Enter a News Release

News releases are entered or edited in the "Manage Information" area of the E-News System. To begin,

1. go to http://staging.uc.edu/news/admin/;
2. log into the system (See "Getting Started");
3. choose "Manage Information"; and
4. follow the instructions noted below.

Default Screen

• The user can enter a new information release by clicking Add New Information Release.
• The user can also view Information Releases based on a number of factors (see screenshot below).
  • Status (mandatory selection)
    • Approved Releases – those releases that a user with “Approval” status has already approved to be used
    • Unapproved Releases – those releases that have NOT yet been approved by a user with “Approval” status
    • Expired Releases – those releases that have an Expiration Date previous to today’s date
    • Inactive Releases – those releases which have a status set to Inactive
  • Date Range (optional). Select "All," "Last 7 days" or "Last 30 days." Note that you can also choose a date range with the "Enter your own Release Date Range" option.
  • Theme (optional)
  • Author (optional)
  • Date Range (optional)
  • Release ID (optional)
    
• Once a user makes search selections and clicks "Go," a list will populate giving the Release Title as a hyperlink.  Clicking this hyperlink will take the user to a preview screen of the information release

Preview Release

• This screen will show a preview of the information release (in the current Administrative template), along with the left-hand administrative navigation.
• The user has a choice of the following options at the top right of the screen:
  • View Web Release – This will show exactly how the information release will look in the Web template for the applicable administrative unit.
  • View Printable Release – This will show a preview of the information release without any navigational elements or template.
  • Edit this Release – This will take you to the form to edit the information release.
  • Associated Person – This will take you to the area to associate a person with the current information release.

Add Information Release

• Release Body (mandatory field) – This field is the main body of the information release. It allows the user to enter information and format the information with the formatting buttons above it. Users can also decide where to put uploaded images inside the release body. Users must use the following image tag in order for images to be visible:

<image1 align="right">

• The alignment of the image is up to the user.
• The user can specify an image height and/or width.
• The word “image” must be in lowercase.
  Example: <image2 align=”left”>

The user also has an option to view the HTML source code, by clicking on the "View Source" button.  The user can then enter HTML code to manipulate how the information release will look.  The user will click "Send Back" when finished to continue editing the release.

• Release Title – Headline of the information release, or a short title describing the release.
• Release Date – Date information will be displayed on the Web.  It will default to today’s date in a new information release.
• Expiration Date – Date the information expires and is no longer displayed on the Web.
• Information Type – Type of information the release contains. 
  • Academic Plan - No longer used.
  • E-brief - No longer used.
  • Events - Used to signify event releases to be displayed in E-Currents.
  • UC in the News - Used for E-newsletters.
  • News - Used for general news. NOTE: Emergency releases MUST be marked as "News" type, or they will not function as an "emergency headline."
  • People - Used for profiles.
  • Student Profile - No longer used.
  • Web Site of the Week - Used for e-newsletters.
• Event Start Date – No longer used (only displays if "Event" Information Type is selected). 
• Event End Date – No longer used (only displays if "Event" Informaiton Type is selected).   
• Theme – Theme of the information release.  Select most applicable theme for your release. 
• Introductory Text – Short description of release. It will be used as an introduction to the release and as a "teaser" in e-newsletters sent via the system. 
• Notes – For any internal notes about the information release.
• Department – Department the information is about. You may select multiple departments by selecting the first and then using Ctrl + clicking on subsequent department names.
• College – College the information is about.  You may select multiple colleges by selecting the first college and then using Ctrl + clicking on subsequent college names.
• Contact First Name – First name of the primary contact of information. In a new release, this will default to the user’s first name.
• Contact Last Name – Last name of the primary contact of information. In a new release, this will default to the user’s last name.
• Contact E-mail – E-mail of the primary contact of information. In a new release, this will default to the user’s e-mail address.
• Contact Phone – This is the phone number of the primary contact of information.  In a new release, this will default to the user’s phone number.
• Keywords – Keywords the user should enter for search engine use.
• Photos By – This is the person who receives credit for the photos/images.
• Image1 through Image6 – Allows user to upload up to six different images for the information release. User will then specifies location of images in the Release Body field (see Release Body above). If user is editing a release, he/she will have the ability to view the current photo, or delete the current photo if one is available.
• Image1 Alt Text through Image6 Alt Text – Alternate text that will be displayed or read by a screenreader for each image. User should enter brief information that describes each image and follow the description with a period.
• Display on Main Web Page? – In a new information release, default is checked to appear on Main Web (UC Home) Page. UNCLICK if it should NOT appear. Only the four newest releases marked to display on Main Web Page will display there.
• Main Web Page Display Start Date – Date and time this information will be displayed on the home page.
• Main Web Page Display Stop Date – Date and time this information will STOP being displayed on the home page.
• Headline Type – Only used for Emergency headlines. "Rotating" and "Fixed" are no longer applicable.
  • Emergency – Used only for emergency notifications. When selected, no other headlines will be displayed on the main Web page or the http://UC2go.mobi mobile Web site. This option is used only by Greg Hand and his designated staff. NOTE: When creating an emergency notification, the "News" Information Type must be selected.
• Additional Info URL – Do not use. When provided, only the release headline appears, and when clicked, the visitor is redirected to the "Additional Info URL." Use has been discontinued so basic release information is available via the http://UC2go.mobi mobile Web site. 
• Additional Info URL Text – The text that will be used for the aforementioned "Additional Info URL" hyperlink.
• Primary Author – If the information was written externally, use this field for the author’s name.
• Internal Source – Default to checked (yes) to signify that the information release was written internally. If it is unchecked (no), the user must enter the Primary Author information (see Primary Author above).
• Approved – Default is set to no (unclicked). Can only be checked by a user with “Approval” status.
• Status – Select Inactive or Active status. Only Active releases will be displayed on Web sites, RSS feeds or the News Search.

Associated Person
To associate a person with a news release, you must first submit the release as per above instructions.  Once you have returned to the Manage Information menu, search for the release you have just entered.  Click Edit.  In the upper right-hand corner, click the link called "Associated Person."

• This will show all persons associated with a particular information release.
• The user can remove an association by clicking Remove after a particular person’s name.
• The user can also associate another person by clicking Associated Person.

• After clicking Associated Person a user can do the following:
  • Search for a Person – must enter all or part of the last name and an optional first name.  It will return a list of persons matching the search criteria.
  • View All Persons – will give a list of all Active persons in the database.
  • Add New Person – will allow the user to enter new Person into the database. (see Manage Persons area)