Managing Content

All text, images, and other information on your site are considered content. Content is captured in various content types that define a specific grouping of content based on common elements or function.

When creating or editing content, you may notice help text below the fields. This often includes information such as required dimensions for images, available HTML tags, or other useful information. Look for this help text if you are unsure what some field's purpose is. See figure 1 for an example of this help text.

Help Text
Figure 1. An example of help text for an input field

In this section you will find:

  • Details about specific content types and best practices for each content type that is shared across all subsites.
    • Your subsite may have additional custom content types available but these will not be covered in this section.
  • Details about using images within your text content.
  • Step-by-step guides for various functions within the Rich Text Editor (RTE).

For best practices for different situations, it is recommended you view pages tagged with Best Practices.

 

Available Content Types

Basic Page

These are for static content and will likely comprise a majority of your website. They contain a title and a body of text.

Learn more about the basic page content type

 

Call To Action

These are designed to highlight an event, a new policy, some new page, etc. These can be placed in the left or right sidebars. In general, it is the preference of UTM Marketing & Communications that they are placed on the right-hand side.

Learn more about the call to action content type

 

Hero Images

This is a display banner block that appears on the home page of a site, intended to highlight and feature content. It can have a maximum of four (4) images displayed at a given time.

Learn more about the hero image content type

 

News

This content type is for time-sensitive posts and should generally be reserved for releases like news releases and announcements. Generally there should be an author name and e-mail associated with these items. This content type includes an optional image with caption and photo credit.

All sites have a listing view defined for news located at /your-subsite/news where your-subsite is the replaced with your site's url.

For example: /iits/news

Learn more about the news content type

 

Faculty & Staff Profiles

This content type outlines a faculty or staff member within your organization. These profiles are used to generate the listing view of departmental staff and faculty located at /your-subsite/people.

Example: /iits/people

Learn more about faculty & staff profile content type

 

Webform

This allows you to create a form or questionnaire to be completed by anonymous users. Results can be e-mailed to an e-mail account as the come in and the results are stored in the site where authorized editors can obtain them. It is generally recommended that you limit the amount of personal information you request in your forms.

Learn more about webform content type

 

Basic Page Content

Description

A majority of your site will consist of basic pages that contain a title and a body. The body can be any combination of formatted text and images.

Jump to:

 

Rich Text Editor

Basic Page RTE
Example of the basic page editor

The image on this page shows an example of the fields you should expect to see when adding a new basic page. The body of the page is generated using the rich text editor (RTE).

For more information using the RTE please view the following: Working With the Rich Text Editor.

When creating or updating a basic page you have several publishing options you can configure. See Content Settings for more information on these options.

 

Usage

 

Creating a new page

To create a new page,

  1. Navigate to Add Content > Add Basic Page using the administrative toolbar
    • This will bring up the content edit form for the Basic Page content type.
  2. Provide a Title for you page
  3. Provide content for the Body of your page
  4. Click Save 
    • Note: If you navigate away from this page without clicking the Save button, your changes will be lost.

 

Adding the page to the Menu

Whether you a adding a new page or editing an exisiting one, you can add a page to the menu by:

  1. Scolling to the bottom of the basic page editor screen to find the content settings
  2. In the Menu Settings tab, check the option Provide a menu link
  3. Choose the Parent Menu Item
    • The page you are adding or editing will be a subnavigation and appear under the page you choose in this step
    • To have the page as a top level menu item, select <Main Menu>
Page menu settings
Figure 1. Adding the page to the menu.

For more information on how to manage the menu, see Managing the Menu.

 

Giving the page a custom URL alias

In some situations, you may wish to give your page a custom path to have an easier to type URL. In general, we recommend using the default settings.

To override the default settings do the following:

  1. Click on the URL path settings tab in content publishing settings section at the bottom of the basic page editor screen
  2. Uncheck the option Generate automatic URL alias
  3. Enter your alias in the URL alias field
    • The www.utm.utoronto.ca/your-subsite/ portion will be added automatically
    • Note: only enter the portion after your subsite name (a relative path) with no leading or trailing slash or your page may become inaccessible. For example: path/to/your/page
Page url alias settings
Figure 1. Creating a custom alias for "my-custom-url". This will result in the page being located at www.utm.utoronto.ca/your-subsite/my-custom-url

For more information about URL aliases, see URL aliases.

 

Removing a page

  1. Navigate to Find Content > Find Pages (including Webforms)
  2. In this page, all of your pages will be listed. Find and click on the item you would like to edit.
  3. In the content page, click Edit
  4. To remove an item from display considerations, you can do so with one of two ways:
    • Unpublish (Recommended)
      • At the bottom of the page under Publishing Options, uncheck the "Publish" option
      • Save
      • Note: You can re-publish the item by checking the "Publish" option again and saving
    • Delete
      • Note: This action is permanent and there would be no way to recover data once it is deleted. This should be done only for pages that for sure you wouldn't need in the future.
      • Click the delete button at the bottom of the page and confirm

 

Best Practices

 

Call To Action Content

CTA Block
An example of a CTA Block

Description

A Call to Action is intended to grab a user's attention and draw them to a particular page or site.

Jump to:

 

Specifications

A call to action can exist on any page, however it can only appear on the right-hand side (Right Sidebar Region). All Call to Action content contains:

  • Title
  • Image
    • Use images that are at least 480px wide
    • The images will retain its aspect ratio and scale accordingly
  • URL with a title
  • [Optional] Short blurb or description

 

Usage

 

Creating a CTA

To create a call to action content,

  1. Navigate to Add Content > Add Call to Action using the administrative toolbar
  2. Provide a title
  3. Provide an image
    • Click "Choose File"
    • Select the image you wish to use and confirm
    • Click Upload
    • Provide an alternate text
  4. Provide a blurb or a short description. This is optional
  5. Provide a title and a URL
  6. Click "Save"

 

Adding the CTA to pages

To add your call to action block to pages,

  1. Navigate to Manage Site > Blocks using the administrative toolbar
  2. In the section titled Disabled, find the item with the title of your call to action content and click Configure to go to the block's settings page.
    • You should find an item with the title you provided when you created the call to action
    • Example: (Nodeblock: Call to Action): Title
  3. In the Region settings section of the block's setting page, locate Fawn (default theme) 
  4. In the dropdown below this theme, choose Right Sidebar.
    • Important: CTA Blocks should only be added to the Right Sidebar
  5. To add the block to pages, scroll down to the Visibility Settings section.
  6. On the Pages tab under Show block on specific pages choose Only the listed pages
  7. In the textarea below, enter the path for each page you want your call to action to appear on (one per line).
    • They should be relative paths of the form "path/to/your-page" excluding the "www.utm.utoronto.ca/your-subsite/" portion.
      Tip: You can enter <front> to place the block on the front page. See an example of block visibility.
  8. Click Save block at the bottom of the page.

Your call to action will now appear on every page you listed in step 7!

For more information on blocks see Managing Blocks.

 

Removing a call to action

There are multiple ways to remove a CTA from display.

  1. Disable Blocks
    • This simply disables the block from view. The actual content will continue to exist.
  2. Unpublish or Delete Content
    • This targets the content directly.

Disable Block

  1. Navigate to Manage Site > Blocks
  2. Locate the block you wish to disable and change the Region from Right Sidebar to None
  3. Click Save

Unpublish or Delete Content

  1. Navigate to Find Content > Find Call to Action
  2. In this page, all of your pages will be listed. Find and click on the item you would like to edit.
  3. In the content page, click Edit
  4. To remove an item from display considerations, you can do so with one of two ways:
    • Unpublish (Recommended)
      • At the bottom of the page under Publishing Options, uncheck the "Publish" option
      • Save
      • Note: You can re-publish the item by checking the "Publish" option again and saving
    • Delete
      • Note: This action is permanent and there would be no way to recover data once it is deleted. This should be done only for pages that for sure you wouldn't need in the future.
      • Click the delete button at the bottom of the page and confirm

 

Best Practices

  • Avoid images of text where possible. See more about images of text.
  • Keep the blurb short.
  • Your link title should represent an action (e.g. "Act now", "Register here", "Learn more", etc.).
  • If linking to a page within your site, try using a relative URL in the URL field
  • It is recommended that CTAs be placed in the Right Sidebar region for your pages only for consistent placement throughout the site.
  • When placing the Call to Action block, try to limit the placement to pages that are relevant to the URL it is linking to. For example, if your Call to Action is targeted at new students it might not make sense to have it appear on pages targeted to returning students.

 


Legacy versions: UTM Minor

Hero Image Content

Description

The Hero Image is a new content type in Fawn. It is display banner feature in the homepage of a site that has an image, a title, and a link.

Jump to:

 

Hero Image

Use Case

This feature is meant to highlight content on the home page and direct users to more information.

Specifications

  • Images
    • Max displayed size at the moment is 3840px x 1296px (w x h)
    • Images of any size will be scaled and cropped to accordingly, so if something is slightly too small, it should still work
    • High quality appropriately sized images will yield best results
  • Items
    • A max of four (4) hero images will be displayed. The four images with highest priority will appear first
    • If there are no hero items, the banner will not be displayed
    • If there is only one (1) hero item, the slide indicator and pagination will not display
  • Sort
    • Ordering is determined:
      1. First if the “Sticky at top of lists” checkbox is checked from the publishing options
      2.  Followed by the weight from lowest value to highest value
        • Note: two items with the same weight will be sorted alphabetically by title
      3.  And finally by most recently changed

 

Usage

Add Hero Image Menu
Figure 1. Add Content > Add Hero Image

 

Adding a Hero Image

  1. Navigate to Add Content > Add Hero Image
  2. Provide a title
  3. Provide an image and an alt text
  4. Provide a link and a link title
  5. Specify weight. This is what dictates the sort order
  6. Save

 

Removing a Hero Image

Note: Only a maximum of 4 items are displayed and the items are prioritized based on the sort order.

  1. Navigate to Find Content > Find Hero Images
  2. In this page, all of your hero items will be listed. Find the item you would like to edit and click "Edit"
  3. To remove an item from display considerations, you can do so with one of two ways:
    • Unpublish (Recommended)
      • At the bottom of the page under "Publishing Options", uncheck the "Publish" option
      • Save
      • Note: You can re-publish the item by checking the "Publish" option again and saving
    • Delete
      • Warning: This action is permanent and there would be no way to recover data once it is deleted
      • Click the delete button at the bottom of the page and confirm

 

Best Practice

  • Avoid using images with text information on it. It is not accessible and may be visually cut off.
  • Use short and concise titles for both the hero title and the link title
  • Use relative paths when linking within your site

 


Note: This replaces the old Feature Image and Feature Box feature.

News Content

Description

The news content type is used to publish time sensitive content such as stories about events, initiatives or people/groups. 

Jump to:

 

Use Case

News Listing Block - Headlines
Figure 1. News Listing Block - Headlines Display

News content should be noteworthy, should relate to something recent (not “old” news) and ideally it should quote individuals who are relevant to the story. It should also include a relevant image with sufficient alt-text (see: Accessible Images and Multimedia) for which your department, UTM, or U of T holds full rights.

Display

In addition to the news page that the news content type generates, news content items are also automatically listed in pre-defined news listing display.

There are three displays that lists news items:

  1. News Listing Page
    As mentioned on the Available Content Types page, there is a pre-defined path for all news articles. You can access this by going to /<your-subsite>/news where <your-subsite> is replaced with the url for your Drupal subsite. For example, http://www.utm.utoronto.ca/iits/news
  2. News Listing Blocks
    In addition to this page there are two block options available for your subsite. It is generally reccommended that news listing blocks are displayed on the homepage. Blocks are available upon request. Send request via the ticket system (https://uoft.service-now.com/utm_iits).
    1. Headlines Display
      This block lists the 4 most recent articles. It only displays the Title and Date and links to the article. This block appears in the right sidebar region. See Figure 1.
    2. Grid Display
      This block displays 2 or 4 most recent articles. This setting can be configured accordingly upon reqquest. It displays the image, title, and date and links to the article. This block appears in the content region. See Figure 2.
News Listing Block - Grid
Figure 2. News Listing Block - Grid Display

 

Specifications

  • Image (Image Field)
    • Images uploaded in this field is what is featured at the top of the article page. It is also what appears in grid listing views
    • It is recommend that images be at least 1110px wide
    • Larger images will scale appropriately or used in high resolution scenarios
    • If using the Grid News Listing Block, a gray placeholder will be displayed if there is no image set for the article
    • In the article page, images will attempt to cover the banner space while retaining aspect ratio. A filler background based on the image will fill in the remaining space in the event that the image is too small to span the entir width of the banner space
    • Images should have an alt-text
    • Your department, UTM, or U of T should hold full rights to the image being used
  • Body
  • Metadata
    • Date
      • The date specified in date field appears in listing views as well as the article page
    • Author
      • Author of the article
    • Author's email
      • E-mail address of the article's author

 

Usage

Create news content

  1. Navigate to Add Content > Add News
  2. Provide a Title
  3. Specify a Date & Time
    • This appears in the meta data
  4. [Optional] Provide an Author's Name
  5. [Optional] Author's Email
  6. Provide an Image
    • Click Choose File
    • Select the image you wish to use and confirm. Note: It is recommend that images be at least 1110px. Please see specifications above for more information
    • Click Upload
    • Provide an alternate text
    • [Optional] Provide Image Caption
    • [Optional] Provide Photo Credit
  7. [Optional] Provide Subheader/Teaser Text
  8. Add your content in the Body
  9. Click Save

Your news page will now be published and will appear in any news listing display.

 

Remove news content

  1. Navigate to Find Content > Find News
  2. In this page, all of your pages will be listed. Find and click on the item you would like to edit.
  3. In the content page, click Edit
  4. To remove an item from display considerations, you can do so with one of two ways:
    • Unpublish (Recommended)
      • At the bottom of the page under Publishing Options, uncheck the "Publish" option
      • Save
      • Note: You can re-publish the item by checking the "Publish" option again and saving
    • Delete
      • Note: This action is permanent and there would be no way to recover data once it is deleted. This should be done only for pages that for sure you wouldn't need in the future.
      • Click the delete button at the bottom of the page and confirm

 

Best Practices

  • News writing uses the “inverted pyramid” form of storytelling, which clusters the most important information at the beginning of the story (the “who/what/where/when/why”), followed by details of diminishing importance. Further information can be found at:

  • Keep news stories short, particularly on the web. Limit the word count to no more than 400-500 words. Titles and captions should also be short.
  • Use active verbs, and avoid long or convoluted sentences. Clarity is best.

  • Include links wherever relevant.

  • Put the names of U of T Mississauga faculty, staff or students mentioned in the copy in bold text.

  • If you are republishing the story from another source, ensure that you have permission to do so, and include the name of the author and a link to the original source.

 


Legacy versions: UTM Minor

Faculty & Staff Profile Content

Description

This content type is used to create profiles for departmental listings. It includes fields that capture information such as contact information for the individual, educational background, teaching information, and publications. An automatic listing page of these profiles is available.

Note: In order to use this content type, it must first be configured for your website by I&ITS.

Jump to:

 

Fawn

In Fawn, customization to people categories and the listing page layout is available. Editors can now use limited settings to specify:

  • Grid layout:
    There are options to display the listing in either one-column, two-column, or three-column layouts.
  • Groupings / Categories
  • Fields to show in the cards

Additional improvements include:

  • Placeholder for entries without images will now use the individual's initials
  • Visual indicator for entries stickied at top of lists
  • Accessible and responsive look & feel

 

Usage

Creating a profile

  1. Navigate to Add Content > Add Faculty & Staff Profile
  2. Fill in required fields and other fields in which you want to provide with content
    • Photo: It is best to provide images that are atleast 550px by 550px in size.
    • Categories: This field dictates how the listing will be categorized and grouped. Read more about the Faculty & Staff Catogeries.
    • Research Area: This field dictates how the listing will be categorized and grouped when filtering the list by Research Area. Read more about the Research Area.
  3. Click Save

The profile page is now published and will appear in appropriate listing displays.

 

Removing a profile

  1. Navigate to Find Content > Find Faculty & Staff Profiles
  2. In this page, all of your pages will be listed. Find and click on the item you would like to edit.
  3. In the content page, click Edit
  4. To remove an item from display considerations, you can do so with one of two ways:
    • Unpublish (Recommended)
      • At the bottom of the page under Publishing Options, uncheck the "Publish" option
      • Save
      • Note: You can re-publish the item by checking the "Publish" option again and saving
    • Delete
      • Note: This action is permanent and there would be no way to recover data once it is deleted. This should be done only for pages that for sure you wouldn't need in the future.
      • Click the delete button at the bottom of the page and confirm

 

Managing Faculty & Staff Profiles Settings

 

Manage Site > Facutly & Staff Profile Settings
Figure 2. Manage Site > Facutly & Staff Profile Settings

The Faculty & Staff Profile settings must first be enabled by an administrator. Please contact us and request to enable it if it isn't already.

Once enabled, you can acess the settings page by navigating to Manage Site > Faculty & Staff Profile Settings. In this page, you can specify layout options and toggle the visibility of fields for the profile listing page.

Faculty Staff Profile Setting Options
Figure 3. Faculty & Staff Profiles Settings options

Layout

  • Grid
    Displays the people in the listing page in a grid of either one, two, or three columns.
  • Category
    Groups the people in the listing page according to their category. Read more about the Faculty & Staff Catogeries.

Field Visibility

Note: A field will not be displayed if there is no content/data regardless of settings.

  • Link Name to Profile
    Enables the individual's name to link to their full profile page.
  • Show Picture
    Enables the profile picture to be displayed on the listing page. If the individual doesn't have a photo, a placeholder (a grey box with their initials) will be displayed instead.
  • Show E-mail
    Enables the email field to appear in the contact information on the listing page.
  • Show Office Hours
    Enables the office hours field to appear in the contact information on the listing page.
  • Show Website
    Enables the website field to appear in the contact information on the listing page.

Note: These settings are only for people listing pages. A profile page will display all information as long as the fields are not empty and information is provided. The settings set here affects all people listings in the entire site.

 

Set a profile as sticky

People are sorted alphabetically by last name. You may highlight one particular individual and have them appear at the top of list by assigning that individual "sticky at top of lists".

Sticky Options
Figure 4. Sticky at top of lists option

To highlight a profile:

  1. Add a new faculty staff profile OR edit an exisiting one
  2. Scroll to the bottom of the page, and go to the Publishing Options tab
  3. Select the option Sticky at top of lists and click Save

Note: This feature is meant to highlight one or two profiles and take them out of the default sort order. This should be used sparingly and only where it makes sense.

 

Best Practices

  • Sticky should only be applied to actual highlighted or stickied content. Do not make alot of profiles sticky.
  • Let the automatic listing page do the heavy lifting of generating the list of profiles instead of making your own listing page
  • Periodically check the profile listing to ensure content is up to date

 


Note: Customization to categories and listing page layout is only available in Fawn.

Faculty & Staff Categories

Description

Example of terms appearing as options
An example of terms in the "Faculty Staff Category" vocabulary appearing as options when creating a new or editing an existing profile.

Taxonomy is what allows the categorization of content based on terms. The Faculty & Staff Content uses taxonomy to define a vocabulary of terms that editors can assign when adding a profile. The display mechanisms of listings can then use terms to list and filter profiles accordingly.

The terms defined in the Faculty Staff Category vocabulary will appear as options when creating a new or editing an existing profile. It is under Basic Profile Fields section labeled Categories.

 

Managing the Faculty & Staff Categories

 

Main Site > Taxonomy
Figure 1. Manage Site > Taxonomy
  • See Figure 1. You can navigate to the taxonomy page by using the administrative toolbar. Manage Site > Taxonomy
  • In the taxonomy page, find the Faculty Staff Categories vocabulary and click list terms
  • In this page you can:
    • Add Terms
      • To add new categories, click Add Term button
      • Provide a name and optionally a description of the category and click Save
      • Note: Do not create an empty category
    • Edit Terms
      • You can edit an existing term by clicking on Edit
    • Sort Terms
      • You can sort and organize the list of terms by drag & drop method or show row weights method
      • Note: The sort order set here dictates how the order of the groups appears in the listing page, if the listing page is set to group by categories
  • Click the Save button to save your changes

 

Best Practice

  • Do not create empty categories. If a category doesn't have any entries under it, disable or remove it until it is actually in use.
  • Avoid using symbols in the term titles

 

Research Area

Description

Research Area terms as options in profile creation
Figure 1. Research Area options

Similar to the Faculty & Staff Categories, Research Area is a vocabulary intended to define terms based on research area that can be applied to faculty profiles. This is used to group and filter profiles based on research area. 

The terms defined in the Research Area vocabulary will appear as options when creating a new or editing an existing profile. It is under Research section labeled "Research Area".

Figure 1 is an example of terms in the "Research" vocabulary appearing as options when creating a new or editing an existing profile.

 

Managing Research Area Terms

 

Main Site > Taxonomy
Figure 1. Manage Site > Taxonomy
  • See Figure 1. You can navigate to the taxonomy page by using the administrative toolbar. Manage Site > Taxonomy
  • In the taxonomy page, find the Research Area vocabulary and click list terms
  • In this page you can:
    • Add Terms
      • To add new categories, click Add Term button
      • Provide a name and optionally a description of the category and click Save
      • Note: Do not create an empty category
    • Edit Terms
      • You can edit an existing term by clicking on Edit
    • Sort Terms
      • You can sort and organize the list of terms by drag & drop method or show row weights method
      • Note: The sort order set here dictates how the order of the groups appears in the listing page, if the listing page is set to group by categories
  • Click the Save button to save your changes

 

Best Practice

  • Do not create empty categories. If a category doesn't have any entries under it, disable or remove it until it is actually in use.
  • Avoid using symbols in the term titles if possible

 

Webform Content

Description

This content type is used to collect data from external users. Results can be e-mailed to you or downloaded from the edit server into an Excel format.

 

Best Practices

  • Request as little personal information as possible
  • Clear webform results where personal information is captured once the information is taken offline

 

Creating a Webform

Creating a webform is a simple, but sometimes lengthy, process. The steps are as follows:

  1. The first step in creating a webform is to choose Add Webform from your Drupal user menu.
  2. Add your introductory or instructional message in the body field.
  3. Add the fields for the data you wish to capture. You can find descriptions of available field types at Webform Field Descriptions and a step-by-step guide to creating your webform at Building Your Webform.
  4. Configure e-mails to be sent upon a successful submission. More on this in E-mailing Webform Results.
  5. Customize the form with a 'Thank You' page and manage other settings. More in Webform Form Settings.
  6. Test your webform to ensure everything is working the way you expect it to. See Testing your webform.

 

Webform Field Descriptions

This page outlines the fields available when creating a webform.

Date #
Used for capturing a generic date within a set range.
E-Mail #
Used for capturing e-mail addresses.
Fieldset #
Used to group a set of fields. This is useful when you have a longer form and want to divide it into sections.
Grid #
This is used for sections that have multiple questions with the same possible responses. For example, a group of questions like "on a scale of 1 - 10 rate the following".
Hidden #
A value that is submitted with the form but is not visible to the user. In general you should not need this.
Markup #
This field allows you to insert basic HTML markup. This allows you to insert a text statement or declaration into your form.
Number #
This allows you to collect a generic number. This may be a decimal number, a whole number. You can define a maximum and minimum value as well.
Page break #
This allows you to put a page break in the middle of your form. This is useful for breaking up very long forms.
Select options #
Used for dropdowns, radio buttons and checkbox lists.
Textarea #
Captures multiple lines of plain text. This text can be several paragraphs in length.
Textfield #
Captures a single line of plain text that is less than 255 characters in length.
Time #
Captures a generic time. This can either be in 12 or 24-hour format but cannot be limited to a range.

Building Your Webform

Adding a Field

Once you've saved your instruction portion it's time to add the fields.

For each field, you must do the following:

Thumbnail of the webform component listing with items listed 1 to 4 to mirror steps
Figure 1. The first 4 steps in creating a new webform component. View full-sized image.
  1. Add a label for the field. This will appear next to or above the form field.
  2. Specify a field type. Choosing the appropriate field type will not only give you better results, but will also improve the accessibility of the form. See Webform Field Descriptions for descriptions of all available field types and also Accessible Webforms for more information on improving the accessibility of you webforms.
  3. Specify whether the field is mandatory by checking the Mandatory box or optional by leaving it unchecked.
  4. Click the Add button to take you to the component settings screen.
  5. Confirm component settings by clicking Save component.

 


Editing Components

An example of a webform component
Figure 2. An example of the edit screen for a webform textfield component called "Example". View full-sized image.

Figure 2 depicts the edit screen for a textfield component. The fields in this section will be there for all components regardless of type. They are:

Label
The field name to be displayed to the user.
Field Key
The system's identifier for this field. This name must be unique within the context of the form and it can only contain lowercase letters (a-z), numbers (0-9) and underscores ( _ ). As long as this identifier is unique you can safely have multiple fields with the same name (For example, if you had a form with a primary and secondary contact name in a fieldset).
Default value
The default value for this field. Fill in this field if you want to pre-populate the field with some data. For example, if you are capturing an e-mail address want to suggest a user enter their UofT e-mail address, you could prepopulate this field with "@mail.utoronto.ca".
Description
This is the help text that appears below your field. Use this to clarify ambiguities or provide more detail for a specific field's expected data. This is also a good place to make note of any specific maximum length the field may have.

You may notice the collapsed sections titled "Validation" and "Display". These sections contain additonal options based on your selected component type. They are not present for all field types.

Validation

The validation section contains options that affect how the field's data will be captured. In addition to including if this field is mandatory or not, this also includes items such as:

  • Maximum length for textfields
  • Maximum and minimum value for numbers
  • If the value must be unique
  • The range for dates
Validation settings for the textfield component
Figure 3. The validation fields for the textfield component type. View full-size image.

Display

This section contains options for how your field is displayed visually. They also vary by field type. This includes items such as:

  • Label location (either inline or above the field)
  • Height and width of a text area
  • Thousands separator for numbers
  • Prefixes such as $ and suffixes such as kg for numbers
The display options for the textfield component
Figure 4. The display options for the textfield component type. View full-sized image.

Analysis

For some items you may see an Analysis section. These settings affect how your data is analyzed when you are viewing results while logged in.

 

Arranging Form Order

The order you created the form components will be the order they are displayed. If you wish to change the order of the items in your form, there are two ways you could go about doing so.

 

Drag and Drop Reordering

You can reorder the items in your webform by clicking and dragging the quad-directional arrow icon to the left of the form field.

Quaddirectional arrows highlighted showing where it can move
Figure 5. Clicking and dragging this icon will allow you to change the location of the dragged field. View full-size image.

This method is also used to move items into a fieldset component. Instead of dragging up and down, the item should be dragged to the fieldset it be placed in and then to the right.

Note: This is the only way to make fields children of a fieldset.

A set of fields with a fieldset component in the list.
Figure 6. This shows a set of fields with a fieldset component. View the full-size image.
Two items placed as children of a fieldset
Figure 7. This demonstrates the items moved as children of the fieldset. View the full-size image.

 

Sort Weight Manipulation

If you wish to manually sort the entire list at the same time you can click on the Show row weights link in the upper right corner of the component listing page (see Figure 8). The items will sort from lowest number (top) to largest number (bottom). Figure 9 demonstrates two values being swapped. When the save button is pressed, these two fields will switch into the numerical order assigned.

A red arrow points to the Show row heights link
Figure 8. Clicking the link pointed to by the arrow will change the list to a sort by weight view. View the full-sized image.
Two values being swapped

Figure 9. The two values have been swapped. Pressing save will swap the order of these two fields. View the full-sized image.

 

Sending an E-mail When a Webform is Submitted

Step-By-Step E-mail Creation

 

Step 1 - Choose the e-mail recipient

The first step is to choose the e-mail address that will be receiving the e-mail. This can be either:

  • A manually defined e-mail address such as a shared departmental account or your own e-mail address OR
  • you can have the e-mail be sent to an e-mail address provided by the user completing the form

The second option can be used for any email component in your form. If you request a user's e-mail address be sure to use this component type and to make it mandatory if you intend to send an automated reply.

Once you have entered an e-mail address or chosen a field. Click the Add button on the right (see Figure 1).

The e-mails screen for webforms
Figure 1. The webform E-mails tab. From here you can enter an e-mail address or choose from available email form components for e-mail recipients. View full-sized image.

 

Step 2 - Set your header details

The next step is to choose your e-mail's subject, the e-mail address to send the e-mail from, and the name of sender.

For each of these options you can choose from a pre-configured default, a custom value, or a relevant component value from the user's submission. (see Figure 2). Also, you can update or modify the e-mail selected in Step 1.

The e-mail header settings.

Figure 2. The e-mail header details for a webform e-mail. View full-size image.

Step 3 - Set your E-mail template

The next step is to choose what the body of the e-mail will be. This can be either the default template which supplies a list of submitted values, or it can be a custom message such as a thank you e-mail or some other confirmation message that will be delivered to an e-mail address.

To override the template, you can just edit the E-mail template text area. You do not need to select Custom template from the dropdown as this will occur automatically.

The default E-mail template for webforms
Figure 3. The default template for e-mails sent by webform submissions. View full-sized image.

If this e-mail is being sent to the user who filled out the form, you may wish to consider adding helpful information like "Thank you for submitting the form for [purpose]. Your submission has been received."

 

Step 4 - Complete the e-mail setup

Hit the Save e-mail settings button at the bottom of the page to save this e-mail.

 

Step 5 - Repeat

Repeat process from step 1 in order to add a second e-mail. You can send multiple different e-mails upon a successful form submission.

 

Webform Form Settings

The third tab under the Webform tab is additional form settings. 

 

Submission settings

Confirmation message

This field allows you to set a custom confirmation message. This is the place where you would enter a message such as "Thank you for your submission. You will receive an e-mail confirmating the receipt of your submission."

 

Redirection location

This allows you to set a custom thank you page or some other page you wish to redirect the user to.

 

Total submissions limit

You can provide a hard limit on the number of submissions received with this setting. This would be useful, for example, if you had a case where you are only accepting the first 20 replies to a form.

 

Per user submission limit

This refers to logged in users. It is recommended you do not change this from the result of "Unlimited" or users may be unable to submit your form.

 

Status of the form

This allows you to close the form to futher submissions. Users will encounter a "Submissions for this form are closed." message when they view the form. The introductory information you entered for the form will still appear, but the form will not.

 

Other settings sections

There are two other settings groups, Submission access and Advanced settings. It is advised that you should leave these settings as their defaults or your form may not work as expected.

The only option in these sections that you may wish to change is the "Submit button text" under the Advanced settings section. This allows you to change the label of the submit button at the end of the form some custom label.

 

Testing your Webform

  1. View your form from the public www.utm.utoronto.ca location.
  2. Fill in the form with sample data that matches what you're expecting.
  3. Submit the form.
  4. Confirm that all e-mail notifications were sent to the appropriate e-mail addresses.
  5. View results from the Results tab.

 

Viewing Webform Results

There are numerous methods of viewing and analyzing the data collected by webforms. You can access all of these options via the Results tab that is present while viewing a webform while logged into your site with the appropriate permissions. Figure 1 shows the location of this tab.

Viewing Results

 

Submission Listing

This is the simplest listing of the webform results. You can find it under the Submissions subnavigation item when viewing the Results tab. From this page you can either View, Edit or Delete any submitted webform result. You can expect the User listed to read Anonymous (not verified) as this just means that it was someone who was not logged into the edit server.

A sample of submission listings
Figure 1. The submission list. View full-sized image.

Note: As with all deletion, there is no undo. Deletion of a webform result is permanent.

Viewing a single submission

Clicking on the View option next to a submission will allow you to view the specific values submitted in each submission. You can navigate between submissions by clicking on the next and previous submission links located at the top-right and bottom-right of the submission details. This can be a useful way of viewing your submissions if you want to review them one at a time.

A sample submission

Figure 2. A sample of a single submission being viewed. View full-sized image.

Submission Analysis

This screen is found under the Analysis subheading. Its primary purpose is to gather a quick view of how items were voted on. This is mostly useful where you have a select list or grid types to gather information to see which item is most voted on.

A sample of the analysis screen

Figure 3. A sample of the analysis screen. You may notice this is not particularly useful for text fields. View full-sized image.

Submission Table

This is available from the Table subheading. If you have a simple form, you may be able to view all the details on this page easily. However, if you have a longer form with many fields or very long field labels you may find this page very hard to read. In this case you would likely want to use the Download functionality.

A sample of the results table

Figure 4. A sample of the Table screen. View full-sized image.

Downloading Results

You can download webform results from the Download subheading under the Results tab. You have the option of downloading the webform results as Delimited text (CSV, for example) or as an Excel format. For Delimited text you can choose the delimit character to be a tab (\t), a comma (,), a semicolon (;), a colon (:), pipe (|), period (.) or a space ( ). You may choose the best one based on your expected data.

A sample download screen
Figure 5. A sample of the download screen. View full-sized image.

You also have a few other options that you can set for your export.

 

Select list options

This section can be expanded by clicking on the Select list options page on the Download page. This offers you some additional customization in how select list and grid items will be handled in the downloaded results. 

Screenshot of the select list options.
Figure 6. The select list options section for downloading results. View full-sized image.

 

Included export components

This section can be expanded by clicking on Included export components in the Download screen. This allows you to remove some of the additional metadata that is included with the submissions in your downloaded data. This includes items like the internal submission number, the time and date of submission, and the IP address of the submission.

A screenshot of the included export components section

Figure 7. The included export components section. View full-sized image.

Download range options

This section can be expanded by clicking on the Download range options link in the Download page. In this section you can choose a subset of all submissions. In this section you can choose any of the following:

  • All submissions
  • Only new submissions since the last time you downloaded.
  • Only the latest X submissions. Where X is a number you define.
  • All submissions starting from: Start SID and optionally to: End SID. These SID values are the submission ID listed with the submissions on the listing page.
A screenshot of the download range options

Figure 8. A screenshot of the download range options. View full-sized image.

Clearing Results

Clicking on the Clear sub-navigation item on the Results tab will bring you to a page that allows you to delete all submitted webform data. It is recommended that you periodically download and clear your forms via this method if you are requesting personally identifiable data. This will help minimize the amount of data leaked if there's ever an integrity breach.

Note: Like all deletion in Drupal, this is permanent. There is no undo function. Use this functionality with caution.

The clear screen for webform results

Figure 9. The screen for clearing results. View full-sized image.

 

Content Settings

The settings items found on this page are common to all content types. These are configured per node. Certain content types may be missing the menu options because in general they should not be placed in the main menu.

In general, you will see a box like the one below at the bottom of each piece of content just above the Save and Preview buttons.

Content Settings
Content settings with default settings on a basic page.

Menu Settings

This setting allows you to add your content to the main menu of your site. 

The Menu link title will automatically be populated with your page title as defined for your content. You can set this field to have a different link title than the page title.

Description will be displayed when you hover over the link to this page in the menu. This is optional. Use this when you want to clear an ambiguity with the title or want to provide a very short description of the page.

The Parent item dropdown lists all items on your menu. Selecting <Main Menu> from this dropdown will place the item on your menu at the top level. If you choose a page from this dropdown your new page will be linked as a child page of the selected parent.

Weight determines how this item will be sorted in the menu with its siblings.

This is not the only way to add a menu link to your page. For more information on menus see Managing the Menu.

Menu settings sreen

 

Revision Information

This setting allows you to create a new revision of content. This preserves the old page and allows you to rollback to a previous revision of the page via the "revision" tab. Entering a brief description of your changes in the Revision log message field is recommended as it allows other content managers on your site to see what was changed without having to fully review a page.

If you uncheck Create new revision when editing a page the previous version of the page will not be recoverable.

Revision information options

 

URL Path Settings

Automatic URL generationThese settings allow you to change the URL of a page. You can enter a custom URL alias here by unchecking the Generate automatic URL alias box. Please take note of the help text below the URL alias field.

Optionally specify an alternative URL by which this content can be accessed. For example, type "about" when writing an about page. Use a relative path and don't add a trailing slash or the URL alias won't work.

When creating a custom URL alias, the path to your site is added automatically. For example, if your site is www.utm.utoronto.ca/example/ and you want a page located at www.utm.utoronto.ca/example/path/to/my/page, you only need to enter path/to/my/page as the rest will be handled automatically. You do not need the leading or trailing slash or the site name.

In general, it is recommended that you leave Generate automatic URL alias checked. 

A custom URL being created

 

Authoring Information

This section allows you to change the posted date for the purposes of sorting.

the authoring information screen

 

Publishing Options

The only option in this section that matters is the Published checkbox.

If content is marked as published, it will be public available. If this checkbox is not checked the page will only be available to content managers for your site. This option is useful if you wish to save an unfinished page temporarily to avoid losing progress or if you wish to remove a page temporarily in order to rework it.

The Promoted to front page and Sticky at top of lists checkboxes are unused and should be left unchecked.

The publishing options screen

 

Finding Existing Content

Find Content Menu items
Figure 1. Find Content Menu Item

An administrative view has been created for each content type that lists relevant information. These can be accessed from the Find Content dropdown from your administrative menu.

Clicking on Find Content will give you a generic listing of titles that will let you search and filter content of all types and statuses.

The other links under Find Content provide a unique listing for all published content of a type with some other useful fields. For example, the Find Hero Image link will give you a thumbnail of each feature image.

These content type-specific views will only show Published content. There is an additional one specifically for unpublished content of all types.

An example of the Find Pages (including Webforms) view.
Figure 2. An example of the Find Pages (including Webforms) view.

 

Working With Images

Uploading Images

See Working with the File Manager and Images and Media In The RTE.

 

Aligning Images

Refer to Images and Media In The RTE for how to align images. 

 

Best Practices

  • All website images should be 72 DPI (dots per inch) and use RGB (not CMYK) colouring
  • Always start from the highest resolution image you can and scale it down to an appropriate size.
  • Do not change the aspect ratio of an image. Changing the aspect ratio will result in squished or stretched images.
  • Images should be accessible. See Accessible Images and Multimedia.

 

Working with the File Manager

In this page:

 

Viewing Available Files

There are a few ways you can access the file manager while editing.

You can access the file manager in the following ways:

File browser link highlighted on user page

Figure 1. The file browser link on the user page. See full-size image.

 

Uploading a File

Once you have the file browser open, the first step in uploading a file is selecting the directory you wish to upload to. This is done by selecting the desired folder to upload to in the Navigation pane (see Figure 2).

The navigation pane highlighted in the folder browser
Figure 2. The navigation pane. View full-sized image.

Once you've chosen the directory you want the file in click on the Upload button on the top bar of the file browser, click on Choose File and choose the file from your system, and finally click on the Upload button in the pop-up dialog (see Figure 3). 

Upload pop-up is displayed with arrows pointing to the file selector and upload button

Figure 3. Locations of fields for uploading files. See full-sized image.

 

Deleting Files

First, locate the file you wish to delete and select it so that it is highlighted in the file browser. Click the Delete icon. Your browser will prompt you to confirm the deletion. If you click OK your file will be deleted. See Figure 4.

Remember, deleting files is permanent.

Note: Deleting a file will not remove any links pointing to the file. Links to a file should be removed prior to deleting the file unless you are simply replacing the file.

Delete button in IMCE

Figure 4. The delete button location. Clicking this will delete the highlighted item (drupal_square.png in this example). View full-sized image.

 

Replacing Files

  1. Identify the file you wish to replace; Take note of the exact file name and folder location.
  2. Rename your new file to the exact filename as found in step 1.
  3. Delete the existing file from the file manager.
  4. Upload the new file with the same name as in step 1.

 

Adding Subdirectories

  1. Select the directory in which you wish to create the new directory the same way you choose the location to upload a file (see Figure 2).
  2. Next, open the directory dialog by clicking on the Directory button. See Figure 5 for the location of this button.
  3. Enter the name of the directory you wish to create. See Figure 6 for an example of this and the following step.
  4. Press the Add button.
The directory button in the file manager

Figure 5. The subdirectory management button. View full-sized image.

A subdirectory being added

Figure 6. A demonstration of a subdirectory named mysubdirectory being added to the shared directory. View full-sized image.

 

Removing Subdirectories

To remove a subdirectory follow these steps:

  1. Locate the directory containing the directory you want to remove in the Navigation pane. See Figure 2.
  2. Click on the Directory button. See Figure 5.
  3. Choose the sub-directory you want to delete from the dropdown menu (or type in the directory name). See Figure 7.
  4. Click the Remove button. See Figure 8.
  5. The browser will prompt you to confirm deletion of the directory. Clicking OK will remove the subdirectory and all files in it.

Reminder: All deletion in Drupal is permanent. Be careful when deleting directories, as all files and directories within the deleted directory will be lost.

A directory being selected from the subdirectory dropdown
Figure 7. mysubdirectory being selected from the dropdown of subdirectories in the shared folder. View full-sized image.
Location of the remove button with a directory selected

Figure 8. mysubdirectory has been selected and the Remove button is being clicked. View full-sized image.

 

Resizing Images

  1. Select the image you wish to resize.
  2. Click the Resize button. See Figure 9.
  3. Enter a new desired height or width. Clicking into the remaining empty field will automatically calculate the remaining dimension. See Figure 10.
  4. If you want to overwrite the existing image, uncheck the "Create a new image" checkbox. Otherwise, leave this checked to create a new image file.
    • For example, if you have a file called my_file.png and have the box checked, when you finalize the resize a new file called my_file_0.png will appear in the directory. This is useful if you want a smaller version of the same image to use as a thumbnail to link to the larger image. This was the method used for many of the images in this guide.
  5. Click the Resize button in the pop-up dialog. See Figure 11 for the location of this button.
The location of the resize button
Figure 9. The location of the resize button. View full-sized image.
Screenshot to demonstrate the automatic calculation of a dimension
Figure 10. A new width of 200 has been entered. Clicking on the height will calculate the appropriately scaled height value. View full-sized image.
The location of the Resize confirmation button

Figure 11. The Resize button. Clicking this button will complete the resize and either generate a new image or overwrite the current one depending on the status of the "Create a new image" checkbox. View full-sized image.

 

Best Practices for Resizing in the File Manager

  • Never increase the size of an image.
  • Try to upload correctly sized images and not rely on the image resizing.
  • Image editing software may produce a better result for rescaling images. If you have access to more powerful image software and are familiar with the capabilities use it for resizing.

 

Working with the Rich Text Editor (RTE)

The rich text editor is a product called CKEditor. This is what is known as a What You See Is What You Get (WYSIWYG) editor.

CKEditor
An example of a CKEditor window

This page provides descriptions for each item on the CKEditor function menu.

 

Source View

CKEditor source view
CKEditor Source view button

Clicking this button exposes the raw HTML being generated by the editor. Clicking it again switches back to the WYSIWYG editor.

 

Clipboard Functions

CKEditor clipboard functions
The CKEditor clipboard functions

From left to right the items are:

  • Cut
  • Copy
  • Paste
  • Paste as plain text
  • Paste from Word
  • Spell Check As You Type
  • Undo
  • Redo

Differences between Paste functions

  • Paste will paste the copied text exactly as it exists in the clipboard. This is best used if you are copy and pasting from another page on the UTM site or a previous version of a page.
  • Paste as plain text will remove any formatting from the pasted text leaving only the text content. This is best used when you are have a paragraph from a source that is not the UTM website or Microsoft Word.
  • Paste from Word will attempt to translate text copied from Microsoft Word into the appropriate HTML. If you have your text in a Word document with the appropriate tagging of headings, this should preserve the formatting.

Note: much of how things are displayed is controlled by the theme. Some formatting may be stripped out by the editor during the save process.

 

Media Functions

CKEditor media functions
The CKEditor media functions

These two functions are Image and Embed Media.

Image allows you to insert an image into your page with alternative text.

Embed Media allows you to insert other media content, such as YouTube videos. Currently, this functionality only works for flash content, if your embed contains an iframe it will be stripped out.

For more on these items see Images and Media in the RTE.

 

Tables and Data

CKeditor data functions
CKEditor functions for inserting data tables and horizontal breaks.

These two functions are Table and Insert Horizontal Rule.

Table is used for inserting data tables. It should not be used for aligning data as this can create accessibility concerns and cause problems viewing your webpage on a mobile device.

Insert Horizontal Rule inserts a horizontal bar to divide your content thematically. You should use this when you have a shift in topic within a page.

 

Special Items

CKEditor special formatting functions
CKEditor special items

These items allow for the insertion of some unique items. The two outlined items are Insert Special Character and Create Calendar.

Insert Special Character will allow you to insert common latin special characters and currency denotations.

Create Calendar will create a calendar widget within your page. This is useful if you want to manage an upcoming events page for your site.

 

Text Formatting

CKEditor text formatting functions
CKEditor text formatting options

These functions are used to apply (or remove) formatting from your text in the rich text editor.

The dropdown is the Styles menu which contains pre-defined styles for the currently highlighted element. The other options are (from left to right):

  • Remove formatting
  • Bold
  • Italic
  • Underline
  • Subscript
  • Superscript
  • Numbered List
  • Bulleted List
  • Decrease Indent
  • Increase Indent
  • Block Quote

For more on these functions see Formatting Text in the RTE.

 

Links

CKEditor linking functions
CKEditor functions for hyperlinks

These functions are used to insert anchors and hyperlinks into your pages.

These functions from left to right are:

  • Link
  • Unlink
  • Anchor

For more on these functions see Managing Links in the RTE.

 

Formatting Text in the RTE

In this section, we will discuss the Text formatting options available within the RTE.

All formatting is done via the formatting options highlighted in the image below.

Formatting options highlighted in CKEditor

  • Options for customizing the font, font size, and font colours are not available. This is so that formatting remains consistent between various subsites and maintains a similar look and feel.
  • Remember: If everything is highlighted, then nothing stands out.
  • Best practices suggest that a maximum of three font sizes per page is best.

 

Style options via Styles dropdown

The Styles dropdown highlighted
The Styles dropdown item

This is the primary source of applying pre-defined styles to your text. Some content elements such as lists or tables have additional style options appear when selected.

For a full breakdown of styles available, see Pre-defined styles page.

 

Bold, Italics, Underline, and Script Characters

Applying basic formatting (b​old, italic, underline, subscript, superscript) to your text is simple. Simply highlight the text you want to change and click the appropriate formatting button shown below.

Removing this formatting is as simple as placing the insertion point anywhere within the formatted text and pressing the appropriate formatting button again. Alternatively, you can highlight the text to remove the formatting from and click either the formatting option you wish to remove or the "Remove Format" button if you wish to remove all styles.

The bold button highlighted
The bold formatting button (Ctrl + B)
Italic button highlighted
The italic formatting button (Ctrl + I)
Underline button highlighted
The underline formatting button (Ctrl + U) 
The subscript button highlighted
The subscript formatting button
Superscript button highlighted

The superscript formatting button

Lists and Indents

There are two forms of list: ordered (or numbered) lists and unordered (or bulleted) lists. List and indents are very closely related. If you press the indent button while creating a list it will allow you to create a sublist below the previous list item.

While creating a list, pressing the enter key will add another item to the list. Pressing enter a second time will terminate the list and return you to editing a paragraph.

 

Creating a list

Step 1 - Place your cursor where you want to insert your list or on a line that you want to become a list item

A block of text with insertion point

Step 2 - Press the appropriate list button

Button for creating a numbered list is highlighted
Create a numbered list with this button.
Button for creating unordered list is highlighted
Create a bulleted list with this button.

Step 3 - Enter your list text

List of two items created after pressing list button

 

Creating a sublist

Step 1 - Create parent list item and press enter at the end of the line

An empty list item is created

Step 2 - Press the Increase Indent button

Increase Indent button is highlighted

Step 3 - Change list type (if sublist should be of a different list type)

Button for creating a numbered list is highlighted
Create a numbered list with this button.
Button for creating unordered list is highlighted
Create a bulleted list with this button.

Step 4 - Edit the sublist as you would a normal list

A sublist being created

Step 5 - Press ENTER twice to go back to editing your list or press the Decrease Indent button

Decrease indent button is highlighted.

Completed list

 

Indents

Text can be indented as well. Note: This will indent the entire text block and not just the first line.

To create indented text, place your index anywhere in the block of text you want to indent and press the indent button. This can be indented up to 4 times. You can go back one indent level by pressing the Decrease Indent button.

This text is indented.

 

New Lines

Hitting the Enter key will start a new paragraph. If you press CTRL + Enter this will insert a line break without starting a new paragraph.

This is a paragraph.

This is also a paragraph.
This is a new line in paragraph #2.

 

Pre-defined Styles in the RTE

This page outlines the appropriate usage of the pre-defined styles in the RTE.

For a full visual guide of the appearance of each of these items see Style Appearance Cheatsheet.

Text Styles

Headings

There are currently 10 heading types listed in the Styles dropdown.

  • Heading 2
  • Heading 3
  • Heading 4
  • Heading 5
  • Heading 6
  • Fancy H2
  • Fancy H3
  • Fancy H4
  • Fancy H5
  • Fancy H6

Syntactially Heading 2 is the same as Fancy H2, Heading 3 is the same as Fancy H3, and so on. Headings must be used in a hierarchical syntactical fashion and not used to achieve a specific appearance. When used correctly this will improve search engine results and will make your pages more accessible. See Accessible Text, Headings and Documentation for more information proper heading usage.

Featured Text

This is intended to be used when you wish to have a pull-quote within your text or to draw attention to a specific block of text.

Address

The address style has a very specific purpose. It should only be used when providing contact information for a certain page, it should not be used to describe a postal address unless that address is part of the contact information.

Example

This page maintained by: UTM I&ITS
CCT Building, Room 3133
3359 Mississauga Road
L5L 1C6

Preformatted Text

This styles allows you to post your text in a plain, fixed-width font. Spacing and line breaks are preserved exactly as given.

Block Quote Styles

There are two Block Quote styles that appear in the Styles dropdown. These are Large Quote and Person.

Large Quote

This can be used to give more emphasis to a block quote by increasing the font-size.

Person

This is used within a block quote to acknowledge the individual being quoted.

Red

This style can be used to draw attention to a specific section of text.

Computer code

This style should be used when you wish to have some example of programming code in your pages. In general, this style will be very uncommon in usage.

Deleted text

Use this style concurrently with Inserted Text when you want to acknowledge a change in text. This denotes the portion removed.

Example

In the following example we are acknowleding a change in a date and the removal of an agenda item:

The next meeting is July 29th August 5th. The agenda is as follows

  • Meet up
  • Discuss changes
  • Bring forth problems
  • Vote for next meeting time

Inserted text

Use this style concurrently with Deleted Text when you want to acknowledge a change in text. This denotes the portion being updated or added.

See the example in Deleted text.

Cited work

Use this on the title of a book, a song, a movie, or other work. For example: Fahrenheit 451 by Ray Bradbury.

List Styles

Numbered List Styles

Upper Roman

This style allows you to use uppercase Roman numerals for your numbered list (I, II, III, IV, V, etc.).

Lower Roman

This style allows you to use lowercase Roman numerals for your numbered list (i, ii, iii, iv, v, etc.).

Lower Alpha

This style allows you to use lowercase alphabet characters for your numbered list (a, b, c, d, e, etc.).

Spaced Ordered Default

This is the same as the default numbered list but it places additional spacing between list items.

Spaced Upper Roman

This is the same as the Upper Roman style but it places additional spacing between list items.

Spaced Lower Roman

This is the same as the Lower Roman style but it places additional spacing between list items.

Spaced Lower Alpha

This is the same as the Lower Alpha style but it places additional spacing between list items.

Bulletted List Styles

Arrow List

This style changes the display of the bullet points into triangular arrows.

Checklist

This style changes the display of the bullet points into checkmarks.

Spaced Unordered Default

This style is the same as the default bulleted list but places additional spacing between list items.

Spaced Arrow List

This style is the same as the Arrow List style but places additional spacing between list items.

Spaced Checklist

This style is the same as the Checklist style but places additional spacing between list items.

Table Styles

Note: Table styles will only work if the table is set to Styled Table from the Styles dropdown.

Styles applied to the whole table

Styled Table

This style is used to apply formatting to your table cells. Additionally it adds padding to the table cells and displays the table headers in a different colour to better distinguish them. This should be used for all data tables where possible.

Styled Center Table

This style is identical to Styled Table but it also centers the table in your content with equal spacing to either side.

Styles applied to elements within the table

Centered Cell

This aligns the text in the cell to be centered vertically and horizontally.

Centered Top Cell

This aligns the text in the cell to be centered horizontally and anchors the text to the top of the cell. This is useful when you have one cell that causes the row to become very tall.

Top Aligned Cell

This anchors text to the top of a cell but leaves it left-aligned. This is useful when you have one cell that causes a row to become very tall.

Image Styles

Note: While images styled with Small Framed Left, Small Framed Right, and Small Framed Center appear smaller they still use the full-scale image which may cause them to slow the loading of your page. See [image best practices link] for more information.

Left

Places the image to the left. The image size will be unaffected. Text will wrap around the image.

Right

Places the image to the right. The image size will be unaffected. Text will wrap around the image.

Center

Centers the image.The image size will be unaffected. Text before the image will appear above. Text after the image will appear on a new line below the image.

Framed Left

Places the image to the left and frames the image with a white border. The image size will be unaffected. Text will wrap around the image.

Framed Right

Places the image to the right and frames the image with a white border. The image size will be unaffected. Text will wrap around the image.

Framed Center

Centers the image and provides a white border around the image. the image size will be unaffected. Text before the image will be above and text after the image will appear below.

Small Framed Left

This style is the same as Framed Left but ensures that the image is no wider than 325px and no taller than 400px. See the note about these Small Framed Left images.

Small Framed Right

This style is the same as Framed Right but ensures that the image is no wider than 325px and no taller than 400px. See the note about these Small Framed Right images.

Small Framed Center

This style is the same as Framed Center but ensures that the image is no wider than 325px and no taller than 400px. See the note about these Small Framed Center images.

Style Appearance Cheatsheet

All of the following items are intended as examples of the styles from the style dropdown. Various styles may appear slightly different between different themes. Descriptions are found at Pre-defined Styles in the RTE.


This is a standard paragraph.

Heading 2

Heading 3

Heading 4

Heading 5
Heading 6

Fancy H2

Fancy H3

Fancy H4

Fancy H5
Fancy H6

Featured Text

Preformatted text
Address

Red

Computer code

Deleted text

Inserted text

Cited work

Block Quote

Block Quote

Person

Large Quote


  1. Standard Numbered List
  2. Standard Numbered List
  3. Standard Numbered List
  1. Upper Roman
  2. Upper Roman
  3. Upper Roman
  1. Lower Roman
  2. Lower Roman
  3. Lower Roman
  1. Lower Alpha
  2. Lower Alpha
  3. Lower Alpha
  1. Spaced Ordered Default
  2. Spaced Ordered Default
  3. Spaced Ordered Default
  1. Spaced Upper Roman
  2. Spaced Upper Roman
  3. Spaced Upper Roman
  1. Spaced Lower Roman
  2. Spaced Lower Roman
  3. Spaced Lower Roman
  1. Spaced Lower Alpha
  2. Spaced Lower Alpha
  3. Spaced Lower Alpha

  • Bulleted Default
  • Bulleted Default
  • Bulleted Default
  • Arrow List
  • Arrow List
  • Arrow List
  • Checklist
  • Checklist
  • Checklist
  • Spaced Unordered Default
  • Spaced Unordered Default
  • Spaced Unordered Default
  • Spaced Arrows
  • Spaced Arrows
  • Spaced Arrows
  • Spaced Checklist
  • Spaced Checklist
  • Spaced Checklist

Plain Table  Plain Table 
1 2
3

4

 

Styled Table Styled Table
1 2
3

4

 

Styled Center Table Styled Center Table

Centered Cell

This cell has multiple lines

This cell has multiple lines

This cell has multiple lines

Centered Top Cell

This cell has multiple lines

This cell has multiple lines

This cell has multiple lines

Top Aligned Cell

This cell has multiple lines

This cell has multiple lines

This cell has multiple lines

 

Zebra-striped Zebra-striped
Zebra-striped Zebra-striped
Zebra-striped Zebra-striped
Zebra-striped Zebra-striped
Zebra-striped Zebra-striped


 

Centered Zebra-striped Centered Zebra-striped
Centered Zebra-striped Centered Zebra-striped
Centered Zebra-striped Centered Zebra-striped

 

Images and Media In The RTE

This page provides step-by-step instructions (with pictures) for inserting images and media into your content.

Jump to:

 

Inserting Images

The steps below will outline the process of adding a new image to your content. If your image has already been uploaded previously, you can skip from step x to step y.

  1. Click on the Image Image Button button
  2. In the image dialog window, click on the button labelled Browse Server. This will open a pop-up file browser in a new window.
  3. Select the folder you want the image to be uploaded to (or the location of the existing image if it has been previously uploaded) on the left-hand side in the Navigation window.
  4. Click on the Upload button in the upper left-hand corner on the file browser menu bar.
  5. Click on the Choose File button.
  6. Select your image and click open.
  7. Click on the button labelled Upload in the bottom of the upload dialog.
  8. Select your image file from the listing window in upper right quadrant.
  9. Click on the Insert file button with the green checkbox in the file browser menu bar. This will close the file browser window and fill in the path to your file in the editor field.
  10. Enter your Alternate text. For more on alternate text see Alternate Text.
  11. Press the OK button at the bottom of the image dialog window.
  12. Your image should now appear in the editor window.

For visual aids regarding the instructions above, see Uploading & Inserting Images.

 

Captioned Images & Alignment

RTE Image Options
Figure 1. Captioned image option

You can now create captioned images. When you add an image you can check the ‘Captioned Image’ checkbox. This will create a caption box below the image for an image description or photo credit. 

Alignment of Images

You can control the positioning of the images from this menu as well. Selecting left, right or center from this screen will align the image (captioned or not) as it previously did when selecting the Left, Right, and Centered styles from the style dropdown menu. Those styles no longer exist. 

 

Youtube Video & Media

YouTube embeds can now be done simpler by placing [embed <YouTube video URL>].

Examples: 

RTE Embed Filter
Figure 2. Example of embedding a youtube video.

This can just exist in the body of the text and it will be replaced, although adding it to its own line is recommended. You should no longer have to use the Embed Media button. Make sure it is plain text when pasting in the editor. You will see it changed on the page when saved or previewed, but it will appear as the embed text in the editor 

YouTube Share URL

Best Practice

Use the url that youtube provides when sharing a video to avoid extra parameters in the URL that could yield unwanted results.

Support

Currently the only supported format for embedded media is YouTube. We will add more format as we continue to develop and improve the theme and its functions.

 


Legacy version: UTM Minor

Uploading & Inserting Images

In Images

 

Step 1 - Click on The Image Button

A screenshot of the CKEditor image button

 

Step 2 - Click on the Browse Server button

Browse button

 

Step 3 - Select folder to contain (or containing) image

Arrow pointing to folder navigation in IMCE

 

Step 4 - Click on Upload button on file browser menu

Upload button in IMCE highlighted in red

 

Step 5 - Click on Choose File

Choose file button circled in red

 

Step 6 - Choose your file

Choose File dialog on Windows 7
Open File Dialog on Windows 7
Choose File dialog on OSX
Open File Dialog on OSX

 

Step 7 - Click on the Upload button in the dialog

The upload button highlighted

 

Step 8 - Select your image in the file browser

An arrow pointing at selected file

 

Step 9 - Click on Insert file button

Upload button circled in red

 

Step 10 - Enter your alternate text

Alternative text highlighted in red

 

Step 11 - Click OK

The OK button circled in red

 

Step 12 - Your image should now appear in the editor window

CKEditor with an image in the editor

 

Managing Links in the RTE

This page outlines how to create new links in your content, edit existing links, and other linking features of the Rich Text Editor.

Jump to:

 

Link Types

Within the rich text editor there are 5 types of links you can easily create.

  1. Internal links which link to other pages on your subsite. ​
  2. External links which link to pages on other sites, including subsites other than the one you are currently editing.
  3. E-mail links which create a link to send e-mail to a specific e-mail address.
  4. File links which link to a file that you upload to your site.
  5. Anchor links which link to a specific position within a page.

 

Internal Links

These are links that are within your own Drupal site.

Step 1 - Highlight text to be linked

If you do not highlight any text the link will be created at the current insertion point and the link text will be the page title.

A section of highlighted text
Text with the insertion point placed before "Anchored heading"

Step 2 - Click the link button

The toolbar with the link button highlighted

Step 3 - Choose Internal path for the Link Type

Selecting internal path from the link type dropdown

Step 4 - Enter the title of the page you wish to link to

When you begin typing the title of the page you should see an auto-complete list of titles below the Link field. If you see the title you are looking for click on it.

Typing a sample page name

Step 5 - Click OK

When you have selected a title, the field will complete itself with a (node/##). If you can see the full title and don't see the (node/##) section, it likely means that it did not find your page correctly.

If you see the (node/##) portion press OK and your text will be linked.

Filled in form with OK button highlighted

The highlighted text is now linked

 

External Links

Step 1 - Highlight text to be linked

If you do not highlight any text the link will be created at the current insertion point and the link text will be the URL you are linking to.

A section of highlighted text

Step 2 - Click the link button

The toolbar with the link button highlighted

Step 3 - Select URL from the Link Type dropdown

URL highlighted on the Link Type dropdown

Step 4 - Enter URL in the URL field

A link to google.ca being created

Step 5 - Click OK button

OK button highlighted in link dialog

 

E-mail Links

Step 1 - Highlight text to be linked

If you do not highlight any text the link will be created at the current insertion point and the link text will be the e-mail address you are linking to.

A section of highlighted text

Step 2 - Click the link button

The toolbar with the link button highlighted

Step 3 - Select E-mail from the Link Type dropdown

E-mail being selected from Link Type dropdown

Step 4 - Fill in E-mail address and optionally add a default title or body

The e-mail link form completed with sample data

Step 5 - Click OK button

OK button highlighted on link dialog

 

File Links

Step 1 - Highlight text to be linked

If you do not highlight any text the link will be created at the current insertion point and the link text will be the URL you are linking to.

A section of highlighted text

Step 2 - Click the link button

The toolbar with the link button highlighted

Step 3 - Select URL from the Link Type dropdown

URL option being selected from Link Type dropdown

Step 4 - Click Browse Server button

Browse Server highlighted on link dialog

Step 5 - Locate the file you want to link to

An arrow points at a file

Step 6 - Press Insert File button

The insert button is highlighted in the IMCE window

Step 7 - Press OK button

OK button is highlighted on link dialog

 

Creating an Anchor

Step 1 - Place the insertion point where you wish to place the anchor

Note: the insertion point is placed before "Anchored heading"

Insertion point before a heading

Step 2 - Click Anchor button

Anchor button is highlighted on CKE toolbar

Step 3 - Enter a name for the anchor

An anchor of anchor-link-example being created

Step 4 - Click OK button

The OK button highlighted on anchor properties dialog

Screenshot showing a flag where the anchor is inserted
A flag will appear where the anchor was inserted.

Creating Anchor Links

Step 1 - Highlight text to be linked

If you do not highlight any text the link will be created at the current insertion point and the link text will be a pound sign followed by the ID or anchor name. For example: #anchor-links

A section of highlighted text

Step 2 - Click the link button

The toolbar with the link button highlighted

Step 3 - Select "Link to anchor in the text" from the Link Type dropdown

Link to anchor in the text option being selected from Link Type dropdown

Step 4 - Choose anchor or ID to link to

An anchor being chosen by anchor name

Step 5 - Click OK button

The OK button highlighted on the link dialog

 

Linking to an anchor on a different page in the same subsite

Suppose you have an anchor in different page on your subsite that you wish to link to from your current one. You will need the following information in order to create this link:

  • The node ID of the other page (node/###)
  • The anchor name

When creating your link use the following settings:

  • Choose URL from the Link Type dropdown
  • From Protocol choose <other>
  • Set the URL field to be your subsite (if you have a www.utm.utoronto.ca/subsite URL), the node path, followed by an octothorpe (#), followed by the anchor name.
    For example, /subsite/node/10#my-anchor

A link to an anchor on a different page

 

Updating Existing Links

Click anywhere in the link you wish to update. Click the link button. Edit the link to the new location. Click ok.

 

Changing an existing link

Step 1 - Click anywhere in the link to be modified

A link with the insertion point in the middle.

Step 2 - Click the link button

Link button highlighted on the CKEditor toolbar

Step 3 - Update the URL, anchor, e-mail address or internal link to the new location

The URL being updated in the link modal window

Step 4 - Press OK

OK button highlighted in link modal window

 

Removing an existing link

Step 1 - Click anywhere in the link you wish to remove

A window with an insertion point in the middle of a word

Step 2 - Click the Unlink button

The unlink button highlighted on the CKEditor menu bar

The text from Step 1 with the link removed

 

The Target and Advanced Tabs

You may have noticed there are two other tabs along the top: Target and Advanced. These options are available for all link types, but may have some accessibility impact. See Accessible Navigation and Links for more on these impacts.

 

Target

The target tab's options
The target tab's available options.

These settings in this tab allow you to change the behaviour of how the link is opened. In general, you should just use the default. Most of the options are disabled or will provide unexpected behavior. It is recommended you only use the following:

<not set>
Recommended. Default option. Loads in the same window.
Same Window (_self)
Loads in the same window. Same as default.
New Window (_blank)
Opens in a new window. Note: This has accessibility concerns.
 

Advanced

The advanced tab with some fields filled in
The advanced tab with an advisory title set.

These settings allow you to enter additional metadata about your link. In general, you shouldn't need to change any of these settings. If you do need to change any of these settings, the following are the important ones:

Id
A unique identifier for the link element in the document (id attribute).
Language Direction
The direction of the text: left to right (LTR) or right to left (RTL) (dir attribute).
Language Code
The language of the link element specified according to RFC 1766 (lang attribute).
Advisory Title
The text of the tooltip that is shown when the mouse cursor hovers over the link (title attribute).
Advisory Content Type
The content type of the link (type attribute).
Linked Resource Charset
The character set of the linked resource (charset attribute).
Relationship
The relationship between the current document and the link target (rel attribute).
The most common use of this would be to use the value "nofollow"
 

Button Links

You can add a button style to the link.

  1. Highlight the selected text/link
  2. In the style drop down, select either Button or Button Block Style
  3. Click Save

Accessibility

See Creating Accessible Hyperlinks

 

Organizing Content in the RTE

This section contains tools and methods for a standardized way of organizing content within the Rich Text Editor (RTE).

Content Grid

A bare content style that adds a responsive and accessible multi-column layout option for content on basic pages or long text fields that use Rich Text Editor (RTE).

Learn more about Content Grid

 

Image Grid

Image grid is a content style that takes a list of image links / buttons and displays it in a grid. It provides a consistent look and feel that is responsive, accessible and on brand.

Learn more about Image Grid

 

Content Grid

A bare content style that adds a multi-column layout option for content on basic pages or long text fields that use Rich Text Editor (RTE).

 

This is an example.

This paragraph is in this column. Vestibulum ante ipsum primis in faucibus orci luctus et ultrices posuere cubilia.

Here is another paragraph in the other column. Curabitur arcu erat, accumsan id imperdiet et, porttitor at sem. Praesent sapien massa, convallis a pellentesque nec, egestas non nisi.

 

Use Case

Used to display content in multi column layout within the content in the body of the page. This is the responsive and accessible alternative to organizing your content within the RTE.

This provides a "container" for the grid and individual columns in four sizes:

  • Half (1/2)
  • Thirds (1/3)
  • Two Thirds (2/3)
  • Quarter (1/4)

You can mix and match columns provided that they add up accordingly. For example:

  • Two Column Examples
    Content Grid 2 Column Sets
  • Three Column Examples
    Content Grid 3 Column Sets
  • Four Column Example
    Content Grid 4 Column Sets

Regardless of column set up, all grids will responsively stack for screens and devices smaller than medium break point (<768px).

 

Usage

Every grid needs a container to hold the columns. The first step is always to create a Content Grid Container.

To add a Content Grid container,

  1. Add an insertion point to where you want the new layout in the Rich Text Editor
  2. Click the Div  Div Icon button
  3. In the options, choose the “Content Grid” in the style dropdown and click OK 

You should now see your cursor inside a dashed gray border, which indicates the boundaries of the container.

Curson inside content grid container
Figure 2. Cursor inside a content grid container.

Once you have set up a content grid container, you can start adding columns.

  1. While inside the content grid container, click the Div Div Icon button again
  2. In the style dropdown, choose the style (ex. ½ Column) of the column you want to add and click OK 
  3. To add additional columns, you first need to escape the column you just created. You can do so by hovering over the bottom line of the column you just added and click on the red return icon at the bottom of the block
  4. You can now click the Div Div Icon button again and add another column
  5. Repeat steps 3 to 4 until your row is complete. Remember, you can mix and match columns provided that the columns add up accordingly
Escaping a column and adding a new half column
Figure 2. Steps 3 & 4. Escaping the first column and adding another half column.

Important Notes:

  • You will need a content grid for each column set

  • All columns should be equally in the same level inside the content grid container

  • Be careful not to add empty spaces in the content grid container. The grid container can only contain columns or the grid will not work

  • It would be better to add a grid container and assemble your columns first before  adding content.

 

Best Practices

  • The column combinations must add up logically. The fractions must add up to a whole.
  • Do not nest columns. Use the red return icon to escape columns and ensure you are adding columns in the content grid container. All columns need to be in the same level within the container.
  • Be mindful of space and use a column size that makes sense. 
  • All columns should be equally in the same level inside the content grid container.
  • Be careful not to add empty spaces in the content grid container. The grid container can only contain columns or the grid will not work

 

Image Grid

Image grid is a content style that takes a list of image links / buttons and displays it in a grid. It provides a consistent look and feel that is responsive, accessible, and on brand.

Image grid example

Use Case

Intended for a group/list of images that are used as links, or a set of components that typically has an image, link, and a title. 

Example:

 

Usage

In the Rich Text Editor,

  1. Create an unordered list Unordered List Icon 
  2. Using the styles dropdown Styles Drodown, select either:
    • 3 Column Image Grid or 
    • 4 Column Image Grid
Image Grid Step 1
Steps 1 & 2. Creating an unordered list and adding the predefined image grid style. A box with a gray dotted border should appear once the image grid style has been applied to indicate a block item.
  1. With the cursor in the block, add an image using the image tool Image Button
  2. With the image highlighted, click on the link button Link Icon
  3. In the link options do the following: 
    1. In the Link Info Tab, enter your link destination
    2. Switch to the Advanced tab 
    3. In the Advisory Title field, enter the your desired text. This will be the text that will be displayed as the title.
    4. In the Stylesheets Classes field, enter image-grid-item  
    5. Click OK 
Image Grid Step 5
Step 5b - 5e. Configuring advanced settings on the link top add the item's title and class. The image item should now display the title in the approrpiate visual style.
  1. Move the insertion point to just past the first image and press enter to add another item to the list. You should see another block with gray dotted border appear. 
    • Note: Space may be limited while editing and maybe push some items into the next line. You can just continue as normal. Once saved, the page will always display either 3 or 4 items in a row, depending on the style chosen in Step 2.
  2. Repeat steps 3 to 6 for additional images or press enter a second time to end the list 

 

Best Practice

  • Use short and concise titles. For best results, stay within two lines of text
  • Avoid images that have the informational text on it. It is not accessible and may partially be cut off visually by the title component
  • It is recommended for images to be optimized for web. For best results, use images that are least 500px x 500px.

 

Spell Check As You Type

When editing, you can turn on automatic spell checking by selecting Enable SCAYT from the Spell Check As You Type menu item. It is denoted by an ABC icon with a checkmark. Once enabled, you can even spell check different languages.

Spell Check As You Type menu item
The Spell Check As You Type menu item

Clicking on the Check Spelling menu option will bring up a full spell check pop-up with a grammar checker and a thesaurus. Unfortunately, the grammar checker and thesaurus are not available when the language is set to Canadian English.

Editing Content

While logged into your site on the edit server, navigate to your page (or locate it via the Find Content options). If it is a page you created you should see a set of tabs along the top of the page content just below the page title. See figure 1.

Clicking on the Edit tab will allow you to edit the contents of the page in a similar format to how you originally created the page.

The edit tab on a basic page

Figure 1. A sample of a page while signed in. The location of the edit tab is visible.

Things to Note

  • If two users attempt to edit the same page simultaneously an error will be displayed when the second user attempts to save: "The content on this page has either been modified by another user, or you have already submitted modifications using this form. As a result, your changes cannot be saved." The second user will need to cancel and re-enter edit mode in order to make their changes.
  • If you navigate away from a page you are editing before clicking save, your changes will be lost.

 

Deleting Content

The golden rule of deletion in Drupal is:

All deletion is permanent.

If you choose to delete some content, please be aware that it will not be recoverable. Any time you delete something, you will likely be prompted to confirm your decision—please do not take this step lightly.

This applies to deletion of all content, be it your pages, files, menu items, webform data or anything else that can be deleted.

 

How Do I Delete a Node?

Deleting a node can be done from the edit screen of any content. At the bottom of the edit screen you will see a button labeled Delete next to the Save and Preview buttons.

The buttons at the bottom of the edit screen
The buttons at the bottom of the node edit screen.
Deletion confirmation message
Deletion confirmation message.