Web Authoring Guide

General Information:

Congratulations on creating a website at UConn Health. The purpose of this guide is to inform web author’s of how to connect to their website and create content.
This guide assumes that the IT department has created a domain name for your website upon your request. If you have not done so, then please submit the request and wait for the IT department to create the domain name.

For the enclosed instructions, we will use the fictitious domain name of ‘mydomainName.uchc.edu’.

Software Required:

It is recommended that web authors use the SharePoint Designer 2007 tool to edit content. Download SharePoint Designer 2007.

Staging:

The staging server is where you will make changes that you want in production.

For each web site at UConn Health, there is a also a staging area on the staging server.

Staging content is held on the file share \\websites.uchc.net\. Within this file share, there is a folder for each staging site. This allows for easy access to add, update and delete content. Once a change is made to any of these files, the content will be updated to production within a few minutes.

Stage and production should always be identical, but if you wanted to view the content on stage through your browser you could. Simply add stage- to the domain name of the website. For example, the domain name “mydomain.uchc.edu” would have a staging area of: “stage-mydomainName.uchc.edu”.

Stage sites are viewable by anyone on the UConn Health network, and are not viewable from the Internet.

*NOTE: The changes you submit to staging are automatically published to production by a process that runs constantly in the background. Do NOT publish anything to the staging server unless you want to see it in production, generally within a few moments.

Test:

We now have a test area available, that allows for development of a website prior to publishing changes to production. It is not a required that you use Test, but it does give you a place to test your changes and for larger changes- such as a site redesign- it gives you the ability to show the site to others prior to publishing to production.

Test content is held on the file share \\test-websites.uchc.net\. Within this file share, there is a folder for each test site. This again, allows for easy access to add, update and delete content.

While stage and production are always identical, test is not. Any changes here will not be published to production, but will be held until an editor of a particular website changes them.

For every domain name, we create a “test area” with its own domain name by adding the prefix “test-”. For example, the domain name “mydomain.uchc.edu” would have a test area of: “test-mydomain.uchc.edu” that is viewable in any browser. This allows new content that may not be ready for everyone to see, to be shared with multiple people via this url.

Test sites are viewable by anyone on the UConn Health network, and are not viewable from the Internet.

Using SharePoint Designer 2007:

To Update Stage Using SharePoint Designer:

  1. Open SharePoint designer.
  2. Click File, then Open Site…
  3. This will bring up a dialog box, type \\websites\ under site name and click “Open”

    SharePoint Dialog Box

  4. The box will remain open and you should see a list of folders:

    SharePoint Dialog Box

    Now scroll to find the folder with the domain name of your website, click it and click open.At this point, the folder should open up in SharePoint Designer 2007. There should be a “Folder List” in the upper left hand corner will several folders and documents. Double clicking on any documents will open them up for editing. As soon as you save any changes, the changes will begin their move to the production website. Saved changes will be viewable at your site (i.e. http://mydomainName.uchc.edu/) Go to your website in the web browser and make sure your changes have taken effect. This may take a few moments so be patient, but continue to hit F5 or your refresh button, and the changes should eventually appear.

How to Update Test Using SharePoint Designer 2007:

  1. Open SharePoint designer.
  2. Click File, then Open Site…
  3. This will bring up a dialog box, type \\test-websites\ under site name and click “Open”.
  4. The box will remain open and you should see a list of folders.
  5. Now scroll to find the folder with the domain name of your website, click it and click open.
  6. At this point, the folder should open up in SharePoint Designer 2007. There should be a “Folder List” in the upper left hand corner will several folders and documents. Double clicking on any documents will open them up for editing. Saved changes will be viewable at http://test-mydomainName.uchc.edu/

To Migrate Test to Stage/Production:

Method 1: Using SharePoint Designer 2007

  1. Open your test website in SharePoint Designer 2007. (See How to Update Test Using SharePoint Designer 2007 for specific details)
  2. Click File, then “Publish Site…”
  3. A dialog box labeled “Remote Web Site Properties” will appear:

    SharePoint Dialog Box

  4. Check “File System”, and type in the path to your site’s stage content as shown above. Click OK
  5. Next you will see a window in the center of the screen displaying local web site content and remote web site content:

    SharePoint Dialog Box

    Notice this page has a lot of information. On the left window we see all test content and on the right we see all stage/production content. This is identifiable by the header “Local web site: ” with the \\test-websites path on the upper left and the “Remote Web site:”  with \\websites\…  on the right.

  6. Next make sure “Local to Remote” is checked in the lower right hand corner and then click “Publish Web Site”
  7. Now a new window will be displayed:

    SharePoint Dialog Box

    This window gives you some very important choices. It is saying that there are files in stage/prod that are not in test. Should it delete the files? If you want to keep all the files in stage that are not in test, then click “No to all”.Now test’s content should be in stage. To verify, go to your production or stage site in your browser.

METHOD 2: USING WINDOWS FILE SHARING

  1. Click Start on the windows task bar.
  2. In the search or run box type \\websites and hit the enter key. This will pop up a windows explorer window with all of the websites folders. Browse for the desired web site folder, and double click open.
  3. Click Start again
  4. In the search or run box type \\test-websites and hit the enter key. This will pop up a windows explorer window with all of the websites folders. Browse for the desired web site folder, and double click to open.
  5. You should now have two windows open, one for stage and one for test.
  6. Copy the content you wish to move from test and paste it into stage. As an alternative, you can delete all content in stage and then copy test to stage. However, be aware of two important details:
    1. Your production site may not be available for several minutes as files are moved to stage and then production.
    2. Any thing deleted in stage is also deleted from production.  Make sure all necessary files are in test before deleting all files in stage.