Content Style Guide and Workflow: Difference between revisions

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Content Style Guide and Workflow (view source)

Revision as of 16:41, 21 January 2016

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Tagging something with 'Blog' makes it show up in the 'New Articles' column here: https://www.idigbio.org/news
Tagging something with 'Blog' makes it show up in the 'New Articles' column here: https://www.idigbio.org/news


==When to make a Drupal biblio entry==
==When to make a Drupal Biblio entry==
Biblio entries are used to record iDigBio's body of knowledge, which includes items such as articles, workshop presentations, workshop recordings, standards documents, etc. A Biblio record should be created for each piece of new content, including revisions to existing documents. To create a Biblio entry: https://www.idigbio.org/#overlay=node/add/biblio
Biblio entries are used to record iDigBio's body of knowledge, which includes items such as published articles, workshop presentations, workshop recordings, etc. A Biblio record should be created for each piece of new content, including revisions to existing documents. To create a Biblio entry: https://www.idigbio.org/#overlay=node/add/biblio
 
===Biblio Workflow for iDigBio Documentation===
Biblio entries are used for iDigBio documentation, such as standards and policies, to keep track of the revision history.
 
*Create a Basic Page for the document (e.g., "iDigBio Travel Policy"). Do this first, so it will be assigned a friendly URL.
**Tag the content as "Documentation"
**You may also tag using subcategories, such as "Policy". See https://www.idigbio.org/documentation/documentation for current categories of documentation.
**Write a summary of the document in the Body. You will use this paragraph again in the Biblio Abstract.
*Upload both the DOCX and PDF versions of the file into the internal-docs directory or idigbio-standards subdirectory as applicable.
*Add a new Biblio entry for the document and for every revision to the document thereafter.
**Use "iDigBio Standards" as the publication type
**Use "iDigBio" as the "Corporate/Institutional" author.
**Use the Abstract to summarize what the document is about.
**The URL locator is a link to the PDF version of the file.
**Create a keyword, such as "iDigBio Travel Policy", that can be used to find all revisions of the document.
**You can use the Description field to describe the revisions made to the document (e.g., "initial release").
*Update the basic page with the following links:
**Current Revision - link to the latest biblio entry (e.g., https://www.idigbio.org/content/idigbio-travel-policy-0)
**Version History - link to the keyword entry sorted in descending order by year (e.g., https://www.idigbio.org/biblio?f%5bkeyword%5d=426&s=year&o=desc)
***To make sure the URL works in all browsers, it is recommended that you replace the "[" with "%5b" and the "]" with "%5d"
 
===Biblio Workflow for iDigBio Events===
Workshop, symposium, webinar, and other event content includes the PowerPoint presentations and multimedia recordings.
Every individual workshop presentation should be uploaded as a PDF.
Once the workshop and all the content has been added to the workshop Wiki, and the workshop is over, a Biblio record should be created for each piece of content.
The Biblio entry is the end of the workflow that begins with an event (e.g., workshop, webinar).
 
An event begins with the Steering Committee, with a proposal ([https://www.idigbio.org/content/idigbio-workshop-request-process for workshops]) for approval to spend funds. Once the idea, budget and schedule are approved by the committee, several documents are created, and a workflow is initiated. Note: not all events require this first step if no funds are required:
*Before the event:
**the event is placed on the calendar (if critical or considerable planning has occurred, it may have been on the calendar already in a tentative state)
**an announcement is put into Drupal and emailed out to one or more of the listservs, and then linked to from the calendar event. If an additional Drupal page is developed beyond the simple announcement (e.g., more details, put into the carousel, etc.), then the announcement must link to it. [Note: the Outreach Event content type does not go to the carousel]
**a pre-evaluation may be scheduled - contact the project evaluator
**a Wiki page is created and linked from the calendar event
**a registration form may be put up, and linked from the Wiki and calendar event
**an agenda is created and linked from the Wiki and calendar event
**an Adobe Connect room is setup and linked from the Wiki and calendar event
**concurrently the logistics are developed as to the funding model, and relevant hotel blocks of rooms have been received (if applicable)
**the Wiki contains the agenda that accumulates links to uploaded presentations in PDF
*During the event:
**the presentations are driven from the Wiki agenda
**Adobe Connect may be used to record the presentations
*After the event:
**each presentation and recording is given a Biblio record
**a workshop report is written for the website and linked from the calendar event and the Wiki
**an evaluation of the event is performed


==When to use Forums==
==When to use Forums==
[https://www.idigbio.org/forum Forums] are a place for the ADBC community to discuss issues about biodiversity-oriented software, workflows, technology, standards, etc. Their activity ebbs and flows depending on the subject. (The Forums have been removed at of 006/2015 for lack of use)
The Forums have been removed as of 06/2015 for lack of use. <strike> [https://www.idigbio.org/forum Forums] are a place for the ADBC community to discuss issues about biodiversity-oriented software, workflows, technology, standards, etc. Their activity ebbs and flows depending on the subject. </strike>


==Linking to content - Wiki==
==Linking to content - Wiki==
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*Consider filling in 'Target Audience', as in 'Target audience: Digitization Specialists in Herbaria' in the Description field under keywords.
*Consider filling in 'Target Audience', as in 'Target audience: Digitization Specialists in Herbaria' in the Description field under keywords.
*Use all that fit in each category (e.g., content, audience).
*Use all that fit in each category (e.g., content, audience).
===in Drupal===
===in Drupal===
The following are a set of recommended content-related Drupal view-supported tags, choosing one for each piece of Drupal content will give it visibility under [https://www.idigbio.org/documentation documentation]:
The following are a set of recommended content-related Drupal view-supported tags, choosing one for each piece of Drupal content will give it visibility under [https://www.idigbio.org/documentation documentation]:
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==Reviewing==
==Reviewing==
needs content - every Drupal doc needs a review? Molly?
Every Drupal document should be reviewed prior to publishing.


==Searching==
==Searching==
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'''Note''': none of the search strategies search within .pdf or .doc documents. This is one of the motivations to make tags useful for finding content.
'''Note''': none of the search strategies search within .pdf or .doc documents. This is one of the motivations to make tags useful for finding content.
==Workflows for specific content types==
===iDigBio Standards===
iDigBio Standards are document that reflect our policies.
*Create a Basic Page for the document (e.g., "iDigBio Travel Policy"). Do this first, so it will be assigned a friendly URL.
**Tag the content as "Documentation"
**You may also tag using subcategories, such as "Policy". See https://www.idigbio.org/documentation/documentation for current categories of documentation.
**In the Body, copy and paste the content from the document into the space provided. If you are copying and pasting from Word, make sure to delete all of the formatting tags that Word will insert into SPAN elements. You can click the Source button to view the HTML source.
**In the Standards Documentation box, choose the PDF version of the document and click Upload.
**Make sure to choose Published under Publishing Options at the bottom.
**Click Save.
*For historical prurposes:
**Upload both the DOCX and PDF versions of the file into the internal-docs directory or idigbio-standards subdirectory as applicable.
===iDigBio Events===
Workshop, symposium, webinar, and other event content includes the PowerPoint presentations and multimedia recordings.
Every individual workshop presentation should be uploaded as a PDF.
Once the workshop and all the content has been added to the workshop Wiki, and the workshop is over, a Biblio record should be created for each piece of content.
The Biblio entry is the end of the workflow that begins with an event (e.g., workshop, webinar).
An event begins with the Steering Committee, with a proposal ([https://www.idigbio.org/content/idigbio-workshop-request-process for workshops]) for approval to spend funds. Once the idea, budget and schedule are approved by the committee, several documents are created, and a workflow is initiated. Note: not all events require this first step if no funds are required:
*Before the event:
**the event is placed on the calendar (if critical or considerable planning has occurred, it may have been on the calendar already in a tentative state)
**an announcement is put into Drupal and emailed out to one or more of the listservs, and then linked to from the calendar event. If an additional Drupal page is developed beyond the simple announcement (e.g., more details, put into the carousel, etc.), then the announcement must link to it. [Note: the Outreach Event content type does not go to the carousel]
**a pre-evaluation may be scheduled - contact the project evaluator
**a Wiki page is created and linked from the calendar event
**a registration form may be put up, and linked from the Wiki and calendar event
**an agenda is created and linked from the Wiki and calendar event
**an Adobe Connect room is setup and linked from the Wiki and calendar event
**concurrently the logistics are developed as to the funding model, and relevant hotel blocks of rooms have been received (if applicable)
**the Wiki contains the agenda that accumulates links to uploaded presentations in PDF
*During the event:
**the presentations are driven from the Wiki agenda
**Adobe Connect may be used to record the presentations
*After the event:
**each presentation and recording is given a Biblio record
**a workshop report is written for the website and linked from the calendar event and the Wiki
**an evaluation of the event is performed


==Miscellaneous content guidance==
==Miscellaneous content guidance==
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#Wiki Unused Files Report: https://www.idigbio.org/wiki/index.php/Special:UnusedFiles - content that appears here is usually mis-formatted in their attachment link but not orphaned. Making sure all of content here is referenced can also reveal redundant or abandoned files. If a Wiki document is referenced in a Drupal document,, it will still show up in this report as 'unused'. And in the same way, the Wiki Tools->What Links Here report will miss the relationship also.
#Wiki Unused Files Report: https://www.idigbio.org/wiki/index.php/Special:UnusedFiles - content that appears here is usually mis-formatted in their attachment link but not orphaned. Making sure all of content here is referenced can also reveal redundant or abandoned files. If a Wiki document is referenced in a Drupal document,, it will still show up in this report as 'unused'. And in the same way, the Wiki Tools->What Links Here report will miss the relationship also.
#Drupal offers a Link Rot Report, but it often contains a lot of false positives, especially in the domain of 'tiny URLs'.
#Drupal offers a Link Rot Report, but it often contains a lot of false positives, especially in the domain of 'tiny URLs'.
==References to Drupal tags and Wiki categories==
==References to Drupal tags and Wiki categories==
===Audience definition tags===
===Audience definition tags===
These were the categories we used to define our web presence audience; they represent distinct groups of web content consumers with their own areas of interest.
These were the categories we used to define our web presence audience; they represent distinct groups of web content consumers with their own areas of interest.
Retrieved from "http://www.idigbio.org/wiki/index.php/Special:MobileDiff/19604"

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