COTA Campaign Webmaster Manual

Campaign Website Overview

 
Home Page Information  
Donation Options  
Blogs  
How You Can Help  
Guestbook  
Photo Album  
Activities and Events  
Media Coverage  
Your Campaign Website Information  

Login Accounts and Permissions

 
Webmaster and Family Accounts  
Creating Accounts  
Permission Levels  
Authenticated Users and Subscriptions  

Editing Your Campaign Website

 
Quick Start Guide  
Editing Content  
Using Tables  
Inserting Images and Photos  
Other Editing Options  
Creating Books and Pages  
Blog Entries  
Comments  
Adding Photo Albums  
Adding Pictures to Albums  
Image Import  
Video Options  
Monitoring the Guestbook  
Webmaster Help  

Website Guidelines

 
Guidelines  
COTA Web Services  
COTA Campaign Website Timeline  
If the Campaign or Patient/Family Already Has a Website  
COTA Campaign Website Content Review  
Use of the COTA Campaign Website for Sales  
Third Party Websites  
Use of Social Networking Sites
Links  
Other COTA Campaign Website Information  
COTA Patient Donation Page  
For More Information  

 

The Campaign Website is divided into seven main sections: Home, Blogs, How You Can Help, Guestbook, Photo Album, Activities and Events, and Media Coverage.

home page

 

Home Page Information

Clicking on the Home link or the patient’s name (title) takes you to the opening page of the Campaign Website. The header remains the same for every page and contains the name of the patient and links back to the Home Page and to the Donation Options page. The left hand column has a navigation menu, user login area, search box, Matching Gifts and Donate Now buttons.

The navigation menu has four main links for all visitors: Blogs, How You Can Help, Guestbook and Photo Album.

The user login area allows new visitors to create an account or previous users to login. Users may also request a new password if they forget theirs.

The search box will search only the patient’s site for any text entered in box. It only displays on the Home page.

At the bottom of the left hand column there are two large buttons that link to a search for employers that will match gifts and to the patient’s online donation page.

Donation Options

This link in the header will take the user to a page outlining the various ways that visitors may donate to the fundraising campaign.

Blogs

The first item on the menu, Blogs, links to the collection of blogs that will be listed in reverse chronological order – newest at the top. Recent blog posts will be listed as titles only at the bottom of the main Blogs page. Patients or their parents are encouraged to have their own login account so that they can create their own blogs.

How You Can Help

Work with your Campaign Coordinator to keep this section as up to date as possible.

Guestbook

Visitors can post a short message in the site’s guestbook. The Webmaster and family members can respond with comments and delete messages if necessary.

 Photo Album

Multiple photo albums can be created and displayed in this section. Click on the main picture of an album to open the album. Click on any photo in the album to start a slide show of that album. Click on the title of any picture to see the photo displayed individually and to get a full size image and a description. During the slide show you can also click on Image Details to get a full size image.

Activities and Events

This is where you will post the information about upcoming events. Many campaigns use the ‘child page’ structure to list past events with the fundraising results and thank you notes for supporters and volunteers.

Media Coverage

COTA will post the initial press release here as a child page for media outlets to access the information. You can also use this area to post links to other newspaper, television, and radio coverage of the campaign.

 Your Campaign Website Information

URL_______________________________________________

Username ___________________________________________

Password____________________________________________

Campaign Email_______________________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Name: _____________________________

Username: __________________________

Password: __________________________

Email: _____________________________

Login Accounts and Permissions

Webmaster and Family Accounts Back to top
Creating Accounts  
Permission Levels  
Authenticated Users and Subscriptions  
Twitter Accounts  

Webmaster and Family Accounts

The COTA Web Specialist will assign login accounts to the volunteer webmasters, parents and patients. They will be granted special permissions to create new pages and edit the website. A unique email address is required for each login account. The login name will automatically be used to identify personal blogs. For example, a login name of Tommy will create blog entries labeled “Tommy’s blog” and a login name of tjohnsen0898 will create blog entries labeled “tjohnsen0898’s blog”. Real names are recommended and since spaces are allowed, a couple can share one login such as “Tom and Sharron”.

Creating Accounts

Any visitor to the website can create their own login account without any assistance from you or COTA. While it is not necessary to create an account to view material on the site, users who are logged in will find it easier to post comments in the Guestbook and use the Send a Page feature.

To prevent malicious or automated account creations, COTA uses both a CAPTCHA challenge question and an email response authentication process to verify legitimate users.

create account

Users who create their own account will receive an email with instructions on completing the process. Once an account is created, uses will automatically be subscribed to email updates on new blog entries. While logged in, they will not be presented a CAPTCHA challenge when posting Guestbook entries or sending a page to a friend.

Permission Levels

Anonymous users can view all content on the site. They may post Guestbook entries and send pages to a friend only after answering a CAPTCHA question. They do not receive automatic blog updates.

Authenticated users, those who successfully create a login account, will receive automatic updates to blogs and may post Guestbook entries and send pages to a friend with a CAPTCHA challenge.

COTA patients and parents, in addition to the above privileges, may also create photo albums, upload photos, create and edit their own blog, delete Guestbook entries or add comments to existing entries. They also have access to the online Webmaster help files.

COTA volunteer webmasters are granted additional permissions to create or edit books and pages.

Authenticated Users and Subscriptions

Visitors who create their own accounts and authenticate themselves are automatically subscribed to blog updates. They may manage their own subscriptions in the My Account section.

subscriptions

Twitter Accounts

COTA webmasters, parents and patients who have blogging accounts can easily set up their Twitter account on their COTA campaign website. After logging in, go to My Account from the left hand menu. Click on Twitter accounts and then enter your existing Twitter user name and password. Click the Add account button. That’s all there is to it. The next time you edit or start a new blog, you will see the Post to Twitter.com option on the page.

 

 

 

twitter account

Twitter Global Accounts

COTA can help you set up a global account for all the blogs on the campaign site to share one Twitter account. This is so an individual’s Twitter account can be kept separate and/or the author does not need to have his/her own Twitter account. Setting up the global account requires administrative permission so COTA will need to do that. Just contact WebInfo@cota.org.

 

 

Editing Your Campaign Website

Quick Start Guide Back to top
Editing Content  
Using Tables  
Inserting Images and Photos  
Other Editing Options  
Creating Books and Pages  
Blog Entries  
Comments - Approval  
Adding Photo Albums  
Adding Pictures to Albums  
Image Import  
Video Options  
Monitoring the Guestbook  
Webmaster Help  

Quick Start Guide

Get the Campaign Website started fast with these steps:

  1. Add a photo album. Typically a photo of the patient has already been submitted to COTA. The COTA staff has created a starting album and uploaded the same photo used on the online donation page. If a photo has not been submitted to COTA, then you will want to add the first album. Go to page 46.
  2. Upload photos into the album. You will want at least one photo that you can use on the home page. First upload it to a photo album. Go to page 47.
  3. Update the Home page. Try to obtain some compelling information about the patient from the family or other campaign volunteers to add to the home page information. The Editing Content section begins on page 37. For instructions on adding photos to the home page see page 38.
  4. Copy content from a former site. During the time that COTA provides the Campaign Website, COTA volunteers and patients may not maintain any other website that mentions COTA, the campaign, fundraising or anything else regarding the campaign. If a previous website exists, you may want to copy any journal entries from that website over to the COTA Campaign Website. What works best is to copy existing journal entries into one single file on your computer and then create a new blog entry and paste in the entire file. This beginning blog entry will inform new supporters of the COTA campaign about the complete patient story.
  5. Parents and Patient login accounts. Parents and/or patients old enough to write blogs may want to get started right away. COTA can create the account for them or grant them permissions to start blogging. Just let COTA know and we can set up the account.
  6. Custom pages and menu links. You can create your own new pages for Activities and Events or Media Coverage or start with ones that COTA has preformatted for you. They can be viewed at typing /node/315 and /node/338 after the ‘.com’ in the website address. COTA will be happy to create the menu links for you after you create/edit the pages. Just contact WebInfo@cota.org. Instructions for creating new pages begin on page 43.

Editing Content

The pages that can be edited are the Home page and the How You Can Help page. You will also be able to edit any new page or blog that you create (see Creating Books and Pages).

  1. After logging in, navigate to the page you wish to edit. At the top of the page, there are four tabs: View, Edit, Outline and Track. Click Edit. editor
  2. You may change the title of the page. To keep the site as user-friendly as possible, keep the patient’s name in the title of the Home Page. For example, you could change About “Patient Name” to The Campaign for “Patient Name” or A Ray of Hope for “Patient Name”.

Above the text editing area, there are buttons to aid you in formatting your page. Highlight the text you wish to format, then click the appropriate button.

  1. Click Preview to see how the changes to the page will look or click Save to save changes when you are finished.
  2. Experienced web programmers can also use the Source button to directly edit in HTML code.
  3. TIP: When pasting text from other sources like Word or other web pages, it is best to use the ‘Paste as plain text’ tool from the toolbar. This will strip any additional formatting from other programs that can cause unpredictable results on a web page. In the long run, it is easier to paste plain and add web font formatting afterwards.
  4. For lengthy entries, such as blogs, the website will display only the beginning portion as a “teaser”. In the toolbar, there is a teaser tool you can use to adjust the break to happen where you want instead of in mid-sentence. Place the cursor where you want to break the content and then click the teaser tool icon.

Using Tables

Tables can be inserted into most any page. They are useful for highlighting blocks of text, adding color to your page, or solving alignment problems with text or graphics.

  1. With your cursor place where you want a table, click the Insert/Edit Table icon.
    table icon
  2. A dialog box appears that allows you to assign the number of rows and columns, cell spacing and padding, alignment, border width, table width and height.
    insert table
  3. Only row and column settings are required. Cell padding is recommended to keep the elements in the table from being up against the edges. Usually a number between three and 10 works well.
  4. Table alignment can be set to Left, Right or Center. This setting can solve problems with getting certain blocks of text or graphics to stay where you want them on the page.
  5. Border width can be left blank to make your table edges invisible or you can set a small number to define the cells or add depth to a 1 row x 1 column table.
  6. You may want to leave the width and height blank at first and let the content of the table set the size. Another good option is to set the width to 100%. This will extend across the entire white content portion of the page.
  7. When done setting up the table, click on the OK button. A blank table will appear on the editing page.
  8. Fill in the cell(s) with your content.
  9. You may adjust your table settings by clicking on the edge of your table to select the entire table and then click on the Insert Table icon.Change your settings and click OK.
  10. To add a color background, switch to the source code view by click on the Source button. Find the HTML code for your table and insert the Style codeinside the table tag. This example makes the table background COTA Yellow:
    <table style="background-color: #fff383" cellspacing="1" cellpadding="1" width="200">

Inserting Images and Photos

You can add an image or photo to a page any of three ways.

  1. If you already have pictures in the Photo Album, you can use the Insert Picture icon in the editing tools to insert a photo using the URL web address of the photo.
  2. You can attach an image file using the Attached Images section.
  3. You can add a File Attachment. This will not display the image directly but will list it as an attachment that visitors can download. The File Attachment option is recommended for other files like PDF or PowerPoint presentations that cannot be displayed inside the body content area.
    insert/edit image

Using the Insert Picture icon
Using an image from the Photo Album or to quickly upload a new one.

Place the cursor on the page where you want to insert a photo and click the icon. When the dialog box opens, click Browse Server to view files or to upload a new file.
image browser

If photos exist already, you will see them listed or you can click the Browse button to see files on your local computer. Select a photo file and click Open in the browse dialog box and then click Upload.

Select your picture from the list.
quick upload

You can choose from the three different sizes of the photo that exist on the server (Original, Thumbnail, or Preview), add an optional or optional alignment. When done choosing the options on the drop down lists, click the Insert button at the bottom of the window.
insert choice

Make any adjustments you need for size, Alternative Text, spacing and alignment.
insert final

Complete the rest of the entry and click OK.

Using Attached Images
Expand the Attached Images section and you can choose an existing image from the Photo Albums in drop down list, upload a new file from your computer, and give it a title. Attached images will be displayed as a smaller thumbnail image to the right of your page. When a user clicks on the thumbnail the image will be expanded to full size.

attached image example

 

Other Editing Options

Post to twitter.com

If you have entered your personal twitter account information (see Twitter Accounts ), this option will be available. The Announce checkbox is checked by default. The tile of the Blog post and the URL will be sent to your Twitter account as an update.

 

 

 

announce twitter

Book Outline
You can change the placement of this page by inserting in an existing book or creating a new book. This is explained in greater detail under Creating Books and Pages.

Revision Information
You may create a new Revision point with an explanation. This is primarily used for team editing but you may also use it as a point to go back to. A Revisions tab will be created for this page and will list the different revisions and dates from which to choose.

Comment Settings
It is best to leave this option disabled for normal web pages.

File Attachments
You can upload files such as video files, PDF and Power Point presentations that do not display well on their own inside of a web page. Visitors will be able to download them directly to their own computer.

Authoring Information
Expanding this section will allow you to change the date and time of the entry. This is useful when transferring blogs from other websites. You may also change the name of the author but it must be a valid username of another user on the site who has permissions to create blogs and pages.

Publishing Options
publishing options

* If you will be making a number of edits to a page, it is highly recommended you uncheck the Send Subscription notifications until you are satisfied with the page. If this option is left checked, anyone with an account will receive an ‘unappreciated update’ in their email every time you click Save. When you are completely done making changes, go back to Edit one more time and check this option back on.

Creating Books and Pages

To create a new page, select Create content from the menu, then select Book page or Page.

A Book page is a page of content, organized into a collection of related entries such as “Activities and Fundraising Events” collectively known as a book. A Book page automatically displays links to adjacent pages (child pages), providing a simple navigation system for organizing and reviewing structured content.

Selecting page, is a simple method for creating and displaying information that rarely changes, such as an "About us" section of a website. A page not initially created as part of a book may be reassigned to a Book outline at a later time.
book outline

When you expand the book outline section of the editing screen, you can select an existing book to insert the page, or create a new book page. If you select <create a new book>, the title of the page will become the book title when the page is saved. You may change the position of the page within the book by changing the weight factor from -15 to 15.

Saving Pages
*Very Important* Immediately after saving a page, make a written note of the URL of the page (Example: cotaforpatientname.com/node/51). You will need this URL to make links or references to this page later. For instance, if you are making a new page about an activity and you want to put a link for it on the home page, you will need to know the URL to make the link or to get back to it to edit the page.

One of the first new book pages you will want to create is an Activities and Events page. By starting a new book page you will be able to add child pages to it for other events scheduled in the future. That way more than one event can be listed like a table of contents for that book.

create book page

Give the page a title and use the editing and graphic tools to design the page. To make this the main page top page of the book, choose <create new book> under Book outline.

Click Save at the bottom. Note the URL node number after saving. node number

add child page

You may now add child pages to this page simply by clicking on Add child page and using the normal editing functions.
child page list

As you add child pages, they will be listed on the main book page as links to the details of each child page. To change the order of your listing, edit the page you want to move, expand the Book Outline section and adjust the weight to move it up or down in the list.

Blog Entries

To create a new blog, select Create Content from the menu, then select Blog entry. You may also select Blogs on the menu and then select My Blog and then Post New Blog entry. The same editing tools are available as other pages.

To edit a blog entry, navigate to it and click the Edit tab. You can only edit your own entries.

Blog entries will be listed in chronological order at the bottom of the page under Recent Blog Posts. Your name, the date and the time are automatically added to each entry.

Blogs are the tool you or the family will use to update people about the personal aspects of the transplant journey. Making frequent entries into the site Blog is a great way to tell friends and family about what is happening. The Blog is also a way to compel potential volunteers and donors to help the campaign and to make a donation. You will see that site visitors will return to the site over and over to read your blog updates. Additionally, many of these visitors will send messages to you through the Guestbook on the site. You and the family members have the ability to respond to these messages.

Comments -Approval

Authenticated users can post comments after each blog. At the request of the patient, parents or webmaster, comments can be first sent to an Approval Queue where the author of the original blog or the Webmaster may delete or publish the comments. From the menu, select Administer, then Content Management, then Comments.

Comments - Approval Queue

Adding Photo Albums (Galleries)

Using different albums are a good way to organize photos in categories to make it easy for visitors to navigate around and find the photos they want to see. If you only have a few pictures, you do need to add one gallery.

  1. To add an album, select Administer from the menu, then Content management and then Photo Albums.
  2. Click on the Add gallery tab.
  3. Name the album by typing in a Title. The description is optional.
  4. Select the <root> or any other existing album as the parent.
  5. Choose your position in the Parent Album with the Weight drop down list.
  6. Click Submit.

Video Tutorial

Adding Pictures to Albums

  1. Select Create Content from the menu and then select Image.
    upload images
  2. Choose an existing Album from the drop down list of Image Galleries.
  3. Click on the Select Images icon.
    select images
  4. An open file dialog box will open and you can choose multiple image files by holding down the Ctrl key as you click on files. When you have selected all files from a folder, click Open.
  5. Click the Save button and the files will be uploaded from your computer to the Photo Album.
  6. After they are uploaded, click the Next Step button to go to the editing page. Here you can change the titles of each picture and add longer descriptions as an option. When done, click the Done Editing button at the bottom of the screen.

Sort Order of Photos

Photos within an album are sorted alphabetically by the image title or caption. You may force the order to your own liking by adding numbers at the beginning of each title. Example: 01-Amy newborn, 02–Amy with Mommy, 03–Amy at home, etc.

Image Import

If COTA has placed images or photos on your patient site for you, you may import them into an existing Photo Album.

  1. Select Administer from the menu and then select Image Import.
  2. Check the boxes next to the image name(s).
  3. Choose the album from the drop down list of Image Galleries.
  4. Click the Import button.

Video Options

You can easily embed videos hosted on other popular websites. In the editing screen for blogs and pages just enter your link in this format: [video:http://your.videosource.com/your videocode].

A real life example would be: [video:http://www.youtube.com/watch?v=NCom7o0YXYk]

video example

The following services may be used:

YouTube accepts URLs like
http://www.youtube.com/watch?v=uN1qUeId

Google Video accepts URLs like
http://video.google.com/videoplay?docid=9036065053199156338&ei=WiLZSKK_NYvw-QGQz6G4Ag&hl=en

GodTube accepts URLs like
http://www.godtube.com/view_video.php?viewkey=4bc3094e03bdf1737fb5

DailyMotion accepts URLs like
http://www.dailymotion.com/relevance/search/organ%2Btransplant/video/x6mzh8_donate-life_news

Eyespot accepts URLs like
http://eyespot.com/share?cmd=permalink&r=0XCzIG2UEx9hoXiEJW07IWpUtT

Jumpcut accepts URLs like
http://jumpcut.com/view?id=31410FA4169E11DDB25E000423CF385C

Revver accepts URLs like
http://revver.com/video/751916/kidneys-for-sale/

Vimeo accepts URLs like
http://www.vimeo.com/699122

You may also upload video files as an attachment. See File Attachments under Other Editing Options. This will not embed them into the page but allow visitors to click on the link to view or download them. To upload them to the COTA server, you will need to browse for them on your local computer.

Monitoring the Guestbook

Spam: To post irrelevant or inappropriate messages to one or more Usenet newsgroups, mailing lists, or other messaging system in deliberate or accidental violation of netiquette.

Anyone can post to the Guestbook, which unfortunately means that spammers may attempt to post to your guestbook as well. We have implemented many layers of protection and filters that make it difficult for spammers to post, but there is a possibility that some unsavory or meaningless messages may make it through.

To help COTA in our efforts to further reduce spam, you may copy the entire entry including the name, date, and message and paste it into an email and send it to

Unwanted guestbook entries can easily be deleted. Click the Delete entry link in the bottom left hand corner of the post.
guestbook spam

Webmasters and family members may also add comments as a response to Guestbook Entries while they are logged in. Their name will show as the one making the comment so this is usually left to family members.

Webmaster Help

Webmasters and family members can access online help for specific editing functions by clicking on Webmaster Help in the main menu. An updated version of this manual will also be available by clicking on Website Manual.

Website Guidelines

Back to top
Guidelines  
COTA Web Services  
COTA Campaign Website Timeline  
If the Campaign or Patient/Family Already Has a Website  
COTA Campaign Website Content Review  
Use of the COTA Campaign Website for Sales  
Third Party Websites  
Use of Social Networking Sites
Links  
Other COTA Campaign Website Information  
COTA Patient Donation Page  
For More Information  

Website Guidelines

The Children’s Organ Transplant Association requires COTA community fundraising campaigns to utilize only the Campaign Website provided by COTA. This site supports the activities of the fundraising campaign and informs campaign volunteers and the public about the patient and their situation. COTA Campaign Website services include:

COTA Web Services

Campaigns must have a Campaign Webmaster. When a Campaign Webmaster has been recruited and the key campaign volunteers have completed the training process:

COTA Campaign Website Timeline

If the Campaign or Family has a Website

COTA patients may not maintain any other website that mentions COTA, the campaign, fundraising or anything else regarding the campaign. If the family or campaign has a website, the Campaign Webmaster and/or family must contact COTA with the following information:

COTA Campaign Website Content Review

COTA will periodically review the content of the site to ensure that messages are consistent with our guidelines. COTA will contact the Campaign Webmaster to discuss any modifications.

Use of the Campaign Website for Sales of Merchandise and/or Tickets

Links

Links allowed on the COTA Campaign Website include:

Links to other groups not allowed on the COTA Campaign Website include: • Links to businesses, churches, community groups, etc. are not allowed. • Activity sponsor listings can be posted on the COTA Campaign Website, as well as photos of gift presentations, but no link should be provided to sponsors, etc. Links from other websites to the COTA Campaign Website are allowed.

Third Party Websites

A campaign may have an individual or group, but not the campaign, operate and maintain a separate website solely for the purpose of selling merchandise or tickets (but not for any gaming activity including raffles) or for activity participant registration. This policy is subject to change.

Use of Social Networking Sites

Facebook, MySpace and Other Social Networking Sites

Other COTA Campaign Website Information

Copyrighted Materials

COTA Patient Donation Page

For More Information

Contact the COTA Webmaster at 800.366.2682 or to discuss your web needs. You may also visit www.cota.org to see what COTA has available and to check out what other COTA campaigns are doing.