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

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

Default Screen

• The user can enter a new information release by clicking Add New Information Release.
• The user can also view/search Information Releases based on a number of factors (see screenshot below).
  • Status (mandatory selection)
    • Any Status – releases of any status
      
    • Approved Releases – releases that a user with “Approval” status has already approved
    • Unapproved Releases – releases that have NOT yet been approved by a user with “Approval” status
    • Expired Releases – releases that have an Expiration Date previous to today’s date
    • Inactive Releases – releases that have a status set to Inactive
    • NOTE: Releases that are marked BOTH Expired and Inactive may periodically be deleted from the database.
  • Date Range (optional). Select "All," "Last 7 days," "Last 15 days" or "Last 30 days." Note that you can also choose a date range with the "Custom Range" option.
  • Information Type (optional)
  • Theme (optional)
  • Author (optional)
  • Release ID (optional)

Once a user makes search selections and clicks "Search," a list will display beneath the search criteria. The Release Title will be 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 appropriate 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 the person(s) mentioned in the release, so they are linked to the release for searching purposes. See information below about "Associated Person."

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. If attempting to copy and paste source text from Word or other word-processing software that uses text formatting, users must remove any formatting and coding by first copying and pasting the source text into Notepad (or TextEdit for Mac users). Users can then copy and paste from Notepad into the E-News "Release Body" text field. 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 (enter the tag within the "Design" view and NOT the "HTML" view):
  <image1 align="right">
  • The alignment of the image is up to the user ("right" or "left").
  • The user can specify an image height and/or width. Maximum width and height dimensions are 300px X 375px.
    
  • The word “image” must be in lowercase. Example: <image2 align=”left”>
  • For multiple images, change the numeral to correspond with each additional image uploaded (to a maximum of six).
    

The user also has an option to view the HTML source code, by clicking on the "HTML" button (bottom of each window).  The user can then enter HTML code to manipulate how the information release will look. Switch back to "Design" view when finished editing the HTML.

• Release Title – Headline of the information release, or a short title describing the release.
• Release Date – A pop-up calendar will appear when you click in the release date and expiration date fields. 
• Expiration Date – Date the information expires and is no longer displayed on the Web. As a default date, use 12/31/2078.
• Information Type – Type of information the release contains.
  
  • Events - Used to signify event releases to be displayed in E-Currents. A separate pop-up calendar will appear when you click in the event start date and event end date fields.
    
  • 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/Profile - Used for profiles. Note: If “Show on News Home Page” box is checked, the profile will show on the News home page. This is the only way profiles will show on the News home page (www.uc.edu/news/). All other profile logic remains the same. When entering a new profile into the system, please send Dawn Fuller an email with the profile name and ID.
    
  • Web Site of the Week - Used for e-newsletters.
• Template - This allows users to change the template for their news release if they write for multiple departments.
• Theme(s) – Theme of the information release. Select most applicable theme(s) 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 holding the Ctrl key and clicking on subsequent department names.
• College – College the information is about.  You may select multiple colleges by selecting the first college and then holding the Ctrl key and 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.
• Full Contact Info Required – No release should be published live without full contact info.
• Second Contact – When entering a release created by someone other than you, make the original author of the release the First Contact as indicated above. This information will be displayed in the “By:” field in the published release. Enter your own information in the Second Contact fields. This information will be displayed in the “Other Contact:” field in the published release.
  
• Keywords – Keywords the user should enter for search engine use.
• Photos By – This is the person who receives credit for the photos/images.
• Image1 – Allows user to upload up to six different images for the information release. User 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. After uploading first image, click the "Add Another Image" for subsequent images.
• Image1 Alt Text – Alternate text that will be displayed or read like a caption by a screenreader for each image. User should enter brief information that describes each image and follow the description with a period.
• Videos - Videos can now be added to the news release. Once added, the video will appear at the bottom of the body text.  Note: The video must have been processed by the Web Communications team.  Please contact Brian Warner for details. This feature will be upgraded to allow user to determine placement of video.
• Supported Documents - Documents can be uploaded along with the news release (e.g. pdf files, word or excel docs, etc.). Note: The release must be saved first. Then, the release must be edited to add and upload the document(s). A link to the document will appear under the “Supported Documents” heading at the bottom of your release.
• Thumbnail Photo - Upload an image to be used in e-newsletters. Image must be 75 x 100 pixels.
• Thumbnail Alt Text - See Image1 Alt Text, above.
• Additional Info URL – When provided, only the release headline and introductory text appears, and when clicked, the visitor is redirected to where the "Additional Info URL" points. 
  
• Additional Info URL Text – Do not use.
  
• 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 below). If checked, do NOT enter a name, as adding a name here will supersede contact info.
  
• Primary Author – If the information was written externally, use this field for the author’s name. If written internally, leave blank.
• Display on Main Web Page? – Click this checkbox if release is appropriate material for UC home page. If you are not an approver, the person approving your release will review this option. Only the three newest releases marked to display on Main Web Page will display on http://www.uc.edu and any other pages using the same electronic feed that displays these headlines. 
• Headline Type – Only viewable by those with administrative access to the system. This option is only used to display Emergency notifications. When selected, no other headlines will be displayed on the main Web page or the http://m.uc.edu mobile website. NOTE: When creating an emergency notification, the "News" Information Type must be selected.   
• Display Headline on News Page? - Click this checkbox if release is to show on UC's News page (http://www.uc.edu/news/).
• News Page Start/Stop Date - A pop-up calendar will appear when you click in the release date and expiration date fields or you can simply type in the date using the proper format of mm/dd/yyyy. 
• Priority - No longer used. Ignore.
• Show Headline in Mailing Only? - Use this option to have your item displayed for those creating e-newsletters within the E-News system. Once clicked, your item will NOT appear on UC's News page (http://www.uc.edu/news/).
  
• 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 websites, RSS feeds or the News Search.
• Archive - If you select "Archive," the release will go straight to the archive and will not display as a normal/current release or e-newsletter option.
• Edit Notes - The "Edit Log" will allow you to track changes to your and others’ releases. Note: This is a required field and must be filled out each time you edit a release. Please be specific about what you have changed. When a release is created, the log will automatically fill in with the word “Created.” 

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." 

Note: You can associate more than one person with a "People" item by entering the full name of the first person in the first name field and the full name of the second person in the last name field. For example, if you would like to associate John Smith and Jane Doe to an item, you would enter "John Smith" in the First Name field and "Jane Doe" in the last name field. The image used in the item should be composed of both associated persons. 

• 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)