) * **Speed**: 5 seconds per image is recommended. * **Maximum height and width**: Set the dimensions if adding the banner to a subpage, but do not change them on your homepage. * **Animation**: Defaults to random, however, you can select any from the list. * **Action on image click**: No action, Advance to next image, Open URL in current window, Open URL in new window 4. Click **UpdateSettings**. 5. In the top toolbar, click the green button to turn **Design Mode**Off. ## Add an Event to a Calendar 1. Navigate to the page where you wish to add a new subpage. 2. Hover over the plussymbol near the top right of the calendar. 3. Click **NewEvent**. * **Subject**: (required). * **Location**: (optional). * Select **Start** and **End Date** , or **All day**check box: (required) Use the same start and end date for best result. Events that happen on more than one day should be set up as a recurrence. * **Category**: (optional) Administrators may set up Categories to assist visitors in filtering and search. * **Contact**: The contact will be the person who created the event, but contact can be changed using the user selector. * **Enable Recurrence**: (optional) * Set the repeat pattern: weekly, monthly, or yearly. * Set the end of the event: date, # of occurrences, or no end. * **Event Registration:**Use only for internal calendars with Registered Users. * **Color:**(optional) If changing the color, always choose a dark color. * **Icon:**(optional) Used to better identify recurring events * **Region**: Do not use. * **Participants**: Sends emails notifying listed participants of an event. Note: all names in this field are public facing and will appear in the event details. * **Description:**Provide details about the event. * **Attachments**: (optional) Attach files and documents to communicate additional event information. Visitors may download all attachments. * **Published Calendars**: (optional) Allows you to publish this event to other non-hidden calendars within your system. 4. Click **CreateEvent**. ## Inserting an iCal Feed Follow the steps listed here to find the iCal link in a Google Calendar. iCal links are also available in other Calendar systems. 1. Open the Google Calendar you want to sync with the Presence Calendar. 2. Look on the left side and find the calendar name that you want to sync. 3. Click on the three dots. 4. Click on **Settings and sharing**. 5. On the left side, click **Access permissions** and make sure the Google Calendar "Make available to public**"**check box is selected. 6. On the left side, click **Integrate calendar.**Scroll down and copy the link labeled "Public Address in iCal format". 7. Navigate to the Presence calendar. 8. Click on the tab above the calendar labeled "External Calendars". 9. Click on **Add iCal Feed**. 10. Paste the link that was copied from the Google Calendar. 11. Click **Add Calendar**. 12. Name the calendar with an accurate description because you can sync more than one iCal feed. 13. Click **Add Calendar**. The initial sync occurs within the first few hours. Future updates occur within one hour of changes to the Google Calendar. --- version: "20251125" language: "en" --- # Presence Standalone Modules Guides * [Banner Portlet Guide](https://uc.powerschool-docs.com/presence/latest/banner-portlet-guide.md) * [Blogs Guide](https://uc.powerschool-docs.com/presence/latest/blogs-guide.md) * [Carousel Portlet Guide](https://uc.powerschool-docs.com/presence/latest/carousel-portlet-guide.md) * [Emergency Alert Notifications Guide](https://uc.powerschool-docs.com/presence/latest/emergency-alert-notifications-guide.md) * [Form Engine Guide](https://uc.powerschool-docs.com/presence/latest/form-engine-guide.md) * [Knowledge Repository Guide](https://uc.powerschool-docs.com/presence/latest/knowledge-repository-guide.md) * [Map Portlet Guide](https://uc.powerschool-docs.com/presence/latest/map-portlet-guide.md) * [Newsletters Guide](https://uc.powerschool-docs.com/presence/latest/newsletters-guide.md) * [Newsroom Guide](https://uc.powerschool-docs.com/presence/latest/newsroom-guide.md) * [Page Directory Portlet Guide](https://uc.powerschool-docs.com/presence/latest/page-directory-portlet-guide.md) * [Quick Links Portlets Guide](https://uc.powerschool-docs.com/presence/latest/quick-links-portlets-guide.md) * [RSS Aggregator Portlet Guide](https://uc.powerschool-docs.com/presence/latest/rss-aggregator-portlet-guide.md) * [Site Map Portlet Guide](https://uc.powerschool-docs.com/presence/latest/site-map-portlet-guide.md) * [Staff Directory Portlet Guide](https://uc.powerschool-docs.com/presence/latest/staff-directory-portlet-guide.md) * [Tabs Portlet Guide](https://uc.powerschool-docs.com/presence/latest/tabs-portlet-guide.md) * [Workflow Engine Guide](https://uc.powerschool-docs.com/presence/latest/workflow-engine-guide.md) * [Workspaces Guide](https://uc.powerschool-docs.com/presence/latest/workspaces-guide.md) --- version: "20251125" language: "en" --- # Presence User Guide This user guide has been designed to help everyday users navigate through Presence's system. The following chapters are divided into individual modules and contain important information in the form of Reminders, Tips, Notes and Pitfalls. Pay attention to these alerts as they can prevent you from making common mistakes. Depending on the package your district/school purchased from Presence, some of these modules may not apply to you. Nonetheless, individual chapters in this guide can be taken as standalone units and will not affect the overall performance of the tools and your ability to learn about them. ## Who Should Use this Guide The contents of this guide are written to be readable by users of all technical backgrounds. Primarily, this guide will be used by teachers and content authors who are responsible for managing or creating some or all pages of the organization's site. If you have been given a training site, it is a good idea to practice the steps covered in this guide before working on your real sites. This eliminates the risk of you accidentally deleting or ruining anything on your real site. ## About Presence Presence is SchoolMessenger's Content Management System (CMS). This system offers a typical, non-technical web user all the tools needed to create, edit and maintain content on websites. We will go into greater detail on these tools later in the manual. ## Accessing your Website In order to use Presence, you must first log into your website. The login page to your school or district site will contain fields for username and password. The location of the login button will vary according to your website's design; however, login buttons are typically available on the upper-right corner of your website. ## Vital Information After logging into your website, you will be taken back to the homepage. Before continuing there are a few things to keep in mind: ### The Administrative Toolbar After logging into the website, you will notice an Administrative Toolbar floating on the top of your page. This bar contains the tools you will need to maintain your website; it is specific to your user permissions and the page you are viewing. i.e. If you only have limited rights to edit a page, the toolbar will display fewer options. ## Permissions Some of the tools mentioned in this guide may not be available on your screen. This is due to the permission settings applied to the page you are viewing. If you are not an administrator, the Administrative Toolbar will only be visible to you on pages that you are authorized to work on. ## Understanding Page Types Throughout this manual, we will keep returning to the concept of page types. A Page Type in Presence refers to a specific webpage with a specific module embedded in it, i.e. the Calendar Page Type will add a page with a calendar embedded in it to your website. We will go into greater detail on adding page types and modules in following chapters. ## Understanding Portlets Portlets are another unique component of the system. A portlet is a web-part that divides a single webpage into unique areas of content. For instance, in the corresponding picture, each arrow refers to a specific portlet on the page. Presence users can create multiple portlets on a page to show different information. We will go into detail on defining and designing portlets later in this user guide. ## Understanding Hierarchies: Parent, Sibling and Child Pages Throughout this user guide you will come across terms such as **Parent Page** , **Sibling Page** and **Child Page**. Understanding these terms is an essential component when creating the subpage hierarchy of your site. * **Parent Page** :A page which precedes a particular subpage. For example, if all the teacher pages of a school were published under the Staff Directory page, the Parent Page for those teacher pages would be the Staff Directory page. * **Sibling Page**: A page that is available on the same hierarchical tier as your current page. Let's continue the example used in the Parent Page above. If all the teacher pages are listed under the Staff Directory, then those teacher pages will be referenced as Sibling Pages to one another. * **Child Page**: A subpage published under your current page. Therefore, in this scenario, all the teacher pages will be considered Child Pages in reference to the Staff Directory Page. ## The Administrative Toolbar The Administrative Toolbar contains many different components. Some features highlighted in this section will not be available to all users or on all sites. Site configuration, user permissions and page permissions of the current page will determine the specific options you see when using the toolbar: ## Shortcuts Some commonly used features can be accessed under our new **Shortcuts** interface. These include links to the **System Administration** and the **What's New**. You will only see the shortcuts that your account is able to access. ## Switching to Design Mode You can toggle between **Design Mode** and **View Mode** by clicking the **On** /**Off** button to the right of **Design Mode**. ## Page Preview To preview what the page will look like on a desktop, tablet or mobile device, you can click the eye icon. ## Creating Pages To create a new subpage under your current page, hover over **Page** and choose the type of page you wish to create. ## Editing Page Settings and Managing Subpages To access page settings, such as **Check-out \& Edit Page** , **Page Layout** or **Page Permissions** , hover over **Page Options** and choose the option you wish to use. If you wish to make changes to subpages, such as changing the **Page Order** or changing the **Page Status** , hover over **Page Options** and choose the option you wish to use within the **Manage Subpages**section. ## Setting a Teacher Page Theme, Moving Pages and Other Advanced Options To access more advanced options, such as setting a teacher **Page Theme** , moving pages or managing the approval process, hover over **Advanced Options**and select the option you wish to use. ## Running Tasks and Viewing Reports To access common tasks and reports such as **Check Links** and **Checked-Out Page Report** , hover over **Tools** and choose the report or task you wish to access. ## Accessing the Administrator Interface In order to gain access to administrative options like **Site Properties** and **File Administration** , hover over **Site Admin**and select the option you wish to access. You can find a link to the **System Administration** page under the **Shortcuts**. ## Getting Help If you click on question tag icon in the menu, a new tab will open. Within this tab, you be able to access all the Presence documentation. ## Updating Profile Information On the right side of the toolbar, if you hover over profile icon you can change your **Account Settings** and **User Preferences**. ## Switching to Design Mode This option reveals the different portlets currently on your page. We briefly discussed portlets under the Vital Information section of this user manual. A portlet is a web-part that is used to divide an existing webpage into different content areas. It is important to remember that not all portlets are content (or text) portlets. We will describe the different portlet types later in this manual. There are several different types of portlets available through the Presence system. We will detail some of the most commonly used portlets in this manual as many portlets apply mainly to technical IT personnel at organizations. To edit portlets on an existing page, toggle on the **Design Mode**option. When you switch to design mode, a dotted box will surround the editable regions on the page. Each portlet will be visible, as well as the editing options available for that portlet. Along the top of the portlet, you will see a number of editing options. If you hover over a portlet that supports it, such as a content portlet, you will be able to access inline editing. Depending on the type of portlet you will have some or all of the following options to edit a portlet: * **Inline Edit** :By clicking anywhere in the main content area, you can bring up the inline editor. Here you can make edits to the portlet directly on the page, with the portlet at the same size as when it is displayed on the page in **View Mode**. * **Edit**: By clicking the pencil icon on the content portlet, you can create and edit content to display within the portlet. You can also click pencil icon on most other types of portlets to change the configuration settings or the content of that portlet. * **History**: By clicking the clock icon on the portlet, you can change the version of the content being displayed. This option is only available for portlets that have version control. * **Minimize**: Clicking the dash icon you can minimize the portlet and hide it from view. * **Maximize**: If a portlet is already minimized, clicking the square icon you can make the portlet visible again. * **Delete** :Clicking the cross button will delete the portlet from your page. Be aware that this is a permanent and irreversible decision. As such, when you attempt to delete a portlet, you will be presented with a message informing you that once a portlet has been deleted there is no way to undo this action. **Note** : If there is even a chance you may need something from the portlet later, we recommend you choose **Cancel** . If you are certain you will never have need for the content again, choose **No, delete this content**. You will now need to type the code from the left box into the **Enter Code** box. Once you have done so, you will be able to click **Delete Now**and complete the deletion process. ## Adding Portlets to a Page When you switch to design mode, you will be presented with a new toolbar. This toolbar will allow you to access both the **Portlet Library** and the **Local Portlets** by clicking between the two tabs. You can then choose the **Portlet Category** by selecting it along the top. Click and drag the type of portlet you want to use into the desired region on the page. The page will refresh and your new portlet will be in place. **Note** : While you can drag and drop portlets in to any region on your site, you cannot drag and drop portlets on to pageset (the area of the page where you generally see the side navigation). For pagesets, which can only be modified by Administrators, you will still use the **Add Portlet to Pageset** link and add portlets that way. To move portlets within regions or between regions, click the **four-sided arrow** icon in the top-left corner of the portlet and drag the portlet from its current location to wherever you would like to place it. ### Portlet Types By default when a user wishes to add a portlet to a page, they are given access to a wide range of portlets via the Portlet Library. Most sites also have a large number of Local Portlets they can select as well. The exact portlets available and the categories they are placed under may vary depending on your site; this is particularly true for any portlets found within the Local Portlets area. If you do not see a portlet in the Portlet Library, check the Local Portlets area. | **Portlet Type** | **Description** | |-------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Basic Category** || | **Banner** | The Banner portlet allows you to create a rotating slideshow of images to display on a page. You can determine how big the portlet appears on the page, how frequently it rotates and more. This is an older portlet that has been replaced with the new Carousel portlet. | | **Carousel** | The Carousel portlet is intended as a replacement for the Banner portlet. It allows you to create a rotating slideshow of images to display on a page. Unlike with the Banner portlet, there is no need to resize your images to make them suitable for the portlet. | | **Content** | A text portlet, where users can add content, videos, pictures, hyperlinks, and so on.. | | **Data Summary** | This portlet is used to display news content pages on a page. You can what news section to point to and what render template to use. For more information on this portlet, please see the News Engine guide. | | **Map** | This portlet can be used to display the physical location associated with the site or any other location that you wish to highlight. | | **Quick Links** | The Quick Links portlet allows you to easily create a set of links to commonly used pages and other resources. | | **Tabs** | The Tabs portlet works like a normal content portlet except you can add tabs. Each tab works as its own content area within the tabs portlet. You can also set the width of your tabs portlet to best suit its placement. | | **Collaboration Category** || | **Advanced Data Display** | This portlet allows you to create a news story on the page. This is the same portlet that is created when you create a News Content Page. For more information on this portlet, please see the News Engine manual. | | **Advanced Data Summary** | Despite the different name, this portlet is identical to the Data Summary portlet. This portlet is used to display summaries of news stories on a page. You can choose what news section to point to and what render template to use. For more information on this portlet, please see the News Engine manual. | | **Calendar** | Users have the ability to add a new calendar to a page. Refer to the Calendar manual for more information on calendars. | | **Discussion Forum** | Users have the ability to embed a Discussion Foruminto a page. Refer to the Discussion Forum manual for more information. | | **Document Container** [](http://concord.sharpschool.com/cms/One.aspx?portalId=766133&pageId=1188373&portletId=770332&action=editPortlet) | Users have the ability to embed a Document Container into a page. Refer to the Document Container manual for more information. | | **Mini Calendar** | Users have the ability to embed a Mini Calendar into a page. This calendar can linked with any calendar on the site. | | **Mini Upcoming Events** | You can link a Mini Upcoming Events portlet to any calendar on the site. This portlet publishes a listing of upcoming events on to the page. | | **Photo Gallery** [](http://concord.sharpschool.com/cms/One.aspx?portalId=766133&pageId=1188373&portletId=770249&action=editPortlet) | Users have the ability to embed a Photo Gallery into a page. Refer to the Photo Gallery manual for more information. | | **Content Management Category** || | **Advanced Site Navigation** | This portlet controls what pages are displayed in the left-hand navigation. You have the ability to define which pages display as well as change the look and feel of the text in the navigation bar. This portlet will be a part of your sidebar pageset on most sites. | | **Presentation** | Allows you to display information from the workspaces or knowledge repository on a normal content page. | | **Recommended Content** | This portlet is intended for use specifically with the knowledge repository. It allows you to pick specific items or categories and display them on the page. | | **RSS Aggregator** | Allows you to display an RSS feed on the page. This can be a feed from one of your sites or from an RSS feed found online. Please note that this portlet is not compatible with Atom feeds. | | **Site Map** | This portlet displays a directory of pages from your site. You can show the top 3 or 4 levels of pages and whether or not to include hidden pages in the map. | | **Site Navigation** | Despite the difference in name, this portlet is exactly the same as the Advanced Site Navigation portlet. This portlet controls what pages are displayed in the left-hand navigation. This portlet is found on the Pageset sidebar of most sites and is used to display child or sibling pages of the current page. | | **Staff Directory** | This portlet allows you to display your staff. Be default, three tabs will be displayed for Administrative Staff, Staff and Teachers. However you can edit the portlet to choose other groups. You can also control what information is displayed. | | **Web Content** | This portlet is exactly the same as a content portlet where you have the ability to add content, videos, pictures, hyperlinks and so on.. Editing this portlet will take you to the WYSIWYG editor. | | **Forms Category** || | **Custom Form** | This portlet allows you to insert a form portlet on the page and link it to one of the form templates. The form submissions can be emailed to a specified user or used to start a workflow. For more information on forms, please see the Forms Engine manual. | | **Poll** | This portlet allows you to place a question on the page and allow visitors to the page to vote on the answer. The results can be displayed on the page in bar or pie chart form. | | **Survey** | This portlet allows you to create a series of questions for visitors to answer. | | **My Portlets Category** All portlets in this category are context sensitive and they will only display information based on your user account. This also means that for guest users the portlets will not be visible on the page. || | **My Alerts** | Allows you to view and manage any alerts you have created for calendars, blogs, discussion forums, and so on.. | | **My Cases** | This portlet allows you to view any workflow cases that are associated with your account. For more information on workflow, please see the Workflow manuals. | | **My Profile** | This portlet allows you to see your user profile. Can be a nice shortcut for users to make changes to their profiles. | ## Page Preview The Page Preview feature allows you to preview what your page will look like when viewed on a desktop, tablet or mobile device. To preview a page, click the desktop icon in the Administrative Toolbar. This will bring up the Page Preview so that you can see what the page will look long other various devices. **Note**: If the page is not public (or the site is not live), you will be prompted to enter your username and password on the page. You can choose to view the page on a **Desktop** , **Tablet** or **Mobile**view. For the **Tablet** and **Mobile**options, you can also click rotate icon to rotate between a horizontal and vertical device orientation. You can also navigate the site as usual when in Page Preview, so you are able to check a number of pages at once. **Note**: * While the Tablet and Mobile options look like a tablet and a mobile device, they are not touch-enabled so you will need to use the scroll bar to scroll up or down the page. * There is a nearly endless number of possible screen sizes and resolutions that can be used on desktops, tablets or mobile devices. The Page Preview will give you a good idea of what the page will look like on each type of device, but the exact appearance will vary based on the device and the settings it is using. ## Adding a New Page The **Page** menu is perhaps one of the most important features in the Presence solution. This menu allows you to create a page based around many of the modules that are available within the system. These pages and their associated modules are known as a **Page Type**. ### Page Types The different page types are: | **Page Type** | **Description** | |-----------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Blog Page** | A **Blog Page** allows users to add blogs to their website. This can be used by teachers to enhance the overall effect of their teacher pages, or it can be used by the school administration to keep parents updated on the current events around the district. This page typ | | **Calendar Page** | The **Calendar Page** adds Presence's calendar under a parent page. | | **Content Space Page** | A **Content Space Page** is a blank webpage. This page type can be likened to a blank document in Microsoft Word® | | **Discussion Forum Page** | This page type allows users to add a discussion forum to their websites. This can be used by administrators to encourage communication between students, parents and teachers, or even create private discussion forums that are solely catered to teacher communication. This page type is not enabled by default. | | **Document Container Page** | **A Document Container** is an online repository of files and folders that are available for external users to download. | | **External Link Page** | An **External Link Page** is a page that routes users to an external website, another area of your own website or a document. Clicking on an **External Link Page**will open that link in another window. | | **Form Page** | A **Form Page** contains customized forms for your site. Information from these forms is routed to specific individuals and the submissions are saved in specific folders on the Presence server. | | **News Content Page** | A **News Content Page** offers users an intuitive form to create and publish online news items. The **News Content page** , along with the **News Section page** , form Presence's **News Engine** tool. | | **News Section Page** | The **News Section Page** is the precursor to a **News Content Page,** and can be likened to the physical front page of a newspaper that contains news summaries. Users have the ability to publish multiple **News Content Pages** under a single **News Section Page** , which then renders the **News Content Page** summaries. | | **Photo Gallery** | A **Photo Gallery Page** allows users to upload and publish pictures in a dynamic photo gallery. | | **Teacher Page** | The **Teacher Page** is specifically designed for teachers and educators and features a variety of page types as part of the teacher page package. | ### Adding a New Webpage To create a new page, navigate to the page where you wish to add a page and then go to **Page** in the **Administrative Toolbar** and select the type of page you wish to create. 1. Fill in the **Page Name**field for your new page. 2. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL**, click the gear icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. 3. By default, you will be assigned as the **Page Owner**. If you wish to set someone else as the owner, click the person icon. 4. When the User Picker opens, choose the user you wish to make the owner, and click **Add**then click **OK**. 5. If you want to set the page as the user's homepage in their user profile, click **Replace Page Owner's website with this page**. 6. Once you have finished configuring the new page, click **Create Page**. **Note**: On some sites, you may also have a **Category** drop-down that you can use to select a category for the page. You will then be routed to the page you created. You will then be routed to the WYSIWYG editor. For more information on how to save or publish your page, refer to Editing a Page section of this manual. ### Import New XML Page Only administrators have the ability to Import New XML Pages. Therefore, a detailed description has been included in the Presence Administrator Manual. ### Page Options The **Page Options** menu contains a series of system specific tools. These tools are the core of the Presence system and it is essential that users learn how to navigate through them in order to use the solution: ### Editing a Page In order to edit the content of existing pages on your website you can use **Design Mode** and click **Edit** on the content portlet. Alternatively, you can click on **Check-out \& Edit Page** under **Page Options**. You will be routed to another page that is divided into three main headings: #### Page Properties The **Page Properties** section allows you to change the title of a page on the website. Simply type in the new name of your page in the **Title** field and the system will automatically update the **Name**on the page. #### Page Content The Page Content section contains Presence's WYSIWYG (What You See Is What You Get) Editor. The buttons in this editor are similar to the buttons in Microsoft Word®. A detailed overview of the editor has been included as an appendix to this user guide. Refer to Appendix A for more information. #### Page Administration The **Page Administration** section contains user specific information on the page. This section is divided into 6 main components: #### Page Owner In institutions, the task of maintaining and updating content on websites is often distributed between different resources. The **Page Owner** field states the ownership of a page. Users and administrators also have the ability to change the ownership of a page to another user. To do so, click the user group icon and select the user or group who you wish to grant ownership to. #### Last Modified The **Last Modified**section displays when the page was last edited. #### Release Schedule The **Release Date** and **Expiry Date** fields allow you to schedule when the page will be visible to users. The Release Date determines when the page will be made public and the Expiry Date determines when the page will no longer be public. By default, the Release Date will be set to **Now** and the Expiry Date will be set to **Never**. #### Follow-up Tasks Page Owners can keep track of their pages by simply scheduling reminders for specific pages. By clicking on the **Review** option in the drop-down menu and selecting a date from the embedded calendar, page owners can ensure that their pages are never out of date. On the scheduled date the system triggers an email to the page owner, reminding the owner of their scheduled task. Similarly, by clicking on **Archive** in the drop-down menu page owners can schedule specific pages to be archived on the site on a specific date. The **Move** option allows Page Owners to move the page to a new location. You can select to move the current page and all the subpages or just the subpages. For the move date you can specify a date using the calendar to select or schedule the move for when the page is a certain number of days old. #### Approval Notes Administrators at your organization may choose to apply approval workflows to the page you are editing. In such a scenario, changes made by the content author, or page owner, are not made live on the site unless it is approved by a designated individual or individuals. Under the **Approval Notes** section, you, the page owner, can include notes on the changes made which will then be routed to the approver. #### Publishing Your Page After editing your page using the WYSIWYG editor, you will have three options available to you: **Save** , **Publish** and **Cancel**. ## Check-in Page Pages are automatically checked in when you **Publish** your page or **Cancel**. Pages that are checked out will be locked to other authors of the page. Only users with full control on the page have the ability to override a page lock and check-in a page that is currently checked-out by another user. A page does not get checked in if you do not click **Publish** or **Cancel** , or if you navigate to a different page while still in the editor. ### Check-out \& Edit Page Pages that have been checked-in will be made available to other users through the **Check- out \& Edit Page** option. When you see this option, click on it to access the WYSIWYG editor. ### Page Properties The **Page Properties** section under the **Page Options** menu contains key information about the page you are viewing. This section is divided into two main headings: **Page Properties** and **Page Administration**. #### Page Properties This section is divided into six main headings: ##### Page Name You can change the title of your web page by simply typing the new name here. ##### Page URL The Page URL field will automatically be filled in. The Page URL is used to build the Friendly URL used to access the page. If you wish to make modifications to the Page URL, click on the padlock icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. ##### Page Type Displays the page type of the current page. ##### Summary A description of the page. ##### Page Theme This determines the appearance of the page. It is recommended not to change this setting as it is controlled and maintained by the administrators at your organization. The notable exception would be if teacher page themes have been enabled for your site and you wish to pick a teacher page theme. If you ever wish to revert back from a teacher page theme to theme used by the parent page of your page (in most cases, this will be the site theme) then you can change the theme to **Inherit**. More information on using teacher page themes will be provided when we talk about the Page Theme option. ##### Icon Click **Select Icon** to choose an icon to be associated with your page. In certain templates, this icon will appear beside the page in the menu. In many other templates, this icon will not be used. #### Page Administration This component is similar to the Page Administration section we covered in the Editing a Page section of this manual. The **Page Administration** section contains user specific information on the page. This section is divided into 4 main headings: #### Page Owner The **Page Owner** field lists who is the owner of the page. That user has full control over the page. Here users and administrators also have the ability to change the ownership of a page to another user. To do so, simply click on **Choose User/Group** icon then remove the current owner and select the user or group you wish to grant ownership to. If you check the option **Propagate the Change of Ownership to All Sub-Pages**this will make the page owner of the current page, the page owner of all the subpages as well. #### Last Modified The **Last Modified** section informs a page owner on when that page was last edited. ### Release Schedule The **Release Date** and **Expiry Date** fields allow you to schedule when the page will be visible to users. The Release Date determines when the page will be made public and the Expiry Date determines when the page will no longer be public. By default, the Release Date will be set to **Now** and the Expiry Date will be set to **Never**. ### Follow-up Tasks Page owners can keep track of their pages by simply scheduling reminders for specific pages. By clicking on the **Review** option in the drop-down menu and selecting a date from the embedded calendar, page owners can ensure that their pages are never out of date. On the scheduled date the system triggers an email to the page owner, reminding him/her of the due task. You may also choose to **Move** the page to another location. Once you select the Move task click **Browse** to select a **Target Location**. This target location will be the new parent page of the page you are moving. You can also choose to move the current page and all its subpages or move just the subpages of the current page (this option can be useful if you would like to move all your news stories from recent news to an older news area at the end of the school year). You also have the option make the move happen on a specific date or when the page is a specific number of days old. Similarly, by clicking on **Archive** in the drop-down menu page owners can schedule specific pages to be archived on the site. Once you have completed your configuration changes, click **Update Page** to save those changes. ## Page Permissions Assigning the correct page permissions is often one of the most critical steps in ensuring consistency and accountability of content on websites. Using the **Page Permissions** console administrators have the ability to assign and remove permissions for groups and users, while individual users have the ability to see who else has access to their pages. The **Page Permissions** component is broken into two main categories: **Direct Permissions** and **Actual Permissions**. ### Understanding Direct Permissions The **Direct Permissions** tab lists the groups and/or users who have been assigned permissions to the page you are currently viewing. Here, you have the ability to **Add** and **Remove** permissions, and also inherit permissions from parent pages as well. #### Add Permissions In order to grant permissions to a group or individual user on a specific page: 1. Click on the **Add** button under the group/user list. 2. In the following window click on the groups and users and click **Add.** 3. Click **OK** to include permissions. #### Remove Permissions To remove permissions from a group or user simply click on the checkbox next to the name and click on **Remove**. #### Define Permissions When users are added into the permissions box, they are given **Read** permission by default. The definition of each permission is included below: | **Permission** | **Full Control** | **Create** | **Delete** | **Read** | **Write** | |-----------------------------------------------------------|------------------|------------|------------|----------|-----------| | Access Page | | | | X | | | Access Administrative Toolbar (with limited Page Options) | | | | X | X | | Delete Portlets on Page | | | X | X | X | | Access Manage Subpages Section of Page Options | | X | | X | X | | Create a Child Page | | X | | X | X | | Access Page Permissions | X | X | X | X | X | | Access Metadata | | X | | X | X | | Access Version History on Portlets | | X | | X | X | To configure a group or user's permissions click on the plusicon next to the user or group's name. Check the appropriate permission boxes and click on **Apply** in the list to enable the permission. ### Understanding Inheritable Permissions By checking the **Allow Inheritable Permissions From Parent to Propagate to This Object** box under the **Page Permissions** window individuals with access to the parent page will also have access to the page you are viewing. This will now be considered an **Actual Permission** of the child pages. ### Understanding Actual Permissions The **Actual Permissions** tab lists the individuals and groups who have inherited access to the page you are viewing. These are often administrators or users assigned to monitor all the child pages under a parent page. ## Page Layout By default, the layout of a **Content Space Page** is single large area for you to enter text via a content portlet. If you want to have other elements on the page such as a mini-calendar, or a news area, you may want to consider changing the page layout to one that allows for multiple regions. The **Page Layout** option allows you to select from a range of standard layout themes in the system. Simply click on the corresponding radio button to select a particular template. You can also create a custom layout, however this requires coding the layout yourself. **Note**: All the preset Page Types are set to the first Layout Style by default. ### Page Layout: A Scenario There are many templates that you can select from, therefore we are going to select one template and apply it to a hypothetical scenario. In this scenario we are setting up a page for a monthly book club and we have decided we want multiple regions for portlets. We have already added a **Content Space Page** under a specific parent page. Now we must go to **Page Options** in the **Administrative Toolbar** and click on **Page Layout** to select the skeleton structure of the page. At first, the **Page Layout** window contains a single blank page layout. We then select the 7th layout by clicking on the corresponding radio button. This will give you a region with 100% width at the top, with two regions in a row below it with 50% width each. So far we have established the skeletal structure of our page, but we have yet to add any portlets. The first region has a portlet in it as that is the original content area that was available with the **Content Space Page** . We have to add portlets into Region 2 and Region 3 as they are still empty. At this point, click **Update Page** to apply the layout changes to the page. We are now routed back to the content space page where we switch to **Design Mode** in order to add more portlets to the page. The page will look something like this: In the view above, the **Content** portlet is part of **Region 1** of the Page Layout. **Region 2** and **Region 3** are still empty, but now we have the ability to add portlets by dragging new portlets into those regions. It is decided to add a portlet into **Region 2** . We select **Content** and drag it in to the dotted box on the left. We can then edit the content portlet to add whatever content we wish. We then decide to add another portlet, this time within **Region 3** . For **Region 3** we decide to add an **Upcoming Events** portlet. We can then configure the portlet to point to a calendar. Once we configure everything, our page will have 3 portlets on it in 3 different regions. ### Changing the Order of Portlets We can still alter the layout of portlets on the page by dragging and dropping the portlets from within one region or between one region and another. ### Custom Layout If you would rather use a custom layout, choose **Custom**. When creating a custom template for your page layout, you can use divs or tables to determine the layout of the page. Within these divs or tables use **\**to determine where your regions will be placed on the page. Each column represents its own region where you may place portlets. When you have finished working with your layout, click **Update Page** to save your layout. The template will be checked to ensure validation and the new layout will be saved. ## Metadata Metadata holds specific attributes of a webpage. You can help boost your SEO by filling out the **Description** and **Keywords**fields on a page. You can access the metadata by going to **Page Properties** -\> **Metadata**. * **Description**: The Description field allows you to provide a description of the page. This can make it easier for users to find your site. * **Keywords**: The Keywords field allows you to enter keywords relevant to the current page. * **Rating**: The Rating field allows you to rate the quality of the page. * **Header Line 1**: Used as the primary header for pages using one of the Teacher Page Themes. * **Header Line 2**: Used as the secondary header for pages using one of the Teacher Page Themes. **Note** : Depending on your site configuration, some of these fields may not appear. Also, it is possible that additional fields will be available. This component of the Presence tool is applicable to web experts; regular users will not be required to use this tool. ### Release Schedule Specifically designed to ease the workload for users who are responsible for maintaining multiple pages, the **Release Schedule** allows you to schedule the live date of created subpages on the system. This feature ensures that you do not have to create and complete pages in a hurry, instead you can plan ahead and release pages only when you are ready to make them live. For instance, teachers have the ability to create their teacher pages during the summer break and schedule them to go live on the website at the beginning of the semester. When using the **Release Schedule** it is important to remember that it is available in the Administrative Toolbar and therefore the subpages listed within it are specific to the page you are currently viewing. Once you have decided which subpages you wish to release, simply click on **Release Schedule** under **Page Properties** and select the **Release On** and **Release Until** time and date from the drop-downs provided. **Note** : You can also set the release schedule for an individual page by navigating to the page in question and then hovering over **Page Options** and clicking **Page Properties** in the Administrative Toolbar. #### Adding a Page to the Release Schedule 1. Using the **Select a Page**drop-down, choose the page you want to set a release schedule for. 2. Click the **Release On** fieldto set when you want the page to first be available. 3. Click **Submit**to save the desired date/time. 4. Click the **Release Until**field to set when you want the page to no longer be available. 5. Click **Submit**to save the desired date/time. 6. Click the **Add**button to add the page to your schedule. **Note** : For pages that are scheduled to be released on a certain date and time, but are meant to remain on the website indefinitely, simply define the **Release On** field in the Release Schedule and leave the **Release Until** field blank. #### Managing your Release Schedule Below the **Add Release**section of the release schedule, you will see a list of all the subpages that are currently scheduled for release. 1. To update the times set for a specific page, click the pencil icon to the right of that page. 2. Click in the **Release On** and **Release Until**fields to update your desired date and time. 3. After updating the times, click the tick icon to confirm your change. 4. If you wish to remove an item from the Release Schedule, click the trash can icon to the right of the event. 5. A message will pop-up letting you know that by removing a page from the Release Schedule, you are making it available to visitors to the site. 6. Click **Delete**to confirm the removal. ## Page Order When you first create a new page, it will automatically be added to the bottom of the list of subpages for the page you are on. This is the case both for the horizontal menu across the top and the vertical sidebar menu. 1. To change the order that subpages appear, go to **Page Options** and click **Page Order**. 2. Click and drag the move icon to rearrange the pages to your liking. 3. You can also sort the pages by creation date or name (in ascending or descending order) by clicking on the **Sort by creation date** and **Sort by name** buttons. 4. When you have finished rearranging the pages, click **Update Page Order** to save your changes. ## Page Status After creating pages you have the ability to show or hide them on your site. Hidden pages are different than archived pages; users who have a direct URL will still be able to access a hidden page as it is still live on your website. As mentioned earlier, archived pages are essentially saved pages that you can make live at any time. To archive or change the status of a page, navigate to the parent page of the page you wish to update and then in the Administrative Toolbar, hover over **Page Options** and click **Page Status**. ### Changing Page Status Hiding and showing pages is easy: click on the **Show** , **Hide from Menu** or **Hide All Content** option next to the title of the page. The key point to understand how the visibility of a page can be used to enhance the impact of your website. Often content authors make the mistake of adding too many subpages to their website. These pages negatively impact the readability of the site as nobody likes being confronted with an unwieldy menu. To avoid this common pitfall, content authors can create hidden subpages and simply link to them from another area of the website. * **Hide All Content** allows you to hide your subpages, as well as hide the page from top menu bar and the side menu bar. If there is a calendar within your hidden section, it will not be visible from other calendars on your site. You will not be able to see any subpages of the page from the side menu bar. * **Hide from Menu** allows you to remove a page from the top menu bar and sidebar menu, without hiding the items that are contained within. The calendars under the hidden page will be visible to other calendars and the side menu bar will display any subpages of the current page. ## Archiving Pages Archived pages are those pages that are saved and cannot be accessed by anyone except page owners and administrators. To archive a subpage select the checkbox next to the name of the page(s) you want to archive and click **Archive**. When prompted, click **OK**to confirm that you wish to archive the selected pages. ## Viewing Pages From the Page Status page, you can view each of the listed pages by clicking the view icon. ## Archived Subpages The **Archived Subpages** choice under **Page Options**displays any archived subpages of the current page. Here you have the ability to view, restore and delete these archived pages. ### Viewing Archived Pages To view an archived page, click the view icon next to the page you wish to view. The page will be displayed in a new tab. ### Deleting Archived Pages In Presence, pages must be archived before they can be deleted. This two-step process ensures that pages are not deleted mistakenly. Deleted pages are lost permanently and may not be retrievable; therefore before a page is deleted it must first be archived. As there is no limit to the number of pages you can have archived on a site, we strongly urge you to not delete a page unless you are fully confident you will never need the page, or any the data contained on the page (or its subpages), again in the future. 1. To delete pages from the system, click the trash can icon next to the page you wish to delete. 2. A prompt will appear asking you to confirm that you wish to permanently delete the page. 3. Click **Delete**to confirm that you wish to remove the page. 4. If you wish to delete multiple pages at once, place a check for each page you wish to delete. 5. Click **Delete Forever**. **Warning** * When you delete a page, all sub-pages will be deleted as well. * Once you delete a page, the only way it can be restored is restoring it from a back-up. The back-ups are run each night, so if the page was created the day it was deleted, it won't be possible to restore it. For pages that can be restored, there may be a cost to do so. ### Restoring Archived Pages 1. If you wish to retrieve am archived page, that is, if you wish to make it accessible to users on your website again, place a check for each page you wish to restore. 2. Click the **Restore**button. **Note**: In the Presence system, pages must be archived before they can be deleted. This two-step process ensures that pages are not deleted mistakenly. Deleted pages are lost permanently and may not be retrievable. ### Edit External Link Subpages An **External Link Page** allows you to create links on your website that route to either an external website or a page within your current website or a document. Details on how to add and maintain an **External Link Page** have been included in the External Link Page manual. ### View Subpages This menu lists all the subpages, including hidden and not yet released pages, currently under the parent page. This menu allows content authors to easily access and edit hidden or unreleased pages. ## Advanced Options The **Advanced Options** menu is the third row of menus found on the Administrative Toolbar. This menu features the more complex tools of the system. Although intuitive enough to learn on your own, it is recommended that users first become familiar with the **Page Options** menu before delving in to the **Advanced Options**menu. The options that are available in the **Advanced Options** menu vary according to your permissions on a site. Therefore, several features mentioned in this section will refer to the Administrator Manual and will not be detailed in this user guide. ## Page Theme The Page Theme option can be a great way to give your page its own look and feel. **Note**: In order to set a page theme for a page, you must be the page owner or a member of the Administrators group. To set a page theme, go to the page you want to set and then click on **Advanced Options** -\> **Page Theme**. You will now be brought to the Design Portfolio. From here you have the option to browse through all of the themes. On the left side of the page you can help to narrow your search. You can use the search bar to search for a specific theme. You also have the option to view pages for specific categories such as Nature or Holidays or you can view themes that match a specific color by using **Filter By Color**. Once you have found a page theme that you like, you can hover your mouse over the theme and click the **Preview** button to get a better idea of how the theme will look. If you are happy with the theme, click on the theme (but outside of the **Preview** button). Click **Publish Theme** to confirm your selection. Because of the way inheritance works, by default all subpages of this page will also bear this new theme. If you do not wish that to be the case, you will need to set the theme(s) on the subpages as well. Once you have set your new page theme, you can also set a header for the page. To do so, go to **Metadata** under the **Page Properties** tab and select **General Metadata** . At or near the bottom of the window that comes up you will see two fields, **Header Line 1** and **Header Line 2**. Any text you type in these two fields will be made part of the header. Once you have completed your change, click **Submit**, close the Metadata window and refresh your page to see the change. Any subpages that are inherited this theme will also inherit your new header. ## Move Page Only administrators have the ability to move pages. Therefore, a detailed description has been included in the Presence Administrator Guide. ## Copy Page Only administrators have the ability to copy pages. Therefore, a detailed description has been included in the Presence Administrator Guide. ## Save as Page Type After creating a page with a particular range of portlets, administrators have the ability to save it as a page type. This page type will then be available to all users on the system. This tool allows you to save the page you have open as a page type or template for use later on. Only administrators have the ability to create page types. Therefore, a detailed description on how to create and add custom page types has been included in the Presence Administrator Manual. ## Manage Approval Process Although the responsibility of maintaining pages may be distributed among different groups of users in an organization, pages of critical importance are often sent to an approver before being published on the website. Using the system's **Manage Approval Process**, changes made by a page owner are routed to a designated approver via email. You must perform the following steps in order to initiate an approval: 1. Click on **Add Rule**. 2. In the following window **Name** the rule and define the **Parties** (i.e. the approvers) who will be approving the page. 3. Select the approving **Parties** by clicking on the **Choose User/Group** button. 4. Select the **Logical Operation** that will apply to your Rule. 5. **Require that ALL Party members approve current step to advance workflow**indicates that all Parties that you enter in the step above must approve the change(s) made to the page. 6. **Require that ANY single Party member approve current step to advance workflow**allows any one that you add in the Parties to approve any change(s) made to the page. 7. The **Propagate rule to subpages** allows you to apply the rule on your subpages. 8. You have the option to include a **Description**of the approval workflow. 9. Click **Create Rule**. ### Excluding Pages The Manage Approval Rules allows you to exclude particular child pages from being included in a rule. 1. Click on the name of the rule from the **Rules** page. 2. Click on the **Add Page**button. 3. From the list click on **Select**beside the name of the page. 4. If you want to delete a page from the **Excluded Pages** list simply click on the cross button beside the name of the page. ## Multiple Approval Processes You have the ability to create multiple approval rules on a page. This step allows changes to critical pages to be filtered through more than one user or group of users before being published on the website. * To add multiple approval processes simply create rules by clicking **Add Rule**. * Use the arrow keys to move the order of rules. * To delete approval processes simply click on the cross icon. ### Propagating Page Approvals to Subpages Administrators have the ability to take a single rule and push it to all **subpages** underneath a page. To do so, simply check off the **Propagate rule to subpages** option. This will allow you to set up approval rules to cover a whole section. #### How to Approve or Reject Pages There are several ways in which an approver can approve or reject pages. When a page owner attempts to publish a page that already has a page approval rule applied to it, it will trigger an email to be sent to the approver(s). This email contains a link to the page that requires approval and here the approver can click on the link and approve the page online. Approvers also have the ability to view all their outstanding approvals throughout the system. We will cover this feature in detail under the Tasks section of this user guide. ## View Local Portlets Only administrators have the ability to View Local Portlets. Therefore, a detailed description has been included in the Presence Administrator Manual. ## Tools The Tools menu comes fourth in the row of menus in the Administrative Toolbar. This menu is considered the housekeeping component of the solution and offers useful reminders and information on maintaining your pages. ## Check Links Often, page owners on websites have no easy way of verifying when a hyperlink link is broken. The **Check Links** option allows users on the Presence system to check whether links on the site are working properly. This tool produces a table of all the links on a page and the corresponding status of each link (i.e. whether or not it is valid). Clicking on a link will take you to its target destination. ## Checked-Out Page Report The Checked-Out Page report provides a list of pages that have been checked out and have not been checked in. You can search for pages Checked-out longer than a certain number of days, search for pages checked-out by a specific user, or you can search for all checked-out pages on the site. Once you have set your specifications, to see the report, click **View Report** . You can export the report by selecting Select a format from the drop-down menu and then click **Export** . To view the page that is checked out, simply click on the **Page Name** . You will also see who the page is **Checked Out By** and the date and time the page has been **Checked Out Since** .This report is only available to administrators. ## Expiring Content Report The **Expiring Content** report provides a list of pages that are expiring. That is, pages that are or were visible and that have set to be hidden after a certain date (via the release schedule). You can search by pages **Expiring in** certain number of days, **Page Owner** , and to see the entire report click **View Report** . You can export the report by selecting Select a format from the drop-down menu and then click **Export** . To view the page that is expiring, simply click on the **Page Name** . You will also see who the **Page Owner** is and the **Expiry Date**. ## Outstanding Approval Report In the Manage Approval Process section, we cover how to apply approval workflows to pages on your site. The premise of approval workflows is to route changes made by a content author to designated individual(s) or groups who will then be responsible to approve or reject those changes. Notifications of pages pending approval are sent to the approver via email. However, the **Outstanding Approval Report** serves as an extension to the emails and offers the approver a list of all the pages in one comprehensive location. Approvers have the ability to click on the title of the page directly from the report and approve or reject the changes. This report is only available to administrators. ### Export the Approval Report Users have the ability to export the approval reports for their site. This tool is often used by administrators to keep track of how often pages are pending approval. To export information simple click on the drop-down menu and select the format of the exported document (Excel, PDF or Word) and click on **Export**. This will open the exported document in the format you selected. ## Stale Content Report The **Stale Content Report** ties into the **Follow-up Tasks** feature we covered under the **Page Properties** section. If you recall, this is where users have the ability to set up scheduled reminders on their pages. This report is only available to administrators. In addition to sending an email reminder, the system also tabulates all pages that missed their review date under the **Stale Content Report**. This ensures that even if page owners are unable to update their pages on a specific date, administrators can still easily track which pages have been updated or reviewed and which have not. ### Using the Stale Content Report This report contains a table with key information about pages on your system: * **Page Name**: This column lists the name of the specific page that missed its review date. These titles are clickable; therefore page owners can directly access the page and make content changes to it. * **Page Owner**: This column shows the page owner who missed the review date. For administrators, this column will show the review status of all the page owners on the system. * **Follow-up Task**: This column defines the task that was assigned to the specific page. * **Follow-up Date**: This column displays the date the follow-up task was scheduled to be completed. * **Publish Status**: This column displays the current publish status for the page. ## Export Information Users have the ability to export the **Stale Content Reports** for their site. This tool is often used by administrators to keep track of how often pages on a site are updated. To export information, click on the drop-down to select the format of the exported document (Excel, PDF or Word) and click on **Export**. This will open the exported document in the format you selected. ## Site Administration The site administration tasks, such as **Site Properties** and **File Administration** , can be found by hovering over **Site Admin**and choosing the option you wish to access. These options are generally only available to administrators and will be detailed in the Presence Administrator Guide. ## Getting Help If you click on the question tag icon in the menu, a new tab will open. Within this tab, you will find extensive information on Presence as well as the option to contact support by phone or chat. ## Updating Profile Information On the right side of the toolbar, if you hover over the profile icon you can change your **Account Settings** and **User Preferences**. The **Account Settings**option in the User Menu allows you to update your user information in a number of tabs. ### User Account The **User Account** tab allows you to view **Username** , **First Name** and **Last Name** . You can also view and update your **Email Address** and **Password** . If you change your password, you will need to enter the password into the **Password** and **Re-enter Password** fields. **Note**: * Depending on your site's configuration and how your user account was created, you may not be able to update the email address or password through the Presence site. * Depending on your site's configuration and how your user account was created, you may see two additional fields for **Secret Question** and **Secret Answer** . Filling these out will allow you to reset your password in the future. After making any changes to your **User Details** , click **Update User**. ## User Profile The **User Profile** tab allows you to fill in additional information about your account, such as your **Job Title** , your **Website** or your **Facebook**account. ## User Photo The **User Photo** tab allows you to set a photo for your user account. This photo will appear in the User Menu and on the [**Staff Directory**](#)portlet. 1. To set or update a photo, click **Choose File**. 2. Select your photo and then click **Upload**to set the photo as your profile image. ## Preferences The **Preferences** tab shows a number of options. However most of these options should be left on their default setting (**Use Server Default** ). The only setting that you might want to change is the **Time Zone**. 1. If you are in a different time zone than the site itself, you can specify your time zone by clicking the **Time Zone** drop-down and choose your desired time zone. This will be used when creating calendar events, setting release schedules, and so on. 2. After setting the time zone, click **Update Preferences**. --- version: "20251125" language: "en" --- # Presence Web Pages Guides * [Calendars Guide](https://uc.powerschool-docs.com/presence/latest/calendars-guide.md) * [Discussion Forum Guide](https://uc.powerschool-docs.com/presence/latest/discussion-forum-guide.md) * [Document Container Guide](https://uc.powerschool-docs.com/presence/latest/document-container-guide.md) * [External Link Page Guide](https://uc.powerschool-docs.com/presence/latest/external-link-page-guide.md) * [News Engine Guide](https://uc.powerschool-docs.com/presence/latest/news-engine-guide.md) * [Photo Gallery Guide](https://uc.powerschool-docs.com/presence/latest/photo-gallery-guide.md) * [Teacher Page Guide](https://uc.powerschool-docs.com/presence/latest/teacher-page-guide.md) --- version: "20251125" language: "en" --- # Quick Links Portlets Guide With the Quick Links portlet, you can easily create a list of commonly used links that may be of interest to people visiting the page. You can create links to external resources, internal pages elsewhere on the site and important email addresses. ## Adding a Quick Links Portlet The process for adding a Quick Links portlet to a page is the same process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your Quick Links portlet. In the Portlet Library, click on the **Basic**category. 3. Drag and drop the **Quick Links**portlet on to the page. ## Editing a Quick Links Portlet To configure a **Quick Links** portlet: 1. Set **Design Mode** to **On**. 2. Click the pencil icon in the corner of the **Quick Links** portlet. ### Setting a Render Template 1. To choose the look and feel for your portlet: 2. Click on the **Render Template** drop-down and choose the style you wish to use. 3. On most sites, you will only have one option, the **Default style** .However if additional templates have been set up for your site, these will be available as well. ## Adding a Quick Link To add a new link: Fill in the **Link title** for the Quick Link. In the **Link**field, you can choose one of the following options: * URL * Internal Page * Internal File ### URL To link to another site, fill in the URL for the page you want to use. You will need to start your URL with **HTTP:** or **HTTPS:** to add the link. ### Internal Page If you wish to link to a page within the site, a page picker window will open. Navigate to the page you wish to use. Click **Select**. ### Internal File If you wish to link to a file within the site, the File Administration interface will open. Navigate to the file you wish to use. Double-click the file to select it. #### Mail To link to an email, fill in the email address you want to use. #### Opening Link When users click a link, by default the link will open in the current tab. If you wish to have the link open in a new tab, click **Open in new window**. #### Selecting Icon 1. To specify the icon to be used with your link, click **Select Icon**. A large list of icons will be displayed. 2. If you know the specific icon you wish to use, you may type the name in the **Search**bar. If you do not know the specific icon you wish to use, you can scroll through the list of available icons. 3. Whether searching or browsing, once you locate the icon you wish to use, click on it to use with your link. #### Adding a Quick Link Once you have configured your Quick Link the way you would like, click **Add**. ## Reordering Quick Links To change the order of the Quick Links that have been added to a portlet, click and drag the arrowhead icon and arrange the links in the order you prefer. ## Editing Quick Links 1. If you wish to make changes to one of your Quick Links, click the pencil icon to the right of the link. 2. You can update the **Icon** , **Link title** and the **Link** fields and choose whether the page opens in a **New window** or not. 3. To confirm your change, click the tick icon. ## Removing Quick Links To remove a Quick Link, click the trash can icon to the right of the link you want to remove. ## Saving Changes 1. If you add, edit, re-order or remove any links from the portlet, you can preserve those changes by clicking **Save**. 2. If you do not wish to have the changes, click **Close**. --- version: "20251125" language: "en" --- # Quick Walkthroughs and Troubleshooting Guides * [Add a New Portlet to a Page](https://uc.powerschool-docs.com/presence/latest/add-a-new-portlet-to-a-page.md) * [Recreating Site Navigation Sidebar](https://uc.powerschool-docs.com/presence/latest/recreating-site-navigation-sidebar.md) --- version: "20251125" language: "en" --- # Recreating Site Navigation Sidebar Certain sites have sidebar navigation in their pages that list the navigation of the page structure in varying ways, usually located to the left of the page. This is accomplished with the Site Navigation Portlet, which unlike other Portlet types, is added to the Pageset (the overall layout of the site) instead of the content areas of a specific page. Occasionally, a User may accidentally delete the Site Navigation Portlet, causing all Child pages (sub-pages) of the Home Page to lose their sidebar navigation. To replace this feature, use the following steps: 1. Navigate to a Child page. Any page will do as long as the page's layout includes the pageset space for a sidebar navigation. The homepage does not normally have this pageset space. 2. **Switch to Design Mode** by clicking the toggle at the far left of the toolbar beside the words Design Mode. 3. In the Sidebar Navigation Area (usually on the left of the page), click **Add Portlet to pageset**. If you do not see that link, then you must find another page to use, because this one will not work. 4. In the next screen, you'll need to select the **Category** and **sub-Category** in the **Select a Category** drop-down menus. Then, the list of **Portlets** will appear below, and you'll need to check the box for the appropriate one. 5. Choose **Portlet Library** for the first drop-down, and **Content Management** for the second. 6. Then check the box for **Site Navigation**, which is the Portlet that you want to add here. 7. Click the **Update Page** button to proceed. 8. Back on the child page, you will now see that in the sidebar, there is a Site Navigation portlet, showing the locations of the pages for navigation purposes. You will also see this on any other child page that has room for a sidebar navigation. 9. Keep in mind that this may look quite different from the example below, and it may look wrong to you, or not how you would like it to look. Proceed to the next step for more options. 10. If you need to make changes to the pages that display in the navigation, or to the way that the Site Navigation Portlet looks, then while still on the child page, flip to **Design Mode**. 11. Click the pencil icon in the Site Navigation Portlet. There are two tabs on the next screen -- **Hierarchy** and **Look \& Feel**. You will be defaulted to Hierarchy. Here, you can select which pages appear in the navigation. * **Home Page, Current Page, and Child or Sibling Pages** is a common setting (seen below), but you can check the boxes that you wish to have displayed. * **Parent Page**: The page that is the direct ancestor of the current page. For example, if all the teacher pages of a school were published under the Staff Directory page, the Parent Page for those teacher pages would be the Staff Directory page. * **Sibling Page**: A page that is available on the same hierarchical tier as your current page. Let's continue the example used in the Parent Page above. If all the teacher pages are listed under the Staff Directory, then those teacher pages will be referenced as Sibling Pages to one another. * **Child Page**: A subpage published under your current page. Therefore, in this scenario, all the teacher pages will be considered Child Pages in reference to the Staff Directory Page. * **Home Page**: The topmost page of the site. * **Top-Level Pages**: These are the pages that appear at the top of the horizontal menu on your site (with the exception of the home page). * **All Ancestors**: In addition to showing the parent page of the current page, this option will also so the parent's parent page (i.e. the grandparent page), the great-grandparent page, etc). If you want to further change the Portlet to display only what that User is allowed to view: 1. Select the **Only display pages the user can view (Read Privileges)** checkbox. 2. Once you have made all necessary changes, click **Submit**. The page you are on will briefly refresh. If you want to see the changes, you will have to manually navigate back to a child page. 3. Click on the **Look \& Feel** tab to modify the way that the Portlet looks if desired. Currently, the best and most common Style to choose here is **Inside Nav 2015**, as it works with most templates and when you choose to Hide Section on pages, it is the most successful at reflecting the changes regardless of site template. The other Styles may or may not function as needed, depending on your site templates/themes. Contact SchoolMessenger Solutions support if you have questions about this. 4. Click **Submit** if you have made any changes. If you want to see the changes, you will need to manually navigate back to a child page. --- version: "20251125" language: "en" --- # RSS Aggregator Portlet Guide The RSS Aggregator portlet allows you to display an RSS feed from an external source. You can control how many stories to display in the feed as well as the look and feel of the feed. ## Adding an RSS Aggregator Portlet The process for adding an RSS Aggregator portlet to a page is the same process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display an RSS feed. In the Portlet Library, click on the **Content Management**category. 3. Drag and drop the**RSS Aggregator**portlet on to the page. ## Editing an RSS Aggregator Portlet To configure an RSS Aggregator portlet: 1. Set **Design Mode** to **On**. 2. Click the pencil icon on the top-right corner of the **RSS Aggregator** portlet. 3. Enter the **URL** of a feed you wish to display in the **RSS Feed URL**. 4. If you wish, you can specify the **Maximum Items Displayed** and the **Date Format**. 5. Click the **Render Template** drop-down and choose the template you wish to use. If you have not created your own RSS Aggregator template, choose the **Default RSS Aggregator Template**. 6. If you are comfortable working with XML, you can also choose to **Use customized xslt** and build your desired render template in the **Customized XSLT** field. 7. Once you have configured the portlet, click **Update Settings** to save your settings. --- version: "20251125" language: "en" --- # Site Map Portlet Guide The Site Map portlet allows you to display a list all pages on your site. The number of pages displayed will depend on the depth and content settings of the portlet. ## Adding a Site Map Portlet The process for adding a Site Map portlet to a page is the same process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your Site Map. In the Portlet Library, click on the **Content Management**category. 3. Drag and drop the **Site Map**portlet on to the page. ## Editing a Site Map Portlet To configure a Site Map portlet: 1. Set **Design Mode** to **On**. 2. Click the pencil icon on the top-right corner of the **Site Map** portlet. 3. The **Level of Depth** setting allows you to choose how many levels deep you want the site map to go. If you choose a depth of 2, it will show all top-level pages and the sub-pages of those pages. If you choose a depth of 3 it will show all top-level pages, the sub-pages of those pages and the sub-pages of those sub-pages. The deeper the level, the more pages that are included in the Site Map. 4. The **Page Option** allows you to choose whether to **Only display pages that the user has permission to view** or to **Display all visible pages**. 5. Once you have configured your settings, click **Submit** to save. **Note**: You can only set the depth as deep as the deepest page on your site. You will now see your Site Map displayed on the page. --- version: "20251125" language: "en" --- # Staff Directory Portlet Guide The Staff Directory portlet allows you to automatically generate a searchable list of users. You can choose which groups are included in the directory as well as what fields you wish to share with people viewing the directory. ## Adding a Staff Directory Portlet The process for adding a staff directory portlet is the same basic process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your staff directory. In the Portlet Library, click on the **Content Management**category. 3. Drag and drop the **Staff Directory**portlet on to the page. ## Setting up the Staff Directory To set up the staff directory: 1. Set **Design Mode** to **On**. 2. Click the pencil icon in the top-right corner of the **Staff Directory** portlet. ## Groups to Include When you first add a staff directory portlet, it will display all users in three default groups, **Administrative Staff** , **Staff** , and **Teachers**. Uncheck the ones that you do not wish include in your staff directory. Each group that is checked will be included in the directory portlet. You also choose additional groups by checking the **Selected Groups** checkbox and clicking on the user group icon to the right of the **Selected Groups** field. Click on the group or groups you wish to add and then click **Add** and **OK**. Each of those groups will now also have their own tab. ## Excluded Users If you wish to exclude users from the staff directory portlet, even though they are part of one of the groups you have selected to display, click on the user group icon for **Excluded Users** . Click the user(s) you wish to exclude and click **Add** . Once you have added all the users you wish to exclude, click **OK**. ## Email Privacy With the **Email Privacy** setting, you can choose whether the user's email address will be shared or whether it will be hidden. If you choose to enable email privacy the portlet will display an envelope icon instead of the email address. If you disable the email privacy, then you have the option to **Enable mailto to use external email application**. If this feature is enabled, then when a user clicks on an email address, the browser will attempt to open the user's default email client to send an email. If the option is not checked, it will use the Presence Send Email control instead. ## Default Sort Order By default, the displayed sort order is by **Last Name** in **Ascending** order. However, you can choose between **First Name** and **Last Name** for the default item to sort by and specify whether to display the results in **Ascending** or **Descending** order. ## Only Show Initial If you wish, you can choose to only show the first initial of the users being displayed in the staff directory (in place of showing their first name). To do so, check the **Only Show Initial** option and click **Update**. ## Attributes to Display You can also control which elements are shown from the user profile. The elements you can turn off or on are **Position** , **Room** , **Grades Taught** , **Subject Taught** , **Office Hours** , **Phone** , **Email** , **Social Media** , **Biography** , and **Personal Message**. Most of these attributes are configured directly from within a user's profile. When you have finished selecting your **Attributes** click **Update** to save your changes. To return to the normal view of the **Staff Directory** , click **View Mode** at the top right of the portlet. ### Setting up Grades Taught To set up the **Grades Taught** field and allow members of your teacher group to specify which grades they teach, go to **System Administration** and under **eLearning Server** in the right-hand column, click on **Manage Course Levels**. By default, the course levels (or grades) will be Grades 1 through 12. You can add new course levels by typing in the **Level Name** and clicking **Add** . You can also remove unwanted course levels by clicking on the X icon and clicking **OK** to confirm that you wish to delete the level. ### Setting up Subjects Taught To set up the **Subjects Taught** field and allow members of your teacher group to specify which subjects they teach, go to **System Administration** . Under **General Administration** on the left-hand column, click on **Manage Organization Structure** and then click on **Departments**. You can also remove unwanted departments by clicking on the X icon that you wish to remove then click **OK** to confirm. ## Using the Staff Directory Portlet To search for a user: 1. Type in the full or partial first name, last name, or job title and click **Search**. 2. If **Email Privacy** is disabled, then you can also search by email address. 3. If you wish to only view the users for a specific group, click on the **All** dropdown and choose the group you desire. You can view all members from that tab by clicking **Search** . Or you can enter additional search criteria and use the **Search**button. 4. Once you click **Search** your results will be displayed. 5. If there are more than 10 results, you can use the page controls found at the bottom of the results to navigate. ### Example Staff Directory Profile ![Sample Staff Directory profile](https://uc.powerschool-docs.com/__attachments/a_818497b79794405a3cf18d09fb9063f7d7370d09d318c2aa85a58c6a8888066f/image-20240430-121450.png?cb=33d6c422f68cd3b8fc158fc50be0fd57) ## Setting up Your Profile After looking at how easy it is to set up the staff directory portlet, you may be wondering how exactly you go about setting your user photo, putting in links to your teacher page and other personal information. The process is quite simple. To set up your profile: 1. Click on your username when you are signed in to the site. The exact placement of the username will vary depending on your site, but usually it is found on the top right, top left, or bottom middle of the page. 2. Click on the **Edit User** tab. 3. Enter the necessary information. 4. Click**Save**. **Note** : With the exception of the **Home Address** and the **Work Address** all elements from this user profile screen can be set to display on your user profile. If any of the fields are left blank, they will not be displayed as part of your profile. ### Setting a Photo To set a user photo: 1. Click the **Edit User** tab. 2. Click on **User Photo**. 3. Click **Choose File**to select a photo. You can choose a jpg, gif, png or bmp photo file for your profile image. 4. Once you have selected it, click **Upload**. You can also remove your current profile picture by clicking the X icon to delete the image. ### Modifying your User Profile To make changes to your user profile: 1. Click the **Edit User** tab. 2. Enter the information for the following fields: * **Job Title** * **Gender**: To keep this field private, check the Keep Private box. * **Self Description**: This will display as your biography in the Staff Directory. * **Website**: This will generally be your teacher page, but can be set to any website. * **Blog**: This can be pointed at your Presence blog or any other blog. * **Personal Message** * **Room**: This field is only available for users in the Teachers group. * **Grades Taught**: This field is only available for users in the Teachers group. * **Subjects Taught**: This field is only available for users in the Teachers group. * **Office Hours**: This field is only available for users in the Teachers group. * **Facebook** * **LinkedIn** * **Twitter** * **YouTube** * **Telephone Numbers** : Only the **Work** number will be displayed with in the Staff Directory portlet. If you wish to keep your phone number hidden, click the **Keep Private** option. 3. When you have finished with your profile, click **Update User** to save your changes. ## Setting Website and Blog Fields In addition to going to the profile and typing in the URL for the user's website or blog, there is another way to populate this field that can be used when creating new pages. Whenever you create a new blog page, you will have the option to replace your profile's blog link with a link to the blog page you are creating. Simply check **Replace my profile blog link with this blog** when you create the blog page. Similarly, whenever you create any other type of page (with the exception of an **External Link Page** ) you will have the option to **Replace Page Owner's website with this page** . If you utilize this option, be sure that you set the **Page Owner** or else you will replace your own profile's website field instead. --- version: "20251125" language: "en" --- # Tabs Portlet Guide The Tabs portlet allows you to have multiple content areas within a single portlet. These content areas can be displayed with tabs or as collapsible sections. ## Adding a Tabs Portlet The process for adding a Tabs portlet to a page is the same process as for adding any other portlet to a page. 1. Set **Design Mode** to **On**. 2. Find the region where you wish to display your Tabs portlet. In the Portlet Library, click on the **Basic**category. 3. Drag and drop the **Tabs**portlet on to the page. ## Editing a Tabs Portlet To set up a **Tabs** portlet: 1. Set **Design Mode** to **On**. 2. Click the pencil icon in the corner of the **Tabs** portlet. ## Adding a Tab To add a new tab to your Tabs portlet, click the plus icon to create a new tab. ## Naming a Tab To change the name of a tab, click on the tab. The name of the active tab will be editable. Make any changes you wish to the name of the tab. To save your change, either click on another tab or use **Save Draft** or **Publish** on the portlet. ## Reordering Tabs If you wish to change the order of the tabs, you can do so by hovering your mouse over one of the tabs. Then drag and drop the tab to the new desired location. **Note**: To move the tab, you must hover over a part of the tab that is a text box or the X button. If the tab you are moving is the active tab, that means you will have to have your mouse near the edges of the tab. ## Deleting a Tab To delete a tab, click the X button on the tab you wish to edit and click **OK** to confirm. ## Adding a Content to a Tab To add content to a tab, simply click on the tab you wish to edit. After doing so, use the editor to create or edit content just as you would with a Content portlet. If you want to make edits to additional tabs, simply click on each of the tabs you wish to edit and make any changes you desire. ## Switching between Accordion and Tab Views There are two ways that a Tabs portlet can be viewed on the page: as a content area with tabs across the top of it, or as a list of collapsible accordion items. When the page width is too small for tabs to display properly, the accordion view will be used. How the portlet looks (when the width is wide enough to allow for tabs to be displayed) is dependent on a configuration setting within the portlet. When you edit a Tabs portlet, there is a **Display Setting for portlet** option. You can choose between **Auto resize** and **Accordion only** . With **Auto resize** , the portlet will be in Tabs view when the portlet width is great enough to accommodate tabs. If the width becomes too narrow, then the Accordion view will be displayed. If you are using a responsive template, the portlet can switch between views as you resize the page. If you choose **Accordion only**, then the portlet will always display in Accordion mode regardless of width. ## Saving Changes to Portlet Once you have finished making your edits, choose one of the following options: ### Save Draft As the name implies, clicking **Save Draft** will save your work. You can come back again later and continue to edit the page. Clicking **Save Draft** does not make changes to the live page on the site. Anyone who visits the webpage will see the live version of the page, they will not see your saved changes. When you are ready to make your saved changes live on the site, just click **Publish**. **Note**: If you use **Save Draft** the portlet will continue to be locked. If someone else tries to edit the portlet they will see that the portlet is currently locked. The portlet will also remain locked if you close the editor without clicking one of the buttons. ### Publish If you want to immediately make your changes to a portlet live, use the **Publish** button. Your changes will instantly appear on the page and any visitors will see the updated version of the portlet. The portlet will also be checked in so that other users may make edits (assuming they have the appropriate permission level). ### Cancel If you decide you are not going to make any changes, or you do not want to preserve the changes you have made, click **Cancel**. This will check the portlet back in to the system without saving any of the changes you have made. --- version: "20251125" language: "en" --- # Teacher Page Guide Teacher Pages are an essential component to school and district websites. Teachers can easily publish and manage their pages; making it easy to share information and resources with students, other staff, parents, and the community. Some of the benefits of Presence's Teacher Page Wizard include: * **Communication with Students**: A teacher's page serves as a one-stop reference point for students. With Presence, teachers can post homework, assignments, important dates, additional study material, as well as announcements. * **Communication with Parents**: Teacher pages allow parents to become involved in their child's education. Teachers can communicate with parents through a variety of applications such as subscription-based discussion forums, online surveys, and newsletters. * **Resource Sharing** : By incorporating Presence's **Document Container** and **Useful Links** page, teachers can effectively share resources for students and collaborate with other teachers. * **Features** : Presence's **Teacher Page Wizard** saves time and effort by automatically populating features such as **Photo Gallery** , **Calendar** , **Useful Links** , and a **Contact Me** page. ## Teacher Page Enhancements Here are some tips and ideas to help you get the most out of your teacher page. ### Attractive Homepage Use the WYSIWYG Editor to create attractive and inviting homepages with custom content. ### Contact Information Include information for visitors to contact teachers. ### Share Resources Simplify sharing by uploading documents, forms, and notes for students into Presence's Document Containers. ### Class Calendar Give students and parents time to prepare for tests and assignments by posting them on Presence's Calendar. ### Teacher Bio Use this section to tell visitors about yourself. Include your education, training, volunteer experience, and other accomplishments. ### Multimedia Give your teacher page personality by including pictures, videos, and colorful text. ### Galleries Invite parents and community members into your classroom with a Photo Gallery. ### Useful Links Share links to sites and files for your students to browse. ### Achievement Wall Showcase your class's achievements by including pages such as "Student of the Week." ## Teacher Page Tips ### Avoid Clutter Do not add all subpages under one main page. This causes confusion for users as they can easily lose track of pages when there are too many listed in the navigation bar. ### Separate and Categorize Avoid putting large amounts of information on a single page. Readers can lose interest if there is too much content. This issue can be avoided by categorizing large amounts of information and separating them into individual pages. You can simply include links to other areas of your teacher page to ensure a better flow. ### Meet and Greet Make an impression by introducing yourself to your visitors through the **Introduction** section. ### Maintain your Image Avoid uploading low resolution images (unclear photos) as this will negatively affect the overall look of your page. ## Add a Teacher Page 1. Select the relevant department of the Staff Directory page on your website. 2. Go to **Page** in the Administrative Toolbar and click **Teacher Page**. ![Teacher Page menu](https://uc.powerschool-docs.com/__attachments/a_78bf82cfa8f3617b7569df9db8b753a2335e0fd1bf500571b63407f36a83bf04/att_41_for_534184785.jpeg?cb=e961b43484904fd6a1a066345926c841) 3. Enter a name in the **Page Name**field for your new page. 4. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL** , click the **Lock** icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. 5. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. 6. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. ![User picker options](https://uc.powerschool-docs.com/__attachments/a_ba58dea79b2008bf7b634781b08125940ddcd18c0912f66a86d55d7c070d38e9/att_5_for_534578167.png?cb=289908be83721bae6e63fe7597bb2301) 7. If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ![New Calendar page](https://uc.powerschool-docs.com/__attachments/a_af14bdbf87a69f8554da1e7523dfaea15dddde8b7b6a61cdec3db3257cf130d4/att_6_for_534578167.png?cb=1462c2cad2173cab672d4bf9d8081874) Click **Create** to create the Teacher page. **Tip**: Teachers with multiple classes may choose to create individual Teacher Pages for each class or create subpages for each class under a single Teacher Page. ## Edit a Teacher Page After you have created a teacher page you will be taken to Presence's WYSIWYG (What You See Is What You Get) Editor. This editor has been designed to give teachers without technical experience the ability to create and maintain their own web pages. ![Presence WYSIWIG Editor window](https://uc.powerschool-docs.com/__attachments/a_7ff14e1e051db29a25c667e841171c62b10a5327922b592fe6dbe7c8e9867c85/att_62_for_534184785.jpeg?cb=82aa9a2fade1e849cc339b057356c34c) **Note** : Each new **Teacher Page** includes 4 automatic sub-pages titled **Calendar** , **Photo Gallery** , **Useful Links** , and **Contact Me**. You can find links to these pages in the Vertical Navigation. As additional pages are added, they will also be listed in this area. ## Presence WYSIWYG Editor Some of these features may not be available due to restrictions by your administrator. For more information on the text editor buttons, see the [Text Editor Guide](https://uc.powerschool-docs.com/presence/latest/text-editor.md). |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Default Text Editor Button** | **Description** | | ![att_6_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_bb189996667e64f8fbd3dedf793f3421addd768819190356d047537e4ee3df1c/att_6_for_534184785.png?cb=da7d315a0d8772e52d8ab29701b093db) | **Find and Replace**: This function allows you to search for and replace text within the portlet. | | ![att_7_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_51dbabffe452abd0d1b9bea5e9fb4e693178c625a67a892e8ab82355c5811ece/att_7_for_534184785.png?cb=6dd6e9b01a9675aae1985cb3d6bcba38) | **Paste from Word, Strip Font**: This button allows you to paste text copied from Microsoft Word while stripping the fonts from the original document. | | ![att_8_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_43de2e4d5dba09212f277aa877274f19c94298e296e9b2d43caa2782602525e5/att_8_for_534184785.png?cb=7585ff2ccf02347e88a2ce728da71637) | **Paste HTML**: This button will allow you to insert HTML code on to the page. This can be quite useful if you want to add a third-party widget. | | ![att_9_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_11b15a565e00227b80ae4d354daa5a8b1ac2e7f37ad13580ba445b10bc768512/att_9_for_534184785.png?cb=2aa0be8673235152f675001323fca20b) | **Undo**: This button allows you to undo your last action(s) on a page. | | ![att_10_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_060d228a7211494a9b47dbe88bbe9b7db0702ac982b186a9831f96fa0d16d214/att_10_for_534184785.png?cb=d8efb37ee33ae13156aed6e600f91b3e) | **Redo**: This button allows you to redo the action or actions that were undone. | | ![att_11_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_a32dde1fbafa927f54b21b478d6fd84714ee10d4ae298ac5e5294a72c630b1de/att_11_for_534184785.png?cb=bc158777c1f59fc5172e3c87d0b82531) | **Insert Image**: This tool allows you to insert an image in the content box. | | ![att_12_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_5d980a0c7f844e663e66d1dbf589166d3757bd695cf2fc2d88fab2f32232452f/att_12_for_534184785.png?cb=a8db36a54fcdaf485f89833f26429a94) | **Media Manager**: You can use this tool to insert media onto your page, such as MP3 audio files, AVI video files. | | ![att_13_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_2e3e0c80f015dedbd2f71575e9a22743f7e0319fe751c2a05094d379ecb9e264/att_13_for_534184785.png?cb=48d429e41ae77fa06c161aedf3a07dc7) | **Insert File**: This tool allows you to insert links to documents on to your page such as PDF files, Microsoft Word files, Microsoft Excel files to name a few. | | ![att_14_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_ced117c21f0ceae80502c3d0483643af3f121be0e8ef186aebf8b2d291ad0196/att_14_for_534184785.png?cb=30cf12de405ec382561fa66b3f95ad8f) | **Insert External Video**:This tool allows you to insert embedded videos on your page. | | ![att_15_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_b42bec999f6c4bbfbcef7a559b61b249437e7fa70e58d91b38970cd7cbb49779/att_15_for_534184785.png?cb=ac1622c792c9043da2f6c10571d44503) | **Hyperlink**: This tool allows you to link selected text to another website or document. | | ![att_16_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_6c75e5e31c4ec5b79193b193fa6925945ba6f55974f9c452c9538ab19f050f8e/att_16_for_534184785.png?cb=f1d19eb0f2865fb40ed8798ba4ebd6bb) | **Remove Link**: This tool allows you to remove a hyperlink from a text. | | ![att_17_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_5f4e78deb98bf25b121e56e721be6b3b97266659fd403e7b7672b84340b2475a/att_17_for_534184785.png?cb=b4b77546507dce7c735023ed988269a3) | **Bold**: This button allows you to **bold**text. | | ![att_18_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_db409867d71960e15d63d80616d8504e260152b347592ca5584732c11d2e539c/att_18_for_534184785.png?cb=ee0738025c5f47a8b524f5132b9a679d) | **Italicize**: This button allows you to *italicize* text. | | ![att_19_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_09fe5ab75c6845bc06c8c562cb94f1ec4e160e33a5fb73e7452d0b9f4d0d381a/att_19_for_534184785.png?cb=79373ad2fd5e2faa76438892d717e5b6) | **Underline**: This button allows you to ++underline++ text. | | ![att_20_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_8e75eaef2806b9f115e83041bc2a82f001e7f5086618783f50893f160862f701/att_20_for_534184785.png?cb=d957e50c3a678892ed9437be3d54bc9f) | **Bullets**: This tool allows you to create bulleted lists. | | ![att_21_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_2a78513a4730d91a41b84abf28a6303acd860a671a058e80dff73fba9ff278b1/att_21_for_534184785.png?cb=47b9b9891b8c7aaa99e03fd97e4d795d) | **Numbered**: This tool allows you to create numbered lists. | | ![att_22_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_442e3641aa001701a5f8af1fadedd3e771e329a8d58fd2f6f2ab7d567d1c8dad/att_22_for_534184785.png?cb=70fc40f6638724caca52f6cf5dfe170d) | **Increase Indents**: This button allows you to increase indents (tabs) for your paragraphs. | | ![att_23_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_958f07447f449af8e5cb5622d25dd2849c500a5cf4c5b4b7d2fb94eea27645ae/att_23_for_534184785.png?cb=c49721c9e693c8d93742eea6ed51f3f6) | **Decrease Indents**: This button allows you to decrease indents for your paragraphs. | | ![att_24_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_21c5839599b7f69780b562a864f88fe17a68131754a1b4e7e379743221a21ea8/att_24_for_534184785.png?cb=3d2fd7f8ddf5811fc218765955319ff2) | **Left Align**: This tool aligns your text to the left. | | ![att_25_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_c04b0ea303e6e4ddb6ab0a004c12bfd8a044f3ac5a3720d0f775f9b71a675707/att_25_for_534184785.png?cb=8940f473a290f1b688b12986147fafed) | **Center Align**: This tool center aligns your text. | | ![att_26_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_e61da01da01c1b93157c62bffc46aecd96f8baa239d0e18fb6d6bea0ba1fd789/att_26_for_534184785.png?cb=d12685956d3261419de0d1549bd469b2) | **Right Align**: This tool aligns your text to the right. | | ![att_27_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_dfa874b5a7de46ef20ce186e7050b7cd252cb51daca7d6f9e3ccdd9f0d1d7133/att_27_for_534184785.png?cb=0d82693edf58726efe3fa448cf6e2f20) | **Insert Table**: This tool allows you to insert tables in your content box. A popup menu will appear prompting you to select the dimensions of your table. | | ![att_28_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_38765b95b5f7d67c3832d47c7b6beefbe8fece29c82ef84064acd01f13b4e521/att_28_for_534184785.png?cb=3eb603ac197ea2bd5455ddb06efec45b) | **Text Color**: This button allows you to change the color of text on your page. | | ![att_29_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_7aad5ba2666795837689e12f139b10ffd0ef09378cbf51a4e2f687e1aab376b6/att_29_for_534184785.png?cb=c8ee6e7d0c790e8d8253a9fa0f1c8e69) | **Remove Formatting**: This option allows you to clean up formatting tags on selected content. | | ![att_30_for_534184785.jpeg](https://uc.powerschool-docs.com/__attachments/a_7b8c84ebf4fd8fb59ab0b3fb96f8d7eee4b89171891159d8b8b20343cff9639b/att_30_for_534184785.jpeg?cb=d1172ac145a2905135dd9aa1905a47aa) | **Paragraph Style**: This button allows you to customize the style of text on your page. | | ![att_31_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_d61cb347967bd5d348f127bcd439adc68c12874d4f66275f02c1c16ff191f49c/att_31_for_534184785.png?cb=eccb9755953cd32f23f8e2f2d85712bf) | **New Paragraph**: This button allows you to create a new paragraph. | | ![att_32_for_534184785.png](https://uc.powerschool-docs.com/__attachments/a_136281c5ae1eb5a791a78b7dfd8863c3ce71da51a8f275fc4ee52b0addb047fe/att_32_for_534184785.png?cb=57bfea9b55c41cb9d4d08e5500b4a984) | **Page Link**:This option allows you to easily create a link to any page on your site. | | ![att_33_for_534184785.jpeg](https://uc.powerschool-docs.com/__attachments/a_8c27c8bdb9b0da3e161d886a5236d9650aea7cf89ccdd6dc09f3741ea96b4968/att_33_for_534184785.jpeg?cb=4d2df06d05c11a813486cfd55982bc26) | **HTML Source**: The editor allows technical and non-technical users to create their pages. For technical users, simply clicking on the HTML option will instantly convert the page into HTML code. Clicking on **Design** again will revert back to the simplified **WYSIWYG** interface. | | | **Allow Scripts**: When this option is enabled, script tags can be used in HTML mode (or by using the **Paste HTML** button). If this option is disabled, any scripts will be automatically removed from a portlet when you try to update it. | ## Publish a Teacher Page At the top of the page, you will have a **Page Properties**box. Here you can update the **Title** or **Name**of your page. You can also add an optional summary. After content has been added to the page, there are three options available for publishing your content: * **Save Draft**: This option saves your changes, but they will not be published on the site. You can return to the editor anytime and continue your work. * **Publish**: This option instantly displays your changes on the site. * **Cancel**: This option will not save any changes. There are also a number of options available in the **Page Administration** section of the page. * **Page Owner** : In organizations where more than one individual is responsible for maintaining different pages on a site, this feature is useful when tasks need to be distributed. For the **Teacher Page** component, only the respective teacher will be a page owner. * **Last Modified**: Identifies the date in which the page was last updated. * **Release Schedule** : The **Release Date** and **Expiry Date** fields allow you to schedule when the page will be visible to users. The **Release Date** determines when the page will be made public and the **Expiry Date** determines when the page will no longer be public. By default, the **Release Date** will be set to **Now** and the **Expiry Date** will be set to **Never**. * **Follow-up Tasks** : Features two options, **Review** and **Archive** . Under the **Review** option, you have the ability to schedule a reminder to review a particular page on a pre-defined date. On this date, Presence's system will trigger an email to the page owner, to update the page. Likewise, the **Archive** option automatically archives the page on a selected date. * **Approval Notes** :The approval section is where a page owner can include review notes for page approval. Many organizations set approval workflows on pages in order to ensure the quality and standard of the content that is published on their public site. This section will only appear if an approval rule has been set on your page. ![WYSIWIG Editor sections](https://uc.powerschool-docs.com/__attachments/a_e7eaf5a4798b4005407b9dd869a40aee978b9b5c39c540604b2df7c3f788ec77/att_63_for_534184785.jpeg?cb=82aa9a2fade1e849cc339b057356c34c) If you make any changes to Page Properties, Page Content or Page Administration, use **Save Draft** or **Publish** to save the change. Changes to Page Content will not be made live unless you click **Publish**. ## Photo Gallery Presence's **Photo Gallery** allows you to create multiple albums with up to 50 images per album. If there are no existing photo albums in the Photo Gallery page, you can create an album by clicking **Add Images**. ![Photo Gallery window](https://uc.powerschool-docs.com/__attachments/a_d1f1964b67195c4507458d309ee95cfaa40036a8ae65906cea1def08fc03e60a/att_43_for_534184785.jpeg?cb=f37606163306575cad8e7bc24aa4ec32) If there are already one or more albums in your portlet, you can click **Add Album**to create a new album. The **Add Files** window will open. You can use Add Files to select the files you wish to upload or you can drag and drop your images in to the Add Files window. ![Add Files window](https://uc.powerschool-docs.com/__attachments/a_69c8f9b3bfd87effbe966080c1da05d95e160a470d4cf7ba4e3c6c5968c86a60/att_45_for_534184785.jpeg?cb=71b342e7470c4b14e46fa68898f68317) Once you have added all the files you wish to upload, click **Start Upload**to begin uploading the images to your site. As each image is uploaded, it will be removed from the Add Files interface until all the images have been uploaded. When the upload is complete, you will be brought to the Album Management interface. **Note**: Each album supports a maximum of 50 images. ![Add Files window with images](https://uc.powerschool-docs.com/__attachments/a_5aa081334310fc8c6164e2831e73583db81aa1b64a74f1e7f9264efd69effb50/att_59_for_534184785.jpeg?cb=62bc9fc2ee2ec6635762b73f1c5a6296) ## Classroom Calendar Using the **Classroom Calendars**, teachers can ensure that students and parents are always aware of upcoming assignments and deadlines. This is also a great place to publish other important dates such as school events. ![Classroom Calendar window](https://uc.powerschool-docs.com/__attachments/a_76e97a7125d91f09005bafb6135308a6f33a5d0f977ae19969328e295b087eb4/att_60_for_534184785.jpeg?cb=2fe23d013dd397c99c06c770cdb180f0) To access the calendar assigned to your teacher page click the **Calendar** link from the left navigation bar of your **Teacher Page** . This will lead you to a blank calendar page. For more information on how to navigate the **Presence Calendar** , refer to the [Calendars Guide](https://uc.powerschool-docs.com/presence/latest/calendars-guide.md)**.** ## Contact Me The **Contact Me** page allows visitors to contact you via email. To access the **Contact Me**page assigned to your teacher page: 1. Click the **Contact Me** link on the left navigation bar of your **Teacher Page** . This page contains a simple form with fields for **Full Name** , **Class** (if applicable), **Email Address** and **Questions/Concerns**. ![Contact Us page](https://uc.powerschool-docs.com/__attachments/a_685e8f924d0a2f0166cc198466fa9688b8208618a7ae13611a2f46fb31f1a544/att_35_for_534184785.jpeg?cb=75c011c1dd35728eb33301384d8fce3a) 2. Click **Submit**once you have completed the form. The information in the form is sent to the page owner, i.e. the teacher, of the email address. ## Useful Links Useful Links features a Document Container that streamlines resource sharing. It allows you to upload documents and other resources into folders for users to download. To access the **Document Container** assigned to your teacher page click on **Useful Links**from the left navigation bar of your teacher page. This will lead you to your document container. ## Upload Files 1. To add files to your container, click **+ Add** and then click **File**. ![Add File menu](https://uc.powerschool-docs.com/__attachments/a_d4697b65fff658821f3e4f0bef99d84436e4ce94027f950501db4c03b4b68453/att_36_for_534184785.jpeg?cb=222572a5607cc8eba3b2301f96733b44) 2. Once selected, an upload box will appear on the page. To add files to upload, click and drag the files you wish to upload into the upload box. You can drag files one at a time or select a group of files to drag in the box all at once. You can also drag and drop folders into the upload box. 3. In addition to dragging and dropping, you can also use **Add Files** to select files you wish to upload. ![Add Files - Document Container window](https://uc.powerschool-docs.com/__attachments/a_4573658f3522bb7d7bb6f99ab44bfefab4ae6297c5d7bce509077a8df76429a2/att_53_for_534184785.jpeg?cb=72db218b708b6febda2e5e91f9c58440) 4. After you have selected all the files you wish to upload, click **Start Upload**. ![Add Files - Document Container window with files uploaded](https://uc.powerschool-docs.com/__attachments/a_771acba52b376702e997d9fb3acae928ea4025010c7f590234654580d40fc13a/att_46_for_534184785.jpeg?cb=aadcf6071414a5b3cb4c139746dbfcb1) 5. After the files have finished uploading, click **Close**. ## Create Folders 1. To create a folder for your files, click **Add** and then click **Folder**. ![Add Folder menu](https://uc.powerschool-docs.com/__attachments/a_d753e284e8570f5b855930e4a003aff363a23ec45b3337a3962bc5be87c45e48/att_47_for_534184785.jpeg?cb=44ce9c2a035ea33260d53f31c8f9ac78) 2. Enter a **Folder Name** to be displayed within the document container*.* 3. You can also provide an optional **Description** of the folder. ![Add Folder window](https://uc.powerschool-docs.com/__attachments/a_0812f6a3207de7e67b5c1a24fb7c8cc3ea654b582562592837f157c738e89901/att_48_for_534184785.jpeg?cb=7453fb42b867a28b2201da887f63a2cf) 4. Click **Add Folder** to create the folder. ## Create Links 1. To create a hyperlink, click **Add** and then click **Link**. ![Add Link menu](https://uc.powerschool-docs.com/__attachments/a_2ac8672f80e9ed762d94a805fc40fc821499b2b912e25e7e207af776c59f1d66/att_49_for_534184785.jpeg?cb=66d3624dd43bf56c20821fc1af3375d4) 2. Give your link a **Link Name** to be displayed in the document container. 3. Type in the full URL that you wish to link to in the **URL** field. 4. If you wish, you can provide an optional **Description** to let others know more about the link. ![Add Link window](https://uc.powerschool-docs.com/__attachments/a_cd0df271b73f9ab78d705980b1cd4fbe463e993f4cd45658f1641da9585de051/att_54_for_534184785.jpeg?cb=431f4646abe180f84375432c3123919c) 5. Click **Add Link** to create the link. ## Search for a Resource In addition to browsing through the document container, you can search for a specific resource you wish to find. To search for a file, begin typing in the name of a file in the **Search**box. As you type, only the files that match what you have typed will appear. The search will look for matching files, folders and links within the current folder as well as any sub-folders. This means that if you search from the top-level of the container, the entire container will be searched. ![Search window](https://uc.powerschool-docs.com/__attachments/a_3f8d120bfd1e83692853693a00ca986d5d7dc7fafedb36645621e3a50108493a/att_55_for_534184785.jpeg?cb=c5e4267b54c9816e1db23d90e7c19928) ## Add More Pages 1. Go to **Page** in the Administrative Toolbar and then click your desired page type. In most cases, this will be **Content Space Page**. ![Content Space Page menu](https://uc.powerschool-docs.com/__attachments/a_34b138843f1950d6714d4aa8bc1b30c7380129a8832fe1045df474aa6f61467d/att_37_for_534184785.png?cb=93d60803f94dfc4cdb427aa1a32d437d) 2. Enter a name in the **Page Name**field for your new page. 3. The **Page URL** field will automatically be filled in. The **Page URL** is used to build the Friendly URL used to access the page. If you wish to make modifications to the **Page URL** , click the **Lock** icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed. 4. By default, you will be assigned as the **Page Owner** . If you wish to set someone else as the owner, click the **Profile** icon. 5. When the User Picker opens, choose the user you wish to make the owner, and click **Add** then click **OK**. ![User picker options](https://uc.powerschool-docs.com/__attachments/a_ba58dea79b2008bf7b634781b08125940ddcd18c0912f66a86d55d7c070d38e9/att_5_for_534578167.png?cb=289908be83721bae6e63fe7597bb2301) 6. If you want to set the page as the user's homepage in their user profile, select **Replace Page Owner's website with this page**. 7. Click **Create**to create the Content Space page. **Note** : On some sites, you may also have a **Category**drop-down that you can use to select a category for the page. ![New Calendar page](https://uc.powerschool-docs.com/__attachments/a_af14bdbf87a69f8554da1e7523dfaea15dddde8b7b6a61cdec3db3257cf130d4/att_6_for_534578167.png?cb=1462c2cad2173cab672d4bf9d8081874) ## Manage Subpages With Presence's system there is no restriction on the order of the pages. To hide, show, or archive a page, go to **Page Options** in the Administrative Toolbar and then click **Page Status**. ![Page Status window](https://uc.powerschool-docs.com/__attachments/a_7cbbbdf59069f54c327b4951642fe164937ed5b58f1970c0ef6732bcced1eafe/att_64_for_534184785.jpeg?cb=acf8be0e4670d0a7956d8b187a66af07) ### Hide or Show a Page To change the visibility of a page, click **Show** , **Hide from Menu** , or **Hide All Content** option next to the title of the page. The key point to understand how the visibility of a page can be used to enhance the impact of your website. Often content authors make the mistake of adding too many subpages to their website. These pages negatively impact the readability of the site as nobody likes being confronted with an unwieldy menu. To avoid this common pitfall, content authors can create hidden subpages and simply link to them from another area of the website. **Hide All Content** allows you to hide your subpages, as well as hide the page from top menu bar and the side menu bar. If there is a calendar within your hidden section, it will not be visible from other calendars on your site. You will not be able to see any subpages of the page from the side menu bar. **Hide from Menu** allows you to remove a page from the top menu bar and sidebar menu, without hiding the items that are contained within. The calendars under the hidden page will be visible to other calendars and the side menu bar will display any subpages of the current page. ## Archive a Page To archive a subpage, select the checkbox next to the page name and click **Archive**. ## Retrieve Archived Pages 1. Go to **Page Options** in the Administrative Toolbar and then click **Archived Subpages**. 2. Select the checkbox next to the corresponding page(s) you want to retrieve and click **Restore**. ![Archived Sub-pages window](https://uc.powerschool-docs.com/__attachments/a_4d3fadb4baf6137bfb737b13b84536b37e9fb969d4ecedebd309ce4abdb9c3ca/att_57_for_534184785.jpeg?cb=f6a89739e7f436b3cd21d14139244910) ## Delete a Subpage 1. Go to **Page Options** in the Administrative Toolbar and then click **Archived Subpages**. 2. Select the checkbox next to the corresponding page(s) you want to delete and click **Delete Forever**. 3. Click **Delete**to confirm page deletion. ## Order a Page Users have the ability to rearrange the order of subpages as they appear on the navigation bar. To rearrange your pages: 1. Go to **Page Options** in the Administrative Toolbar and then click **Page Order**. 2. Use your mouse to click, drag, and drop the links in the desired order. 3. You can also use the **Sort by creation date** and **Sort by name**buttons to sort all the pages. ![Page Order window](https://uc.powerschool-docs.com/__attachments/a_23588ad5fdbdfdd05440755a9050663f0bb68ac6994e4dd10d75347bc2a17f4a/att_61_for_534184785.jpeg?cb=4d1b66e69e1d67f0a8b869e5bab5a94e) 4. Click **Update Page Order** to save your changes. --- version: "20251125" language: "en" --- # Text Editor The default editor used for editing content in Presence is RadEditorAjax. This is a rich-text editor that allows for easy creation of web content (often referred to as a What You See is What You Get, or WYSIWYG, editor). The editor functions in a way somewhat similar to Microsoft Word and therefore many of the icons and features available will seem familiar to most users. In addition to having the ability to alter the look of text on a page, users can also insert links, images, embed videos and more. Furthermore, for the technically savvy, the editor allows the ability to view and edit the HTML for your content directly. ## Editor at a Glance The following table provides a definition and function for all the icons available in the editor. Administrators can adjust which of these buttons appear in the editor. Instructions on how to do so can be found in the Text Editor Settings section of the Presence Administrator Guide. | **Button in Text Editor Settings** | **Button in Text Editor** | **Description** | |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![att_1_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_99bed7ef4097b4825aee7df009b710d15a302608f77eece664a4c4aa26f9329e/att_1_for_534249586.png?cb=fa12eabcbdcd074c4423cf786fd787d9) | ![att_2_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_43428c88aa5dc7a805a2e593071c9580cd8d93479129dbffdc6b0ee5de43f512/att_2_for_534249586.png?cb=266caaa8ca37c1a8995f41d2702b6200) | Find and Replace: This function allows you to search for and replace text within the portlet. | | ![att_3_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_6950cb68f77482c37b8436602a0ea26ac79854c604d0ca82cbaf59e7aa07ee07/att_3_for_534249586.png?cb=78dbe64fa9b9bb41f011290cd1004548) | ![att_4_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_0336151049ae0110480b23e335935236675b822a8eac1f0c5ae9d5ae371b1c7b/att_4_for_534249586.png?cb=deefaaa069249c102b2c1dbad747bc24) | Paste from Word, Strip Font: This button allows you to paste text copied from Microsoft Word while stripping the fonts from the original document. | | ![att_5_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_abde6f4c416babf88bad1a335690f51687b652879d529e75b8247d97bfa6e604/att_5_for_534249586.png?cb=66a70facfc547aa2ab55a9ef1e4649ff) | ![att_6_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_0fe9eae4fa433fe1e7f00da0bba1e0d330421c8b99298f5e652e6f9e71cb88b0/att_6_for_534249586.png?cb=2c3a66f696ea6329d55d3f736d6d15bd) | Paste HTML: This button will allow you to insert HTML code on to the page. This can be quite useful if you want to add a third-party widget. | | ![att_7_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_88b5cfa4d5781060ca54089ec4fce523ac3d374988c6ea33291102327e2fdf47/att_7_for_534249586.png?cb=1044754e8f98c90252b7777ab4d11bc8) | ![att_8_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_3cf8b316330c9891cf903cf53d4853dc579a2a4477416e149bb12b906c497cc3/att_8_for_534249586.png?cb=645246a9e200f042ed1b69b0c0a5dbe5) | Undo: This button allows you to undo your last action(s) on a page. | | ![att_9_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_39dc95c520d6fafd1a8f81efc31506de1c2a1f33532cf72b204d5a60e4e6eb6d/att_9_for_534249586.png?cb=65ae71222ec5f72f51478e62b76d3b9f) | ![att_10_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_e2cad3d18da3ce750649a8efd55f4ac2c4a0db7d1e1d9976a9b509810a694af0/att_10_for_534249586.png?cb=eaf6f1383af447e4e84d300c8ada6d02) | Redo: This button allows you to redo the action or actions that were undone. | | ![att_11_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_83c5f4996fb73ef592981e9f07b3276997878d63a6c0d66e92b7365e3b002d27/att_11_for_534249586.png?cb=d5a4356e1587719cf38035e3cdd65e12) | ![att_12_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_7444688218fa494b5fdb54ca66b44a3a516208d9a27762c0126141af93af2a15/att_12_for_534249586.png?cb=d68cbc749dc0a8a5b05829471db4c848) | Insert Image: This tool allows you to insert an image in the content box. | | ![att_13_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_549dd7df9c243f2dde410b80e7f2d0bd084c55abb6241f1833993a569c8994b1/att_13_for_534249586.png?cb=4b93e55bde774a7377a1f67a05e4dc86) | ![att_14_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_04855981eed3fa5855f6ccc364bab383e5ca56b8e15d394492ac8782598ba95a/att_14_for_534249586.png?cb=f22ac0a00e0b88535b12032200eaedd8) | Media Manager: You can use this tool to insert media onto your page, such as MP3 audio files, AVI video files. | | ![att_15_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_220910327e69a68b6c4c1d64b2ab1085f8201ac3a8fa86a40777ee71ce77bfbf/att_15_for_534249586.png?cb=a67cfb63eebc41809c31e8e1335b2cb4) | ![att_16_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_36bc836e2b22e90b09fdc9450f026cbd1f36e48b46e97c65361d79653c48e995/att_16_for_534249586.png?cb=306fa1d95c873da097e28fd34135737c) | Insert File: This tool allows you to insert links to documents on to your page such as PDF files, Microsoft Word files, Microsoft Excel files to name a few. | | ![att_17_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_083b46b12792d37e2f7b7bbd14320992a9cd951b9e39135675e9032fb7c4774a/att_17_for_534249586.png?cb=82fba9f9d7ad3707b60dd80b16373e93) | ![att_18_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_9529d4233186e896fa80cf853140a4f847da06d82be0099b6e22e9ee069862aa/att_18_for_534249586.png?cb=caae298f8b881534126f0e8e207b6146) | Insert External Video: This tool allows you to insert embedded videos on your page. | | ![att_19_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_7060ec0b8b26ecbeed02828676a44d9d03e7ede867b58d424601f6422faf3cbf/att_19_for_534249586.png?cb=e244816589f9a14fb28932d9ca438883) | ![att_20_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_cbe4a028048d1654d3ffa7d727d078278c25aa91133f4882e631cad30b80b362/att_20_for_534249586.png?cb=ba2e4dd9175942ace6b658fbdafd7e0c) | Hyperlink: This tool allows you to link selected text to another website or document. | | ![att_21_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_d3811520cd4121b243c2108f4c31ce3400da2c26e537e40106159a1abed79c7c/att_21_for_534249586.png?cb=a8e94cd781b17d76389cb84441cc198b) | ![att_22_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_15e547a45983ba123334a1720afad501a5853f83b5fc425e4a8e76f319a1c3a8/att_22_for_534249586.png?cb=1a327709d919980e0e8ef27837cc56a1) | Remove Link: This tool allows you to remove a hyperlink from a text. | | ![att_23_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_262112da833901e8629d25ad36d02e5970437cc11b69ce0efdbc9607fb3c98db/att_23_for_534249586.png?cb=fa054547fea610c80c1a6b24d6795f5f) | ![att_24_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_4b1c97ec0a75e9fad3af77ed786f5c4d2f8484bfbf058a2a8a0cb6daca90ccd7/att_24_for_534249586.png?cb=4d81e95df9c6a290c3b94c2d89538fea) | Bold: This button allows you to bold text. | | ![att_25_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_02c688013d7d156baf73d70ed97f1eb68ab61237e3f518561bccce12427dfd78/att_25_for_534249586.png?cb=ff5ad3e8f09bffc15d5d8ced84b91d2a) | ![att_26_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_e7b14103a10ec67a833f7fee9479304baf2b300e8c955df15024818a3df64a21/att_26_for_534249586.png?cb=7f932ed3369681f791a7230d508078fd) | Italicize: This button allows you to italicize text. | | ![att_27_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_37be5c99676d93c641b937dee5080a833b394fdb41aec6ba6beb6d7202622f22/att_27_for_534249586.png?cb=34805d077679a5952c0f5915cacdaae8) | ![att_28_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_76471131e035a62467a3a97aef0fb590987d0fc7afa786bb3c184268c66311d1/att_28_for_534249586.png?cb=1c41561baf7f509f0b806f9d17aa86e9) | Underline: This button allows you to ++underline++ text. | | ![att_29_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_ec5147da8ed8aec073d3a076e97e443897052fc585808fc36790354467dec97f/att_29_for_534249586.png?cb=98e27d2f606e6a3fa0f4b5a83767a65c) | ![att_30_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_8548a41fb96f97fa546370cd3cab9b0b7ff89ab92dad95f78e96741b79110c42/att_30_for_534249586.png?cb=3dc0a9e65c61adf0e32606aca9ec4fd6) | Bullets: This tool allows you to create bulleted lists. | | ![att_31_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_18cf32f2108631c7fd703ef10ee824c481163f5f80b2d048568b981c74fbe19e/att_31_for_534249586.png?cb=e07d77952270a82958b6ebe80bc8aa1e) | ![att_32_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_d771a1c1a8a83358cfb0b5683c8ba15acf6b4eb05184f7cfc2ead1cd57bb0594/att_32_for_534249586.png?cb=7b5bd98e12ef1d701645b028a1bd894a) | Numbered: This tool allows you to create numbered lists. | | ![att_33_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_bd7d9312a19d02aec726b30605a7a8ade162ae078a9c3e39f6f111a511705307/att_33_for_534249586.png?cb=18f622c53a8e6b9cda986bd513702b9f) | ![att_34_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_16fbbc32a070d20aa429bde2456c69800785034c0db00d717fb3ac2c1ef3d29e/att_34_for_534249586.png?cb=6d3cb010fbac312b790d3e514ee1beaa) | Increase Indents: This button allows you to increase indents (tabs) for your paragraphs. | | ![att_35_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_ed16d59cc2cd2470585465c1fd56c42125567070a43f45ee321f937bd0167d1f/att_35_for_534249586.png?cb=1694842e9764ad16b1551050a593f6c5) | ![att_36_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_76467089254c6fd547539b265d2a89fbb61e54fb1a21c17c9d019dddf0473bda/att_36_for_534249586.png?cb=70b9dfc588978d9e687e011f0a498248) | Decrease Indents: This button allows you to decrease indents for your paragraphs. | | ![att_37_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_9cb155adff25c59c096f24e5185f84cc52653a1c78b641d9980b5ff5b06e5741/att_37_for_534249586.png?cb=7ecb514c1ae5eaa64dae4fd51e674d28) | ![att_38_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_87722e641ee6d4c0d454b0ce9da536ee7914752b631dff0285c5a6042575a696/att_38_for_534249586.png?cb=7685dd636a42803c86f7dedb73107394) | Left Align: This tool aligns your text to the left. | | ![att_39_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_add167705a0bb5176688f59531387de129ce8f9ec9aff646c031233591971cab/att_39_for_534249586.png?cb=42acd82847fc25c448c56ede7d2884fd) | ![att_40_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_047c6e58b6a6c4befaa3f8afab80a6f1b9973f71fe17b7022d22159e0de6f519/att_40_for_534249586.png?cb=ca652122e20041fb1e613c5657e0c3ad) | Center Align: This tool center aligns your text. | | ![att_41_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_b360bab695112c5e30743e0e6e5fef225baa60c821aa440f8c47caf1a372783e/att_41_for_534249586.png?cb=f4bb4aa81205f19ed0d79b64eaa71cc3) | ![att_42_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_b78e6984b6371e211e9aa25a84ecde28a61cfdc59d91f9fdfe4bf177ffcf1a2b/att_42_for_534249586.png?cb=64a11d7e9d431d8d5e8951c3d9ed366f) | Right Align: This tool aligns your text to the right. | | ![att_43_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_d9d5a017038fd0610f30a41a4119b0f14c00baf77879ef5a24e73abb8aee9946/att_43_for_534249586.png?cb=d9b5af5d9b40a9c1fb48d5adf248e943) | ![image-20240429-101055.png](https://uc.powerschool-docs.com/__attachments/a_1ad81c91562d0686e3afea0cb4b60baccde73ff9c61cf5ed845c10b8afd1a7a4/image-20240429-101055.png?cb=961ce143bac8d73aed3c05fc904910ff) | Insert Table: This tool allows you to insert tables in your content box. A popup menu will appear prompting you to select the dimensions of your table. | | ![att_45_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_973ab910fb4430f7f8072158f830b9c36f8190d08e7c7da2ff479a1942cf560d/att_45_for_534249586.png?cb=7a6dcd3ada1cf21ef71d2795535c6a08) | ![att_46_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_0990e01efe34662e19687e572e56757b59d9b6c6abfb97d22c110e57d29fb2c3/att_46_for_534249586.png?cb=29e9a3277c83d9b34df619e6077b30e6) | Text Color: This button allows you to change the color of text on your page. | | ![att_47_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_67dc8fe1b99fb0163cc2c18c1d0db1e7dd12e6a44e728b825e18be70da83ce14/att_47_for_534249586.png?cb=b0358b37c4bb97a1d39242866bbe9014) | ![att_48_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_98897bd9b1de4dbe67422882e7da9b8da26aa64293fa86dfbcf92f449aed3d3a/att_48_for_534249586.png?cb=0fc6f66460dc2dc2aea46fe6c4dc6cef) | Remove Formatting: This option allows you to clean up formatting tags on selected content. | | ![att_49_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_53ab1f3651326cea453c0251f10f6ac7b5a00f152f23ae842f5ab7f2ba9a962b/att_49_for_534249586.png?cb=df010a9b84b629e01b603c145d22ecf5) | ![att_50_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_f173b119a9c710ce2586906ae62c9590dca301dd2ae741ec4b273e1bbf7e1435/att_50_for_534249586.png?cb=e2920e6a5cd218c5d6c0f9a5a867b75a) | Paragraph Style: This button allows you to customize the style of text on your page. | | ![image-20240429-101257.png](https://uc.powerschool-docs.com/__attachments/a_9dfb5a6fdbc3941c190b746dd3e511556444472939a67e09f9bb3ca214f15c7d/image-20240429-101257.png?cb=604d77f33dfd239b2c8a1ee795058b39) | ![att_52_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_9a17af99e5dc72952fecd21b87babddfe7be5828a42cc0d231c6229ddcd52539/att_52_for_534249586.png?cb=103dfb441a8fc659f59c13e5495d8e22) | New Paragraph: This button allows you to create a new paragraph. | | ![att_53_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_6d4a801f025676c67688b631e795a7014a0adffd2abbb331257f400c1fdd643b/att_53_for_534249586.png?cb=06a1dd4c3a5462f3309a2708e4203453) | ![att_54_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_c0745877011e7ff35e1e753a6f5f0b563639124d6b31ed78fb0c245c75e2bda9/att_54_for_534249586.png?cb=06a1dd4c3a5462f3309a2708e4203453) | Page Link: This option allows you to easily create a link to any page on your site. | | ![att_55_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_079eb92209453a1d37cc27272983c5c3e801e62abc8b300f25ba658093c11f42/att_55_for_534249586.png?cb=a8a3dc79449777490094786d2aa57bb3) | ![att_56_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_51b032ccfe2fe8ff1d93f53b7cbf624bc75d351dc88f65d57673d7dddaf18519/att_56_for_534249586.png?cb=94633941e054bc9bec6a9700be4b08ab) | HTML Source: The editor allows technical and non-technical users to create their pages. For technical users, simply clicking on the HTML option will instantly convert the page into HTML code. Clicking on Design again will revert back to the simplified WYSIWYG interface. | | | | Allow Scripts: When this option is enabled, script tags can be used in HTML mode (or by using the Paste HTML button). If this option is disabled, any scripts will be automatically removed from a portlet when you try to update it. | The following table provides a definition and function for all the optional features available in the editor. Many of these are not enabled by default. Administrators can adjust which of these buttons appear in the editor. Instructions on how to do so can be found in the Text Editor Settings section. | **Button in Text Editor Settings** | **Button in Text Editor** | **Description** | |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![att_57_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_8fa64486fd6fdf39c197c0f5fdacf66547d9876a59151fd8487d7be7e957dee5/att_57_for_534249586.png?cb=6bb7aad41871fc1203daaf2e4eef1265) | ![att_58_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_d5052065fe3f4edd66ea96bf68d315d2223a8fcc434ab6f9387d2b1ee0dbc6da/att_58_for_534249586.png?cb=ae7dff801442d2b956c26f9d74b0ee4f) | Spell Checker: This button runs a spell check on your page. | | ![att_59_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_20e99eb98a5d5849ff356cde12e8b917de295c5f621bae865ca612a48da875a2/att_59_for_534249586.png?cb=3bf13ea82d26611b98e1369f40b8c8ef) | ![att_60_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_60b437783b6df47cb419a2dc256e8f35eaeb901ce8501034d5b3686b3b52eab3/att_60_for_534249586.png?cb=87bfa51b8a18ad250798d7eb77893058) | Cut: This function will allow you to quickly cut and move text. Highlight the chosen text in the content box before using this button. | | ![att_61_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_cb5c5dfd9879f161dddf3e86fef940f45bba78b8165eb11f4c0660ae3debe1b1/att_61_for_534249586.png?cb=7cf7376f6628eadbf33f6da933bcb191) | ![att_62_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_55019d34d74583a99d901f8e2c82ba034af08bd71ef3a53b2d85b95eb615eb98/att_62_for_534249586.png?cb=6b0e89a26c68f4a24361ff02770c1cb2) | Copy: This function will allow you to copy and duplicate text. Highlight the desired text in the content box before using this button. | | ![image-20240429-102135.png](https://uc.powerschool-docs.com/__attachments/a_2b7ce27944b33b5fae93551889f957eca8774f4d8001948c89b649e66695f158/image-20240429-102135.png?cb=9ba1276402598f180548c3a8393c937a) | ![att_64_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_8e7a72457ed53b5403329023da2124a4262eb08c629d212964bbb3ed6ec34d0a/att_64_for_534249586.png?cb=99eaebaa3029e184f5344a8017fa6f56) | Paste: This function allows you to paste cut or copied text to a different area of the content box. | | ![att_65_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_72882ba623be710acea04753813a83bf9c4a61e6b02be2f2cfd2b3b6f5b1823e/att_65_for_534249586.png?cb=4994b1d04b9556f3881a7fc4bf71733c) | ![att_66_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_cd047455c442e2cf0829686ad8447285997b237c3ec374282936202cd33c6e9d/att_66_for_534249586.png?cb=22059e8d457a46d610d934ffe47654fb) | Paste as Plain Text: This button pastes text and removes all formatting (coding) from the copied text. | | ![att_67_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_23bfaf294475bca1e5890c0d9b188a23909f18aa6dece6cdb06e483925d9502e/att_67_for_534249586.png?cb=78dbe64fa9b9bb41f011290cd1004548) | ![image-20240429-102213.png](https://uc.powerschool-docs.com/__attachments/a_70da6c284e4189f33d336232b36c9768e2d3cfbecdf7b166f2767f669c953247/image-20240429-102213.png?cb=2536dcda5757f66c0a18e61b4d27e70a) | Paste from Word: This button will allow you paste text copied from Microsoft Word while preserving the original formatting. | | ![att_69_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_c5bcb221b57be647a8ff53259f5bb1f78cc2f6f755d4fabeaabd945bc87b7ed8/att_69_for_534249586.png?cb=18f2295ef87f7a01671c6d3a2b1d8bd0) | ![att_70_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_75e2a4c2ad6bda7eec49471832b92ac87634b7dc1f123e3e1544ec8bbc59b8b6/att_70_for_534249586.png?cb=663960c01dc5c600804c49182744cf43) | Image Map: This option allows you to add hyperlinks to specific regions of an image you have added. | | ![att_71_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_2b62f0b7baff592eeae0564d9faa54a02df081a2fed0959ef915f95146e5f4ea/att_71_for_534249586.png?cb=60f398a4101ed229bafafbd7ad38f9b2) | ![att_72_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_c25b52fa15048d9fe7bd91cc1a4263dcfa42fa61ba16e5b3a80bf6b2bbcac113/att_72_for_534249586.png?cb=e334e2d8c19adb6cc0853f91a5339cdb) | Style Builder: Allows to add style to your text. | | ![att_73_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_4b153f5b897a5ab4de4edea7a2fbc2884996e4217c86bc1f48acf32e6c3fc14e/att_73_for_534249586.png?cb=b2c4200eb4c3fe04565c5bb3b04763a8) | ![att_74_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_fba67b47212c49dcf87a4f269514d2a97142dd2741b58e66ab89fbf0855a7c91/att_74_for_534249586.png?cb=4144583f1233b73fa49fb244cc65a9d8) | Strikethrough: This button allows you to cross out selected text. | | ![image-20240429-102248.png](https://uc.powerschool-docs.com/__attachments/a_67a0765c19515a9ee13e1147b90a087ee4e0b8fde0f5cbf886bcbc62c57d769d/image-20240429-102248.png?cb=e242c9570c31a4abb3d6c3b4b49f6291) | ![att_76_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_91bec60515449d23e7f6c99bf55dff94097a9d8ba3669c08b0a03a92652d810c/att_76_for_534249586.png?cb=b173bd68ec0b526f2063edbc8a53893d) | Subscript: This button allows you to convert text into a ~subscript~. | | ![att_77_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_2700357db99f4e052dc3864fed0eeff3f85a89182d2f5e96868953e8beff595a/att_77_for_534249586.png?cb=2bf3084a319c2c9c7155f6b39863b784) | ![att_78_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_04ce42bcb7cd4f60f6a2a419ef9b72acafc34863bce85668af42d7365677a646/att_78_for_534249586.png?cb=eb86b022867b4c87c7857f9187488296) | Superscript: This button allows you to convert text into a ^superscript^. | | ![att_79_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_58a5e7c614a8105c4fff6fe2b30730e0b189f726cdc47f15da74cc39304e372a/att_79_for_534249586.png?cb=bc8757b29d6ca3056043619ffe5c45ab) | ![att_80_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_7803b37c764f9356b74c49b7ea61e522ab4b529f343a4aefe6e021f2d38c1d5c/att_80_for_534249586.png?cb=2ab6be95d546b0d7da8fe53a44a2045c) | Convert Text to Lowercase: This button will convert the highlighted text to lowercase. | | ![att_81_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_28f7b0f3b112460d8a4988cf93023efb2ffdee45c2029e8f6797e86d0feff508/att_81_for_534249586.png?cb=0fcc651d1bc812edbccd641d5c2a66a8) | ![image-20240429-102323.png](https://uc.powerschool-docs.com/__attachments/a_dcd1eba2824960835f5e099ea233efd8d5b7472cab872bef4c9461f08c8325e1/image-20240429-102323.png?cb=7f7e770910e8f658fdd0be5eadc6676e) | Convert Text to Uppercase: This button will convert the highlighted text to UPPERCASE. | | ![att_83_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_fdbb5ceed0fe8a7a6f95e5c8d8630697687aeb86cb00ebe70e5908f774cd3f63/att_83_for_534249586.png?cb=2bafadb278c56bd94f5a905a66838727) | ![image-20240429-102353.png](https://uc.powerschool-docs.com/__attachments/a_e2986888c4960c73d7a49329df7018d935d9820a4cc81c0c7aa1b78b8f8de375/image-20240429-102353.png?cb=f86a561f3de692b316c51df274b63fdf) | Justify: This tool equalizes your text to give it a clean, streamlined look with equal space on both sides. | | ![att_85_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_c6aa7ba0ec479cc33de9f796290ba32f9ae86848fa46c137c5768ffd3e402acb/att_85_for_534249586.png?cb=99667f02a555ab8fcd2ed98d90a85c4c) | ![image-20240429-102420.png](https://uc.powerschool-docs.com/__attachments/a_bfe928ae5ebd4cd4a274af0aba908b81ca661e1bf1ec415e3be3c36cdcac5d13/image-20240429-102420.png?cb=01b69ba37adba537c01e038c42ad7da6) | Remove Alignment: This tool removes any alignment in your text. | | ![att_87_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_9913ef961091b834766e9d57774adeac81fb8b2ae69752e89f6668542470b418/att_87_for_534249586.png?cb=076a19528572b9430184f8941b19da34) | ![att_88_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_d235f2f9eb7586b4f211245f9b7eeaaed096b255fdbe6a1b9ad6aab2f0c554eb/att_88_for_534249586.png?cb=022696a887be82a3f4675b3295c276b1) | Insert Symbol: This button allows you to insert specific symbols into the portlet. | | ![att_89_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_bc3bcea0b7686872744d9f7fb794a632899ec74d6ae2129503ce15b5ef336848/att_89_for_534249586.png?cb=03f58c3519fb9f6f001cb7838fd8a15c) | ![image-20240429-102454.png](https://uc.powerschool-docs.com/__attachments/a_3c8e561f78dad7879f9f504aaacda021271f5e09cba1f2a7fb2db0363cde5ec4/image-20240429-102454.png?cb=af4ac8cc2434f975ba09e9a35993bdd1) | Background Color: This button allows you to change the background color of text. | | ![image-20240429-102531.png](https://uc.powerschool-docs.com/__attachments/a_c441661fa2cb3db8d1a0f082a0e8eee6bdf12d3bb126a5c0be2141f628692ddd/image-20240429-102531.png?cb=970e659573d94a0881dc46d4829b9dbb) | ![image-20240429-102540.png](https://uc.powerschool-docs.com/__attachments/a_67e6820e91184deac2c75c5d21d07fa5b64411dbdec91c99576142518cc1cfd4/image-20240429-102540.png?cb=63dc86147c9642c81ce2ac8c4de8c2da) | Font: This button allows you to customize the font of text on your page. | | ![att_93_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_9cd2bb3f66d411bd58be7284c49260ce741fd1f97f3ea984ef45945c4254d56c/att_93_for_534249586.png?cb=0ff94d1ab6bc7e6475001c4e2bbd3e14) | ![att_94_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_c16961566c52e101d12d4c17c7c73553dd5c4bdcca8221c974a8824851f05f67/att_94_for_534249586.png?cb=177e796989cf15eaaf1719a7ce7d65e9) | Size: This button allows you to customize the Format of text on your page. | | ![image-20240429-102635.png](https://uc.powerschool-docs.com/__attachments/a_99c5634780185dff4d0da343934b6e967f02f8d2c7668e4579ad777b84e564fd/image-20240429-102635.png?cb=eb2bf70a481266ce7bbd304c2c391b7d) | ![image-20240429-102640.png](https://uc.powerschool-docs.com/__attachments/a_ab9f998bb3b632201550c7219218f5dce44fa302dac2157b5b3fd7daea601950/image-20240429-102640.png?cb=32180d28254164dcabdc93b14a971f49) | Real Font Size: This button is more precise than the other Size option. | | ![att_97_for_534249586.gif](https://uc.powerschool-docs.com/__attachments/a_622d371039ba29785d38ee885645bcc0517dad1b15239d788d732404d1168541/att_97_for_534249586.gif?cb=5075a48c02895abe1226197c9ffed1ad) | ![image-20240429-102725.png](https://uc.powerschool-docs.com/__attachments/a_43b4737fd4047e8614c3ef63c1d5f7d4ab78b539c5ad78db73e0b76f9ebad82f/image-20240429-102725.png?cb=cbbaf07b09ef0e5785c2fd44c71f9809) | Apply Style: This button allows you to select from a list of defined CSS styles pulled from the template used on the page. | | ![image-20240429-102756.png](https://uc.powerschool-docs.com/__attachments/a_8a18652dc8a28d7b126b06f1de7688d169cccc74de42cfa4c68a282385cf5832/image-20240429-102756.png?cb=8edb1f43812d5caa883929acd36d47c2) | ![att_100_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_c1d965f89a2118d6c3852a3fbb5014291a78e79376f8f52b3045d799e58798a1/att_100_for_534249586.png?cb=5b249d3411acb6fc9a74641cc1f2d81f) | Print: This button prints the contents of your page. | | ![image-20240429-102853.png](https://uc.powerschool-docs.com/__attachments/a_834f005366426c98d8d87f9f6253a36a1756874d90c124f523abf83f2ae4d604/image-20240429-102853.png?cb=8e63083940754a9a80f7eb35c3abcdbd) | ![image-20240429-102903.png](https://uc.powerschool-docs.com/__attachments/a_ed582670d029c011332e3c29a70a3975b19f88d15fab628319ae9fde735a8101/image-20240429-102903.png?cb=51e9a58751a33544a60628711d3f4f52) | Horizontal Line: This button inserts a horizontal line on the page. | | ![image-20240429-102936.png](https://uc.powerschool-docs.com/__attachments/a_171704aab8321e48df6200bf5e81293536c69e29fc573db27dcb283faa42a06e/image-20240429-102936.png?cb=74d8220eb4d119903cb11f11ba99f08c) | ![att_104_for_534249586.png](https://uc.powerschool-docs.com/__attachments/a_1b2b4c2565668158485e29cce3d8cc3bccd054b6c3abd44df34bb7b6efbadd78/att_104_for_534249586.png?cb=16a00e658ad5501b1d178d66dcf90a70) | Show/Hide Table Borders: Toggling this button will display or hide borders for tables. These borders only apply to the editing view. If you want visible borders to show when viewing the page, you will need to add borders via Table Properties. | ### Keyboard Shortcuts Quick Reference | Feature | Keyboard Shortcut | |---------------|-------------------| | Bold | Ctrl + B | | Italics | Ctrl + I | | Underline | Ctrl + U | | Image Manager | Ctrl + G | | Cut | Ctrl + X | | Copy | Ctrl + C | | Paste | Ctrl + V | | New Paragraph | Ctrl + Enter | ## Publishing Options Once formatting is completed there are 3 available options: * **Save** : Clicking **Save**will save your changes as a work in progress and will not make the changes live. * **Publish** :This option will make your changes live instantly on the site. * **Cancel**: This option will delete all your changes. ### Saving Your Pages vs. Publishing When you are creating your pages in Presence you have the option to save them and continue working on them later before publishing. #### Save As the name implies, clicking **Save** will save your work. You can come back again later and continue to edit the page. Clicking **Save**does not make changes to the live page on the site. Anyone who visits the webpage will see the live version of the page, they will not see your saved changes. When you are ready to make your saved changes live on the site, just click **Publish**. #### Publish If you want to immediately make your changes to a page live, use the **Publish**button. Your changes will instantly appear on the page and any visitors will see the updated version of the page. ## Formatting Tools The editor features a range of formatting tools such as inserting hyperlinks, a built in Spell Checker, the ability to Find \& Replace text, and even the application of CSS Styles and the creation of Tables. This section goes into the details of how these topics work. ### The Hyperlink Manager The **Hyperlink Manager** allows users to insert several kinds of links on a page. The three primary available links are: * Link to an external website * Link to a different portion of the current page (Anchor) * Link to an Email address To insert a hyperlink you must first select the text you wish you be clickable, then open the Hyperlink Manager by clicking on the weblink icon in the editor. This will open a window with three tabs: **Hyperlink** , **Anchor** and **E-mail**. #### Hyperlink When you first open the Hyperlink Manager, it opens in **Hyperlink** mode. This window allows you to include links to external sites on your page. The **URL** field allows you to create a link to another page or document. Simply type in the site's address here, or use the **Document Manager** icon to browse existing files from or upload new files to your computer. The **Target** allows you to select which browser window the link will open in. **Existing Anchor** allows you to create a link to another position on the same page (Anchors are detailed in the next section). The **Tooltip** defines the text that will appear when a user's cursor hovers over the link. The tooltip is important element in making your site accessible to users who rely on screen readers. Finally, the **CSS Class** determines what formatting (color, size and so on) the link will have. **Note**: In most cases, you will only be required to fill the URL field and the tooltip. All other elements are optional. #### Anchor If you wish to link text to another position on the same page, you must create an Anchor on that position before creating the hyperlink. In order to create an anchor, open the **Hyperlink Manager** and click the **Anchor** tab. In the new window, name the anchor and click **OK**. It is important to note that the name used in the anchor should be the word you wish to see hyperlinked on your page. After creating an anchor, create the hyperlink by selecting the designated name in the **Existing Anchor** field. #### Email You also have the ability to create a hyperlink that launches an e-mail client, such as Microsoft® Outlook®. To do so, simply select the text on your page that you want clickable and then click on the **Hyperlink Manager** . In the row of tabs select the **E-Mail** tab. Here, type in the e-mail address in the **Address** field. You may also add an optional default **Subject** for the e-mail. ### Spell Checker No matter how careful we try to be, spelling errors are a common occurrence in all written text. Despite this general understanding, you never want to be found guilty of housing a spelling error on your website. Most modern browsers now contain a built-in spell checker. However you also have the ability to add a spell checker to the editor. This spell checker uses standard American spelling to verify the spelling of words and highlights misspelled words with a yellow background. To use the Spell Checker, click on the dictionary icon on your toolbar. When a misspelled word is discovered a menu will open above it that displays suggested corrections for the word. To insert a word from this list simply click on the word and it will replace the incorrect word. Furthermore, you also have the ability to ignore the spelling error or override the suggestions of the spell checker and alter the text manually by clicking on **Change Manually** or you may click **Add to dictionary**to add the word to the site's dictionary. Once completed click the **Finish spellchecking** button to save any corrections. If you would like to undo changes you have made in the spell checker, click the **Cancel** button. Once all words have been corrected, the editor will automatically exit spell checking mode. ### Find and Replace The Find and Replace tool allows you to quickly make changes to the same content in multiple places within the portlet. The **Find and Replace** dialogue opens in **Find** mode by default. To search for a particular word or phrase simply type the text in the **Find** field and click **Find Next**. To replace text, click on the **Replace** tab and then type the replacement text in the **Replace with** box. Click **Find Next** to go through the changes one by one until the text you wish to replace is highlighted. To replace a highlighted instance of the text simply click **Replace** . Also, you may click **Replace All** to replace all instances of a specified text. There are several replacement options available: **Search** , **Direction** and **Match Case**. * **Search** :This is set by default to search the entire text, but you can also search a particular portion of the content by first selecting/highlighting the text and choosing **Selection only** under the **Search** setting. * **Direction** : You can also search **Up** or **Down** from the current position. * **Match Case** :You can find and replace text with the exact same case by selecting **Match case** , or to only find and replace instances which are not part of another word by selecting **Match whole words**. When you are done, select **OK** to accept your changes, or **Cancel** to go back to the version of content you had before you opened the Find and Replace dialogue. ### Creating Tables The editor features a robust **Table Wizard** that gives users the ability to create advanced and sophisticated tables without the need for knowledge of HTML. To start the **Table Wizard** click on the **Insert Table** icon in the WYSIWYG editor, and select **Table Wizard** from the drop-down. This will open a window with 4 tabs in it: * **Table Properties**: This tab creates the framework of the table and allows you to customize various properties such as color and border of the table. * **Cell Properties**: This tab customizes various properties such as the color and border of individual cells in the table. * **Table Layouts**: This tab will allow you to choose different stylings to apply to your table. * **Accessibility**: This tab will allow you to configure the accessibility compliance of the table. These tabs have been detailed in the sections as follows. #### Table Properties Through the **Table Properties** tab, you have the ability to preview the look of the table. To add or remove a row or column, simply click on the **plus** or **minus** buttons next to the words **Rows** and **Columns** respectively. If you wish to widen a particular cell then click on the **plus** or **minus** buttons in the **Row Span** or **Column Span** respectively. On the right of the window, you can set the properties of the table. * **Height:** Here the **Height** of the table can be set, in units of Pixels (**px** ), Points(**pt** ) or Percent (**%**). * **Width** : Here the **Width** of the table can be set, in units of Pixels (**px** ), Points (**pt** ) or Percent (**%**). **Note** : To keep your table as responsive as possible, we recommend using percentages for your table **Height** and **Width**. * **Cell Spacing** :This option allows you to specify the space between the cells of the table. * **Cell Padding**: This option allows you to specify the padding within the cells of the table. * **Alignment**: This option allows you to choose how to horizontally and vertically align your table on the page. * **Back Color**: This option allows you to set a background color for the table. * **CSS Class**: If your organization prefers a standard look and feel for tables, you may select a CSS style and apply it. * **Background Image**: This option allows you to set a background image for the table. It is important to note that pictures must first be uploaded to the Presence system before they can be used in a table. * **More Table Styling** :Users can employ choose **More Table Stlyling** to bring up the **Style Builder**. Within the style builder you can configure the following options for the table: * **Font** :Various font elements can be utilized through this feature, including font name, font attribute, color, size, capitalization, and font effects such as strikethrough and underline. * **Background** :You can select a background color, as well as using the Image Manager to select a background image and configure it accordingly. * **Text**: This tab allows you to set the following text variables: alignment, spacing and text flow (indentation and text direction). * **Layout** :Allows configuration of features relating to flow control, such as visibility, display as a block or inflow element, allowing text flow, and allowing floating objects, as well as features relating to content, such as overflow and clipping options. * **Box** :Allows you to specify dimensions relating to margins and padding. * **Border** :Allows you to specify dimensions of top, right, bottom and left borders, as well as whether the style, width and color will be the same for all borders. * **Lists** :Allows you to choose bulleted or not bulleted lists, as well as various bullet characteristics, including style, position, whether you have a custom bullet, or if you want to select an image to use as a bullet, using the Image Manager. Click **OK** to insert the table on your page or click **Cancel** to delete changes. #### Cell Properties The **Cell Properties** tab functions similar to the **Table Properties** tab, except that in this case you can apply unique style and settings to individual cells on the table and not the overall table itself. To apply cell specific properties, it is essential to click on the cell in the preview box first. This tab contains specific functions such as: * **Height:** Here the **Height** of the table can be set, in units of Pixels (**px** ), Points(**pt** ) or Percent (**%**). * **Width** : Here the **Width** of the table can be set, in units of Pixels (**px** ), Points (**pt** ) or Percent (**%**). * **Alignment** :This option allows you to align text in a selected cell. * **Back Color** :This option allows you to assign a background color to a specific cell. * **CSS Class**: If your organization prefers a standard look and feel for cells, you may select a CSS style and apply it. * **ID** :You can specify an Id for a particular cell. * **Header ID**: You can also set a Header ID for a cell. * **No Text Wrapping** : If you want the text in the cell not to wrap, leave **no text wrapping**unchecked. * **More Cell Styling** :The **Style Builder** a variety of options as discussed above in the previous section. Once completed, click **OK** to apply the changes to the table or click **Cancel** to delete changes. #### Table Accessibility If you have heading**rows** or heading**columns** in your table, it is recommended to indicate how many there are for accessibility reasons. You can also add a **caption** and a **summary**, which can be used to improve the accessibility of a table. #### Table Wizard Shortcuts After inserting a table to a page, you have the ability to edit properties of the table by simply right-clicking in it. This will open a range of options in a drop-down such as: | **Feature** | **Description** | |--------------------------------|-----------------------------------------------------------------------------| | **Insert Row Above** | This option adds a row above where the cursor is located. | | **Insert Row Below** | This option adds a row below where the cursor is located. | | **Delete Row** | This option deletes the row where the cursor is located. | | **Insert Column to the Left** | This option deletes the column to the left of where the cursor is located. | | **Insert Column to the Right** | This option deletes the column to the right of where the cursor is located. | | **Delete Column** | This option deletes the column where the cursor is located. | | **Merge Cells Horizontally** | This option merges cells horizontally. | | **Merge Cells Vertically** | This option merges cells vertically. | | **Split Cells** | This option splits merged cells in the table. | | **Delete Cells** | This option deletes the selected cell. | | **Cell Properties** | This option opens up the Cell Properties tab. | | **Table Properties** | This option opens up the Table Properties tab. | ## Multimedia The editor offers users several ways of uploading multimedia files (such as images, videos and documents) to the site. You can also add videos from third-party sites to your site. The icons corresponding to these specific multimedia files are listed in Editor at a Glance. ### Document Manager There are two ways by which you can upload documents within Presence's system, you can either upload them into a Document Container or upload them to the Document Manager. In this guide we will cover the steps required to create a link to a file uploaded to the Document Manger. To add a document to a page, click the icon in the editor. This will open the Document Manager window. **Note**: You may wish to highlight a specific word or phrase on your page before opening the Document Manager. This word or phrase will become a hyperlink that will open the document. If you do not highlight anything then the document link will be inserted with the original file name. #### Inserting Files When you first open the file manager, you will see one or two root folders. If your account has a personal folder, you will see a folder called "My Folder." If your account has access to the shared file area, you will see a folder called "File." To find a file, click a folder name to open it. Once the correct folder's contents are displayed, select the file in the middle column of the document manager. The file location will be inserted in the file address field beneath the toolbar, and the word or phrase you have chosen and highlighted to serve as the hyperlink will be inserted into the **Link Text** field in the right column. Fill in a **Tooltip** (or brief description) for the file you are linking to. At this point you may click **Insert** to insert the link to your page, or click on **Cancel** to delete all changes. You also have the ability to define the **Target** and **CSS Class** of the link before inserting it. The **Target** drop-down menu sets which window the document will open in. #### Uploading Files If you wish to upload files to the Document Manager, navigate to the folder where you want to upload the file and then click the **Upload** tab. Here you can click **Select** to browse and select a file from your computer and click **Upload** to add it to the Document Manager. Alternatively, you can drag and drop the file you are wanting to upload into the selection box. If you are inserting a file that already exists, click **Overwrite if file exists?**to overwrite the original file. Click **Upload**to upload your new file. ### Media Manager The editor makes it easy to add videos to a page as well. Click the pencil icon in the editor which will then open the Media Manager window, which works in the same way as with the Document and Image managers. 1. You can specify your desired **Width** and **Height**for the file. 2. Click **Insert** to add the file on your page. 3. If you wish to upload files to the Media Manager, navigate to the folder where you want to upload the file and then click **Upload** . Here you can click **Select** to browse and select a file from your computer and click **Upload** to add it to the Media Manager. Alternatively, you can drag and drop the file you are wanting to upload into the selection box. 4. If you are inserting a file that already exists, click **Overwrite if file exists?** to overwrite the original file. 5. Click **Upload**to upload your new file. **Note**: The Media Manager uses the video tag native to HTML5 to insert your video to your page. HTML5's video tag supports the file extensions .mp4, .ogg, and .webm. As such your video must be using one of these file extensions. ### External Video The **Insert External Video** button allows you an easy way to share videos from YouTube and Vimeo on your site. 1. To use this feature, navigate to a video on either YouTube or Vimeo that you wish to add to a portlet in Presence. Copy the URL from your browser's address bar. 2. Open the editor for the portlet you are working on and click pencil icon to open the **Insert External Video** interface. 3. Paste the URL you copied into the **Paste Youtube or Vimeo video URL** field. 4. Click outside of the text field and a preview window and you will see a preview window and the **Embed video settings**. 5. You can configure the following options for your video: * **Aspect Ratio** : Choose of the video should display in an Aspect Ratio of **4x3** or **16x9**. * **Width**: Specify the width of your image. Keep in mind the area you are displaying the video when deciding how large of a number to use here. * **Height** :Specify the height of your image. Keep in mind the area you are displaying the video when deciding how large of a number to use here. Because the video will displayed at an aspect ratio of 4x3 or 16x9, when you change the width, the height will adjust automatically. And when you adjust the width, the height will do the same. The change will ensure the video is still presented in the selected aspect ratio. * **Play the video automatically on load.** * **Display title before video starts playing.** * **Enable fullscreen button.** * **Enable privacy-enhanced mode**: This option, only available for YouTube videos, will ensure that no cookies are placed on the user's computer unless they play the embedded video. 6. If you click on **Advanced Mode** you can see (and copy) the embed code that will be inserted on to the portlet. 7. To finish embedding the video, click **Save**. The video will now be available once you publish your portlet. ### Image Manager The Image Manager allows you to upload images and add them to pages. To access the image manager, click the picture icon in the editor. 1. To select an image, use the center column to select the image you wish to utilize. 2. To upload an image into the Image Manager, click on the **Upload** button, and click **Select** to browse images you wish to upload from your computer. Alternatively, you can drag and drop the file you wish to upload into the selection field. If you are replacing an existing file, then check **Overwrite if file exists?** and press **Upload**. 3. Once an image has been uploaded you may preview it in the right side of the window. Clicking on the **Properties** tab allows you to configure some image settings: * **Border Width**: You can specify the thickness of a border around the image. Leave this blank if you do not want a border around your image. * **Border Color**: Select the color of the image border. * **Image Alt Text**: Displays an alternative text for the image. This is used by screen readers. You must add alt text for your image to ensure the image is accessible. * **Long Description**: You can optionally enter a link to a more detailed description of your image in this field. * **Image Alignment**: Specifies the alignment of the image on the page. * **Margin** : Specify space to the **Top** , **Bottom** , **Right** or **Left**of the image. * **Width**: Allows you to alter the width of the image. * **Height**: Allows you to alter the height of the image. **Note**: Be sure that your width and height are constrained. This will ensure that if you change one value, the other value will automatically adjust so that the image ratio stays the same. So, for example, if the image is 800 pixels wide by 400 pixels high, if you change the width the 200 pixels, the height will automatically be set to 100 pixels. To switch between constrained and unconstrained, click on the chain image to the right of width/height. #### Constrained ![Pixel Constrain dimensions](https://uc.powerschool-docs.com/__attachments/a_dabe0144a51002efc1ef267b3fc0c5c5142eef31ff2d88731b954e627e520763/image-20240429-111943.png?cb=87adb17528846a934918137ac7510156) #### Unconstrained ![Pixel Unconstrain dimensions](https://uc.powerschool-docs.com/__attachments/a_36bb9aa4f66c085106ebf114fb80fa199f2af1a72c917cad98f41772c1f639ff/image-20240429-112059.png?cb=0140e1813336c80d0815d0efccb1764a) * **CSS Class** :Allows you to select a particular CSS class to apply to your image. * **Best Fit**: This option resizes the image to fit in the preview window. * **Actual Size**: Displays the actual size of the image. * **Zoom In**: Allows users to zoom in on the image. * **Zoom Out**: Allows users to zoom out on the image. In addition to these elements, the **Image Editor** at the top of the right column offers a number of other options. These options will be detailed in the following section. #### Editing an Image You can easily resize and create thumbnails of images. To resize your image to thumbnail size or otherwise, simply select the image from the Image Manager and click **Image Editor** at the top of the right column. You can create a thumbnail image by manipulating the **Width** and **Height** fields in the **Resize** box and selecting to **Save** those changes. The resized image will be previewed in the left column as you adjust the **Width** and **Height** values. You may also **Flip** or **Rotate** the image. If you **Flip** the image, you may choose **Flip Horizontal** , **Flip Vertical** , or **Flip Both** . If you **Rotate** the image, you can choose between **90°, 180°,** or **270°**. If you wish to display only a portion of the image, you may also use **Crop** to choose a portion of the image to turn into a new file. When you have finished making your changes, click **Save** to save your new image. #### Editing Image Properties Much like the Table Properties section covered earlier in this manual, the Image Properties allow you to edit various aspects of a specific picture once it has been inserted onto your site. To access image properties simply right click on the image and select **Image Properties** (we will cover the Image Map Editor later in this manual). This will open a new window through which you can edit many of the same elements as under the **Properties** tab, which was available when you uploaded and inserted the image initially: * **Border Width**: You can specify the thickness of a border around the image. Leave this blank if you do not want a border around your image. * **Border Color**: Select the color of the image border. * **Image Alt Text**: Displays an alternative text for the image. This is used by screen readers. You must add alt text for your image to ensure the image is accessible. * **Long description**: You can optionally enter a link to a more detailed description of your image in this field. * **Image Alignment**: Specifies the alignment of the image on the page. * **Margin** : Specify space to the **Top** , **Bottom** , **Right** or **Left**of the image. * **Width**: Allows you to alter the width of the image. * **Height**: Allows you to alter the height of the image. **Note**: Be sure that your width and height are constrained. This will ensure that if you change one value, the other value will automatically adjust so that the image ratio stays the same. So, for example, if the image is 800 pixels wide by 400 pixels high, if you change the width the 200 pixels, the height will automatically be set to 100 pixels. To switch between constrained and unconstrained, click on the chain image to the right of width/height. #### **Constrained** ![Pixel Constrain dimensions](https://uc.powerschool-docs.com/__attachments/a_4f8333980bad23ac563d3102eaafe9446eba7d4883e1e6151ed4ea832a235ea8/image-20240429-112410.png?cb=87adb17528846a934918137ac7510156) #### **Unconstrained** ![Pixel Unconstrain dimensions](https://uc.powerschool-docs.com/__attachments/a_2dc00c2e84e248aafc1d3e04fd56588bbc74b6ad461c5a5ebc6f8a10e7d00450/image-20240429-112428.png?cb=0140e1813336c80d0815d0efccb1764a) * **CSS Class** :Allows you to select a particular CSS class to apply to your image. #### Image Map Editor The Image Map Editor allows you to create multiple clickable areas on an image. You may create an image map by right clicking on the image and selecting **Image Map Editor**. Here, you may select a rectangular or circular area to highlight the image. You can then adjust the dimensions of the selected area by dragging the corners of the area itself, or specifically defining dimensions under the **Selected Area Properties** heading. Finally, you must specify a **URL** to complete this step. ### ClipArt Manager The ClipArt Manager allows you to quickly and easily insert images from our ClipArt library on to your page. To insert a ClipArt image: 1. Click the area in the editor where you want to insert your image and then click the image icon. 2. A new window will open. From this window, you can click on a category you are interested in. You can also choose to view **All Categories** or just view Clip Art images you have **Recently Selected**. 3. If you wish, you can use the **Search** bar to search for a specific image. Just type in a keyword and click **Find**. 4. If you find an image you like, you can see a larger version of the image by hovering over the image and selecting **Preview** . If you wish to use the image, you can then click **Select**to choose the image. 5. If you do not wish to the image, click on the **X**in the top right corner of the image. 6. If you know you want to use a particular image, you can bypass the preview and insert the image directly. To do so, hover over the image and click on the image outside of the **Preview**button. 7. Once you insert an image, you can right-click on the image and choose **Properties**if you wish to change the image size or alter other image properties. For more on editing image properties, see Editing Image Properties earlier in this guide. ## HTML Editing For technical users the editor allows you to work with the HTML of your content directly. Simply click on the **\<\>HTML** to display the HTML code for the portlet. --- version: "20251125" language: "en" --- # Text Editor Accessibility Checker The Presence Accessibility Checker allows you to check the content you are creating for any possible accessibility issues such as images that are missing alt text, text that is unreadable and more. When enabled, the Accessibility Checker is available for all editors on your site whether you are editing content, creating alerts, setting up form templates or any other changes that incorporate an editor. **Note**: If you do not see the Accessibility Checker on your site and you wish to use it, please contact our support team for assistance. ## What the Accessibility Checker Covers The Accessibility Checker covers a wide range of possible accessibility issues that may occur with your content. The tests look for things like missing labels, deprecated HTML tags that are not accessible and other common issues that can arise when creating content. You can find a full list of the rules covered at . Please be aware that while the Accessibility Checker is able to check for a wide range of possible violations, it does not test for every possible accessibility issue. Some possible issues may also require you to manually evaluate whether the flagged accessibility rule is being properly followed or not. ## Using the Accessibility Checker With the Accessibility Checker enabled, whenever you are using an editor in Presence, the content you are working with will be checked by the Accessibility Checker. Any issues that are detected will be flagged and a message will appear at the top of the editing window. To see the flagged violations, click the accessibility icon. Please note that you must click the icon in the toolbar rather than the one that appears in the warning message. A window will open summarizing the violation(s) that have been detected. Click **Fix**for a given error to see more details and information on how to resolve the issue. In the expanded message, you will see the following information: * **Issue** : A description of the issue being flagged. You can click the **More Details**link to learn more information on why the issue is being flagged and the reason the particular accessibility rule exists. * **Impact**: Depending on what the accessibility violation is the impact will be listed as Critical, Serious, Moderate, or Minor. * **HTML**: The specific HTML where the accessibility issue is found. * **Fix**: Below the HTML you will see information on how you can fix the issue. In some cases (such as an image missing alt text) you will see an option that allows you to fix the problem directly within the Accessibility Checker. Otherwise, you will be told that you will need to fix the issue manually. Depending on the issue being described you may be able to fix this using the editor toolbar options, or you may need to switch to HTML and resolve the issue within the code itself. * **Solutions**: What is being flagged and what the expected requirement is to pass the check. ## Fixing Flagged Issues When you click **Fix** for a problem, you may be able to fix the issue within the Accessibility Checker or you may have to fix it directly withing the editor. Once you click **Fix**you will see one of two things. ### Fixing Problems Within the Accessibility Checker With some issues, you will be able to take an action directly within the to resolve the issue. In the screenshot, you can see the option to **Add ALT text**. Take the action that is required and apply it (such as clicking **Apply Alt Text**). ### Fixing Problems Outside the Accessibility Checker Some fixes cannot be fixed within the accessibility checker itself. For these instances, after clicking **Fix**you will be told that you must fix the issue in the editor and given some information to assist you in doing so. For fixes that need to be addressed within the editor, you can click **Close** or **Back**to adjust the flagged item. ## Confirming Issues are Resolved The checker continues to monitor the content you are working with in real time so as soon as you fix a violation, it will be removed from the list of violations being flagged. Once there are no issues remaining, the warning message will stop being displayed. You can still click the accessibility icon in the editor when the warning is not being displayed, but it will tell you that no errors have been found. ## Publishing Content While you are able to publish your content even while one or more accessibility issues are being flagged, we strongly recommend that you review and resolve any issues that are being detected. [Next Page](https://uc.powerschool-docs.com/llms-full.txt/1)