Creating News

Creating a New News Article

1. Save-to Location

First, select the appropriate folder in which to save the new article-- most commonly, the current year and month sub-folders in the News folder tree:

Screenshot of a typical folder-tree structure used for a yearly news archive, with some articles in place in the 08 (August) folder.

2. Create New Article

Select New » Pages » News » News Article to create a new article:

Screenshot of the Cascade menu structure for creating a new News article: select New > Pages > News > News Article

3. News Article Screen

Once you've done this, you'll be presented with a default News Article screen.

Note: these screen images are taken from CCA; the metadata areas (#5) will vary depending upon what section of the web site you are working on.

Screenshot of News Article edit screen, with different areas highlighted and numbered sequentially; details in the article following this image.

Taking each section of an article in order:

3.1. System Name

Screenshot close-up of item 1 from the previous full New Page screenshot, showing the System Name text entry box.

Enter the System Name first. It should be all lower-case, using letters and numbers with no spaces or special characters other than a dash (-) or underscore (_). Usually a briefly descriptive one or two word name for the asset will suffice. Since News articles are stored in Year/Month folders, you do not need to include a date in the System name (e.g., 2014-08-14-doctor-who), unless you anticipate numerous articles on the same subject over the course of the month.

Note: the Parent Folder is listed below the System Name; if you notice that you have the wrong month selected when creating the article, you can change it by clicking on the folder name and choosing the correct one from the drop-down menu.

3.2. Display Name and Title

Screenshot close-up of item 2: Display name and title text entry boxes

The Display Name is what appears in the Breadcrumbs at the top of the screen, and the Title is the page's title (see below). They are often the same, but if you have an article with an unusually long Title, it could be advantageous to give it a shorter Display Name.

Screenshot showing the difference between Display Name and Title: Display Name appears above in smaller type, the Breadcrumbs. Title appears above the article itself in larger type.

And for News articles, the Title is also used as the HTML Title would be on a "regular" web page:

Screenshot showing where the Inline Metadata title appears, at the top of the browser window

3.3. Summary Text

Screenshot close-up of item 3, Summary text box

The summary text is what appears in the white boxes on the News Listing page.

Screenshot showing how Summary examples will appear when viewed by the web site user.

Often it can just be the first sentence or two of the news article, sometimes edited down for brevity's sake.

Note: the text will be cut off with ellipses if it goes over a certain length, as in the right-hand example above.

You can add HTML to this section if you wish to add a link or something that will display on the listing page. Be careful about putting special characters here without using the HTML version of said character (& for &; © for ©, etc.). It could cause an error.

3.4. Keywords and Start Date

Screenshot close-up of item 4, Keywords box and start date field

Keywords are used for indexing the article, making it searchable. 99% of the time they are unnecessary, as any key words that might be searched for are usually contained in the body of the news article itself. However, if you had, for example, an article about a Picasso exhibit where the word "Cubist" never appeared in the article, but you wish people searching for information on Cubist artists to find this article, you would add the word Cubist to the Keywords box. If you have more than one keyword to enter, enter them in a comma-separated list, e.g., "Cubist, cubism, abstract, modern".

Start Date is the first date you wish the news article to appear, and it is also the date that appears at the top of the News Summary boxes (see above) and at the top of the news article itself. Enter today's date if the news is for immediate release, or enter a future date if you do not want the news displayed until then. Note that if you leave this field blank, it will default to January 1, 1999, and thus be pushed to the bottom of the chronologically sorted list of articles. As well as look odd.

3.5. Filter Keywords

The following example is from the College of Creative Arts sub-section of the web site; you will see different choices for different departments and colleges in the University.

Screenshot close-up of item 5, a CCA example of subject metadata lists

These keywords are where you can choose to specify certain areas of interest for the news article. For example all articles created in the CCA news will appear by default on the CCA Main News page; but only those articles where the Related Department: Theatre keyword is selected will appear on the Theatre department's News page.

You may select as many or as few of these keywords as seems appropriate to your article.

To select multiple keywords from one section, hold down the Command (Mac) or Control (PC) key while clicking on multiple items.

3.6. Sub-Headline

Screenshot close-up of item 6, sub-headline text entry field

This is an optional field for an article's sub-headline. It appears below the Title in a smaller font (see below).

Screenshot showing how the sub headline is displayed on a news article

3.7. Banner Image, Caption , and Credit

Screenshot close-up of item 7, banner image data fields: URL to the banner image, banner caption/alt text, and banner photo credit text entry boxes

An optional banner image can appear at the top of the news article. The Caption/Alt Text appears in a bar below the image on the left, with the credit appearing on the right.

Screenshot showing a banner image, with caption and photo credits displayed at the bottom of the banner image

3.8. Main Story Edit Box

Screenshot close-up of item 8, the main text entry edit box, with menu bar at top for formatting text in the article and a large text entry box below.
Enter the text for the news article here. Use the WYSIWYG editing tools or HTML to add your body content.

3.9. Thumbnail Images

Screenshot close-up of item 9, Facebook and News Listing thumbnail image URL fields.

You can have thumbnail (tiny) images associated with the news article which will appear on Facebook (if you have a Facebook feed associated with your News) or in the News Listing (see below).

Screenshot showing how the thumbnail images appear in the news listing displays.

These smaller images should be around 125 to 180 pixels wide.

3.10. Archive Date/Time

Screenshot close-up of item 10 , the archive date/time field

Many news articles will remain "up" indefinitely, for historical purposes, but if you have an article which is time-limited, you can optionally choose an Archive Date. After this date and time the news article will no longer appear on the web site, although the article itself will remain on the server, accessible to users who can edit news content.

3.11. Widgets, Feature Box, Media Items

You can associate widgets with your article if you wish, like any other page. (Note that the Right Column widgets will be displayed only if a three-column layout is used.)

Screenshot close-up of item 11, widgets, Feature Box, and Media items

As with other web pages, you can have a Feature Box appear at the top right of your article, and also have a video appear at the bottom of the article using the Media Item.

Screenshot showing where widgets and feature boxes are placed in the article

3.12. Submit

Don't forget to click Submit when you are done.

Screenshot close-up of item 12, the Submit / Save Draft / Cancel buttons

Then publish to the Test server to proof-read your article. It is highly recommended that you get another person to proof-read it in addition to yourself (especially for longer pieces); sometimes we get too close to our work and miss errors.

Note that for News articles, you must publish to both the MiamiOH Test and the News Database - Test servers in order to be able to view your article on stagingtest.miamioh.edu.

Similarly, when the news article is ready to go "Live", it must be published to both MiamiOH Live and News Database - Live

Screenshot of the Publish dialog box, with the Test Server options highlighted

After proofing and corrections, if you do not have permission to publish, notify your publisher that the article is ready for approval.

Setting up News for the First Time

NOTE: These are steps that should only ever need to be done once per department. If you already have news pages, you can ignore this section.

To display News in your site you need three things: a News Listing page, a News Filter, and News Articles. These can be created by clicking New in the blue Task Bar and go to Pages » News » choose the piece you want to create.

Screenshot of the menu structure in Cascade to create new news content, go to the New tab in the blue task bar and choose Pages, News, then your choice of content from articles, listing page or filters

The Web Team in University Marketing and Communications can assist you in setting up your news pages, just send an email to webmaster@miamioh.edu.

Steps to Create a News section in your site:

1. Add a News Listing Page

This is a landing page that displays multiple articles (their titles, thumbnails, and teasers) based on the filter chosen for that page. One or more listing pages can be created for each division, department, office or unit.

Example: Scripps Gerontology News Listing

2. Create a Filter

Filters choose the types of articles you want to display on the News Listing Page and in the RSS Feed. Once you have added your categories or articles to your filter, add it to the News Listing Page. Filters are not visible to the public. There are two types of filters:

2.1. Filter by Category

Select the categories of articles you want to pull into the Listing page.

Screenshot of News filter by category dialog. Choose the categories of articles you want to pull into your News Listing page, filtering on options shown: Title, Division Filter, Department Filter, Topic Filter, Center Filter, Program Filter. Bottom two fields allow you to set the number of items to display on a page, and the number of items to list in RSS feed.

2.2. Filter by Browsing

Hand pick each article that will show up on the Listing page.

Screenshot showing News filter by browsing, pick articles one by one, that you want to appear on the news listing page

3. Set-up the Archive Folders

To keep everyone's news articles organized, we recommend setting up a system of folders by date. Every site should have a folder for the year, and within the year should be a folder for each month. If you create an article in July of 2014, it should be stored in the 2014 > 07 folder.

Screenshot of a typical folder-tree structure used for a yearly news archive. The top folder is 2014, there are 12 sub-folders underneath, one for each month of the year

4. Create News Articles

The individual news stories related to your website. These can individually be tagged with one or more categories. The categories determine the News Listing Page(s) on which the article will appear.

Example: Scripps Gerontology News Article

5. Publish to the News Database

News articles, filters, and listing pages need to be published out to the News Database destinations. This is so that News articles can be pulled into other sites as well as show up in the News Archive search results. There are two News Database publishing destinations: one for the Test website, the other to the Live site.


Ongoing News Maintenance

Every year you will want to create a new set of year and month folders. You may also consider creating any additional News Filters and Listing Pages as needed.