Newsroom 2.0 User Roles and Tasks (How do I . . .?)

There are three user roles in the Newsroom application.  This article will overview the options available to each role.  How to perform tasks for each role are presented immediately following the descriptions of the roles.

Here's a quick 'How do I ?' menu first

How do I . . . ? :

Tenant Manager	Tenant Admin	Content Editor
Add or edit categories Add or edit post types Change my agency logo Set or change the primary colors of my agency (in Newsroom 2.0) Add links to the footer	Manage contacts Manage users	Create or edit posts

Tenant Manager

Tenant Manager’s view is shown to the right. A Tenant Manager has the most rights in the application and can view all aspects and perform all actions available in the left column of options.  A user can be a manager of more than one tenant but can only login to and mange one tenant at a time.  This sub-section will discuss each option that is unique to Tenant Managers.  Other options will be discussed in following user sub-sections.

Tabs available to the Tenant Manager

Dashboard The dashboard contains content and use metrics for the period shown.
Categories Tenant Managers can see all categories that are available. Some categories are baked into the application.  These cannot be edited. Additional categories can be created by Tenant Managers and may be edited and activated/de-activated at will by the tenant manager. Once created, a category may not be deleted.
Post Types Tenant Managers can see the two basic post types and add and manage more post types for the tenant.  Post types can be considered as templates for posts. A post type defines what features will be included in the post using the defined type.  More on this below.
Settings Settings for the tenant can be managed by the tenant manager.  This includes agency or program logos, primary and secondary colors, and setting hyperlinks in the footer.  These settings are applicable to the tenant chosen or logged in to by the tenant manager.

Actions available to the Tenant Manager, or
As a Tenant Manager, How Do I . . . ?

Manage the Dashboard?

Information on this will be added when the feature is fully developed.

Coming when released

Add or Edit Categories

Categories are words that can be chosen to identify a general subject or subjects that the post is related to.  Categories are offered to the end user in a list in a drop menu on the right side of the public Newsroom home page.  When adding, choosing and assigning categories, careful consideration should be given to wording and selection so as to not provide too narrow or wide of a scope to the category.  This will aid Newsroom viewers in seeing as many articles as possible that are actually related to their subject of interest. From the left menu, choose: Categories. The category view displays several columns of information:
Category Data The category view displays several columns of information: Name – The name of the category as it will appear to the viewing public. Description – Describes how the category should be used for articles. Defined in this tenant – Whether or not the category was created for the current tenant. Is active – Yes or no.  Self-explanatory and set by editing the category If no, then the currently logged in Tenant Manger may not make changes to the category. If yes, then changes can be made by the logged in Tenant Manger. Actions – A button to open the category for editing where the category was defined in this tenant. Some categories are baked into the application and may not be edited at all.
Add a Category Click ‘Add Category’ Enter a name for the new category. Enter a description – optional. Make the category active by checking the ‘’Is Active’ box.  Again, this is optional, and categories may be activated and deactivated any time. When the entries are complete, click ‘Save’ The new category will be established and if active, be available to select for new posts.
Edit or Update a Category Click the ‘Actions’ button for the category to be edited. Make any edits or updates required and when finished, click ‘Save’. The update will be effective.	A category that has been defined in the current tenant may be edited.  Categories that are baked into the application or not defined in the current tenant may not be edited.

Add or Edit Post Types

Post types can be considered templates for posts and are identified in the post preview on the public view pages. Similar to categories, two post types are baked into the application, article and press release.  Other post types may be added and then edited if necessary. From the left menu choose ‘Post types’ Several columns are displayed with information about the various post types: Name – The name of the post type as it will appear to the viewing public. Description – Describes how the post type should be used for posts of various kinds - optional. Defined in this tenant – Whether or not the category was created for the current tenant. If no, then the currently logged in Tenant Manger may not make changes to the category. If yes, then changes can be made by the logged in Tenant Manger. Is active – Yes or no.  Self-explanatory and set by editing the category. Actions – A button to open the category for editing where the category was defined in this tenant.
Add a Post Type Click ‘Add Post Type’ Enter a name and a description. Set the post type to active or not. Define the parts of the post that will be included in this post type.  See the section, ‘Post type features defined’ for more on the options. Note: At least one Post Type Part must be selected in order to successfully save the new post type. When the entries and selections are complete, click ‘Save’. The new post type will be added to the list for the tenant.
Edit a Post Type Click the ‘Actions’ button for the post type needing editing. Make any edits or updates required and when finished, click ‘Save’. The update will be effective.

Change my agency logo

Have an image already selected, prepared, and saved in a local drive.

Select ‘Settings’ from the left menu. Click ‘Choose file’.  This will open your local file explorer so you can browse and select an image to be used as your logo on your posts.
Once selected, choose ‘Upload Logo’ The new logo will take the place of the seal of Oregon in your tenant posts.

Set or Change the Primary and Secondary Colors for my Agency (Tenant)

Select ‘Settings’ from the left menu On the line corresponding to the primary or secondary color, click in the color swatch to open the color selection window.
The color may be chosen using the color board by adjusting the slider and the color selection point to choose.
The color may also be manually specified by one of the following color schemes: RGB HSL HEX The scheme is chosen by clicking the color scheme bar.
Examples of Primar and secondary color selections. (Accentuated for the example, not recommended color combination) Selected colors:
On the Admin pages:
On the article pages:

Add links to the footer

Select ‘Settings’ from the left hand selections In the ‘Footer Hyperlinks’ section of the page, follow the instructions on the page.  To add a link, first type the text to be shown for the link then a comma, then in parenthesis the link address. Example:  Administrative Services,(https://oregon.gov/das)
Click ‘Save’ when link changes are complete and the changes will appear on the news site.

Tenant Administrator

Tabs available to the Tenant Admin

Tenant Admin’s view: The Tenant Admin can manage tenant contacts and tenant users.

Contacts Tenant admins can add and edit contacts for the tenant. Multiple contacts may be added to each tenant and can be individually selected for posts to the tenant.
Users Tenant admins may add and manage users for the tenant.  Users of the tenant may be granted any role for the tenant.

Actions available to the Tenant Admin, or
As a Tenant Admin, how do I . . . ?

Manage Contacts

Contacts will be assigned to sections in the article.  Sections referring to the audience invited to use that contact. Examples are “For news media” or “For general public”.

Add a contact While logged in as a Tenant Admin or Tenant Manager, select the ‘Contacts’ item from the left hand selections. Click ‘Add Contact’ Enter A section name Contact’s name Contact’s Job Title Office or Department of contact Email address of contact Phone number of contact A relative website URL Click save when entries are complete. The new contact will be added to the contact list.
Edit an existing contact While logged in as a Tenant Admin or Tenant Manager, select the ‘Contacts’ item from the left hand selections. Choose the ‘Edit’ icon from the ‘Actions’ column. Make any changes that need to be made to the contact information and click ‘Save’. Your changes will be saved to the contact record.

Manage Users

Add a user While logged in as a Tenant Admin or Tenant Manager, select the ‘Users’ item from the left hand selections. Select ‘+ Add User’ Enter the new user’s Email address Display name Choose a role. Enter a password. Then click ‘Save’ to establish the new user. The new user will show up as a new tile in the user list.
Edit existing users While logged in as a Tenant Admin or Tenant Manager, select the ‘Users’ item from the left hand selections. Choose the user that needs to be edited and click ‘Edit’ on that user’s tile. The user’s profile information will be displayed and editable.  Note that users may be deactivated and activated as needed. Click ‘Save’ and the changes will be applied.

 

Tabs available to the Content Editor

Content Editor’s view: The Content Editor may create, manage, and view posts to the newsroom and has a direct link to the live Newsroom public page.

 

Actions available to the Content Editor, or
As a Content Editor, How do I .  .  .?

Create Posts

While logged in as a content editor, choose the ‘Posts’ items from the left hand selections. Click ‘+Create Post’ Choose the Post Type Click ‘Next’
Fill in the details of the post being made.  Some entries are self explanatory such as the Post Title, subtitle and location information.  Some information will be specific to agency needs. The various sections of the post are made available according to the post type.  Post types can be created and modified by Tenant managers. Details of the Post sections are in the ‘Post type features defined’ portion of this article. Fill in the appropriate information for the post type.
Be sure and take advantage of the readability checker for the ‘Post contents’ section.  It can help editors ensure that they are not writing above an average article comprehension level.  Talk with your agency web folks about an appropriate goal for readability.
When finished editing for now, click ‘Save’ When the post is ready for publishing, click ‘Save and Publish’ To abandon the new post, click ‘Cancel’

Edit existing posts

A content editor may wish to update, add to or otherwise modify a post after the initial posting.  They may also have started a post at one point but been unable to finish the post during that editing session.  An unpublished post will be indicated in the ‘Published’ column.  Either way, just select the ‘Edit’ button at the right hand end of the post line item. This will open the post for editing and edits can be made or the post completed and saved or saved and published as with new posts described above.

Still have questions?  

You can:

• Search the Knowledge Base for what you are looking for: 

• Submit a question to the Oregon E-Government Service Desk