Step-by-step Instructions

Instructions | Troubleshooting-FAQ

Before you start:

Confirm your site is 'activated': Contact web@cochrane.org.
Get yourself the Web Publisher role: If you can't login to Archie (archie.cochrane.org), or don't havew the'Web Publisher' role in the entity whose website you wish to edit, ask your Entity Administrator. Instructions here
Use Internet Explorer (IE) running on Windows.

Four Steps to create your website:

Locate your entity's Website Source in Archie,
Edit the Website Source,
Publish the Website Source,
Give your new site an address.

1. Locate your entity's Website Source in Archie

Open Internet Explorer and go to http://archie.cochrane.org.

Note: For best results, use a screen resolution of 1024 x 768 pixels or finer, and be sure that popups are not blocked in your Internet Explorer's settings (check this under Tools > Internet Options > Privacy).

Log in. Archie will open at the Organizer tab:

Select the Resources tab. You can now see the entities (in which you have a role) listed on the left under the heading Resources:

In the list of entities, expand one in which you have the role of Web Publisher. Locate the Website folder.

In the Website folder, look for a document called the Website Source.

Note: If you cannot see a Website Source in the Documents folder, you can create a new one by following the instructions here.
If you don't think you have Web Publisher and/or Super User role, click on your name in the top right of the window, and click the roles tab. if you don't have a Web Publisher or Super User role, contact your Entity Administrator. Further instructions.

2. Edit the contents of your entity's web site

Confirm that the Website Source is not already checked out by another user.

How: Look to the right of where Website Source is displayed. If you see an image of a padlock, then the Website Source is already checked out. If the Website Source is checked out, it needs to be checked back in before you can edit it. (In this way, Archie is like a library: even after you have found a book in the catalogue, you can't take the book out of the library if someone else already has it.)
Note: If you try to edit but are told the Website Source is checked out (sometimes the padlock doesn't show), you may have rights to 'Un-do checkout', but this will loose changes the other was making.
For more information on how to manage checked-out documents, click here.

Right-click on the Website Source and select Edit:

A new window will open and, after a short time, reveal the Website Source form.

For more information about the Website Source form, please click here.
Once you have opened the Website Source, it has been 'checked out' from Archie, and no other users can edit it until it has been checked back in. Click here for instructions on checking the Website Source back in to Archie.

In the Website Source form you can make all of the changes listed below. (Please note that none of the changes take effect in the published website until you save the changes by publishing the website. Please see Section 3 for more information on publishing the website.

Include, exclude or rename a page OR creating a blank page from a template

Include or exclude a content item in a page

Add an image or multiple images

Add text to a content item

Add additional translations of a content item's text

Include content items from other sources in your entity's website

Remove a link to an internal document or external web page

Change the visual style of your website

Add a logo of your entity's host institute to every page header next to the CC logo

Add a 'related links' panel to a page

Include a news or events channel in a web page or in the panels of a page.

Include non-English translations of your entity's name in the website.

You also need to know:

How to put an image or document in your entity's Documents folder so you can include it your entity's website.

2a. Include a page in the website

The list of pages which can be included in or excluded from your entity's website is managed by the Cochrane Web Team. If you think there is a page missing, or if you would like to include a page which is not in this list, please contact the Cochrane Web Team so that we may make the page available.

Pages available to include in the website appear as grey horizontal boxes:

Those which are included are ticked in the box on the left. Content for included pages is visible.

To include a page in your website, click on the check box. The content of the web page will immediately appear below the grey horizontal bar:

The page may or may not contain one or more content items, each with its own Include checkbox:.

(See the instructions below on how to include a content item or exclude a content item for more information.)

Save changes to the Website Source by clicking Save. If this is the last change you want to make before closing the Website Source, click Save and Exit to save the change and close the form.

.

2b. Exclude a page from the website

The list of pages which can be included in or excluded from your entities website is managed by the Cochrane Web Team. If you think there is a page missing, or if you would like to include a page which is not in this list, please contact the Cochrane Web Team so that we may make the page available.

.

Pages available to include or exclude in the website appear as grey horizontal boxes:

Those which are included are ticked in the box on the left. Content for included pages is visible.

To exclude a page from your website, click on the check box to remove the check. The content of the web page will immediately disappear from below the grey horizontal bar and the check mark will be removed from the check box:

Note that the page may or may not contain one or more content items, each with its own Include checkbox. (See the instructions on how to include a content item or exclude a content item.)

Save changes to the Website Source by clicking Save. If this is the last change you want to make before closing the Website Source, click Save and Exit to save the change and close the form.

2b.1 Renaming Pages

You can rename any page in the system by using the "Or create your own page title" link:

And, you can include other languages as well:

2b.2Create a Blank Page

Create a Blank page using one of the blank page templates located at the bottom of the menu on the left ("New Page 1, New Page 2, etc"):

Then, change the Title of the page and add content, just like with any other page in the system:

.

2c. Include a content item in a web page

The list of content items which can be included in or excluded from any given web page is managed by the Cochrane Web Team. If you think there is a content item (piece of information) missing, or if you would like to include a content item which is not in this list, please contact the Cochrane Web Team so that we may make the content item available.

Pages set for inclusion in the website may include one or more content items:

Content items which are not set for inclusion have no check mark in the check box.

Include the content in the page when the website is next published by clicking on the check box. The content of the item will immediately appear:

What appears in the content item box depends on what kind of content the item is. Some content is 'provided content' and some is not provided. For more information, click here.

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form. The content item will not be included in the website until you click Save or Save and Exit and then publish the website.

2d. Exclude a content item from a web page

The list of content items which can be included in or excluded from any given web page is managed by the Cochrane Web Team. If you think there is a content item (piece of information) missing, or if you would like to include a content item which is not in this list, please contact the Cochrane Web Team so that we may make the content item available.

.

Pages set for inclusion in the website may include one or more content items:

Content items which are set for inclusion have a check mark in the check box.

Exclude the content from the page when the website is next published by clicking on the check box. The check mark will be removed and the content of the item will immediately disappear:

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form. The content item will not be included in the website until you click Save or Save and Exit and then publish the website.

.

2e. Add an image to a content item

An image can be added to a content item which is not provided from some other source. Such content items are presented in the form by a box which contains an Add/Change Image bar:

Note that you cannot change an image's size using the Website Source form. Instead, use an image editing tool to adjust the image's size before adding it to the website.

First be sure that the image you want to include is in the entity's Files >> website_documents folder, or a sub-folder thereof:

If the image is not already in the website_documents folder, upload it from from your computer.

After you have confirmed that the image which you want to include in the website is indeed in the entity's website_documents folder, or a sub-folder thereof, open the Website Source form:

.

In the Website Source form, locate the content item to which you would like to add the image:

In the content item box, click on the Add/Change Image button. A new window opens:

This is your entity's website_documents folder.

Expand the website_documents folder, and any sub-folders thereof, until you locate the image file you want add to the website.

Select the image and click Select.

In the form, the name of the image file appears in the text field to the right of the Add/Change Image button:

Note that the image itself is not visible at this point.

To reveal the image in the form, click Save and wait for the form to be fully rendered:

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form.
The image will not appear in the website until you click Save or Save and Exit and then publish the website.

2e.1 Adding multiple images on a page (actually creating the "illusion" of multiple images!)

Here are instructions on creating the illusion of multiple images on a page in the EWB.

2f. Add text to a content item in one language

The text of a content item which is not provided from some other source can be edited using the Website Source form:

Note that all text content items are referred to as 'translations', regardless of language.

Locate the content item to which you like to add some text:

Ensure that the content item is checked for inclusion, so that all of the content fields are visible. Note that the item at the bottom has no check mark.

Click on the check box to open the text area in which you will enter the content item's text:

The text area is revealed and a check mark appears in the check box.

Use the pull-down menu to select the language in which the you will write the text:
(If the language in which you want to write is not in the list, please contact the Cochrane Web Team. There are some key terms (such as "Search", "News", and "Home Page") which must be translated into a language before it can be included in the list here.)

To the right of the language selection, enter a title for the content item:

This title will appear in your website, rather than the content item's name as it appears in the Website Source.

Enter text for the content item into the text area:

Note: if you already have the text elsewhere on your computer, you can copy and paste it into the Website Source. However, you cannot do this by right-clicking the desired area and selecting Paste. Instead, click once on the text area (to ensure it is the selected field), then press Ctrl+v on your keyboard.

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form. The translation will not appear in the website until you click Save or Save and Exit and then publish the website.

Note: after clicking Save, and after the form has been fully rendered again, a new bar appears at the bottom of the content item box:

It is here, only after clicking Save, that you may enter the text of another translation of the content.

2g. Add additional translations of a content item's text

Content items which are not provided from another source always have only one extra translation field provided automatically:

This enables you to publish a content item in two languages.
If you want to enter a content item in more than two languages, fill in the first two translations:

When you have finished, click Save:

When the form has been saved and is fully rendered, another new translation field will appear for the content item:

After entering the next translation, click Save. You may then enter another translation, and so on.

Don't forget, if this is the last change you want to make to the Website Source, to click Save and Exit to save the change and close the form. The translation will not appear in the website until you click Save or Save and Exit and then publish the website.

2h. Exclude a translation of a content item from the website

You can exclude a translation from the website without deleting it from the Website Source. (So, for example, if you find a mistake in the translation, you can remove it from the website until the mistake can be corrected, and then re-publish it at a later date.)

A translation which is set for inclusion in the website looks like this:

Note the check mark next to two of the three translations.

Locate the translation that you want to exclude from the website. Click on the check box to exclude the translation from the website.

The check mark disappears from the check box, the content item text disappears immediately.

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form.

Note: after clicking Save, and after the form has been fully rendered again, the translation is still represented in the form by closed translation field (the text area is not visible), but the text is still there, ready to be included again later.
The translation will not be removed from the website until you click Save or Save and Exit and then publish the website.

2i. Include content items from other sources in your entity's website

You may have documents (Microsoft Word documents, Microsoft Excel spreadsheets, PowerPoint presentations, PDF documents, large images, etc) that you want to publish in your entity website. You can do this by creating a link to it from the text of a content item's translation.

First, be sure that the document you want to include is in the entity's Documents folder, or a sub-folder thereof:

If the document is not already in the Documents folder, upload it from from your computer.

From the available content items which have translation fields in the form, locate the content item which relates to the document you want include in the website:

Set the content item for inclusion in the website by putting a check mark in the Include check box:

Set at least one of the content item's translations for inclusion in the website by putting a check mark in the Include check box:

In the text of the translation, make a reference to the document you want to include in the website:

Note: get more information on how to create link text.

.

Select or highlight the specific word(s) in the translation which you would like to use to link to the document:

With the referring word(s) selected, click on the Insert Web Link button:

An Insert/Modify Link window opens:

Select the button to the left of the File field...

...then click the button to the right of the File field:

A new window opens with a File tab containing a Documents folder. This is your entity's Documents folder in the Resources view:

Expand the Documents folder, and any sub-folders thereof, until you locate the document you want include in the website.

Select the document and click Select:

.

In the Insert/Modify Link window, the file name of the document appears in the File field:

Enter a title for your link:

Note: get suggestions on how to name your file.

In the Insert/Modify Link window, click OK:

In the translation text area, the referring text is now blue and underlined, indicating that a link in the website:

If you 'hover' the cursor over the words, the title will be displayed.

To remove the link, just delete the words of the link and re-type them.

.

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form.

.

The document and the link to it will not be included in the website until you click Save or Save and Exit and then publish the website.

.

2j. Add a link in a content item's text to a web page on another website

This is the same procedure as that for adding a link to an internal document, except that:

In the Insert/Modify Link window, select the circle to the left of the URL field (or ensure that the circle is already selected):

In the URL field, enter the web address of the web page to which you want to create a link. For example, if you wanted to create a link to The Cochrane Library, then you would enter http://www.thecochranelibrary.com:

Note: any web address entered into the URL field must begin with http://.
.

The the link will not be included in the website until you click Save or Save and Exit and then publish the website.

2k. Remove a link to an internal document or external web page

To remove a link from within a translation, locate the words comprising the link, delete them from the translation, and then re-type them. The words reappear as you type them, unlinked.

Note that, at this stage of development, the linked-to document remains accessible to visitors who have 'bookmarked' (or have recorded by some other means) its location. The file must be manually deleted using an FTP client. Please contact the Cochrane Web Team when a file's removal from the Internet is urgent.

2l. Change the visual style of your website

In addition to web pages and content items, a website has several site-wide proporties: values or settings which apply to all or serveral web page of the website. The visual style of the website is one such property of the whole site, and you can determine which one you want with the form

Scroll through the form and locate a box labelled 'Web Site Properties':

This section can also be reached via the 'Web Site Properties' link in the menu to the left of web page content boxes.

Select the style you want from the pull-down menu to the right of the word Style:

Notice the colour of, for example, the edges of the form between the web page page boxes. This is one area which will change when the style changes. When you click Save after changing the style, you will notice that the form, like the website, will be rendered with the new style:

Save this change to the Website Source by clicking Save. Or, if this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form.
The website will not be rendered with the new style until you click Save or Save and Exit and then publish the website.

2m. Put your host institute's logo on every page, next to the CC logo

You can have your host institute's logo appear on every page just left of that of the CC. Be sure you have permission to use the logo. Most universities have a logo policy page with various versions that can be used by sites like yours. You are responsible for ensuring proper use permission, as needed.

Acquire the necessay graphic file (usually a .gif or .jpg file you download from your institute's website).

Re-size the logo with a graphics program (as allowed by your institute's policies) to meet our restrictions:

The maximum height allowed by our template is 100 pixels. Maximum suggested width is 160 pixels.
Note: Overly wide logos will reduce the space available for your entity's name, thus causing an ugly header.

Email the file to web@cochrane.org with instructions, and we'll install it in your site.
If you can't get the size right, we can do it for you.

2n. Include a 'links panel' on a page

In addition to standard content items, each page has several panels: links, news, events. You can recognize them by the different background colour you'll see when they are checked for inclusion:

The Links Panel is intended for presenting the reader with links to related resources, both internal and external.

Include the Links Panel just as you would any other content item:

Give the panel a title. This is required.

Edit the content of the panel as with other editable content items:

Note: the web page style looks best when links are each short, and each separated with a paragraph return.

You can add translations to the panel, just as you would with any other editable content item.

The the links panel will not be included in the website until you click Save or Save and Exit and then publish the website.

2o. Include a news or events channel in a page or in a panel of a page.

In addition to standard content items, each page has several panels: links, news, events. You can recognize them by the different background colour you'll see when they are checked for inclusion:

The news and events panels are intended to present the reader with a list of the articles currently published in one of the many Cochrane news or events 'channels'. Each article title is a link to the actual article web page on Cochrane.org. We encourage you to set up channels specific to the geography or content of your own entity.

The drop-down menu within each news or events panel in the website form will display the channels available to you:

The news feed will not be included in the website until you click Save or Save and Exit and then publish the website. Any changes to the content of the news channel, as controlled by the editors of that channel, will appear on your website. This channel is refereshed once each night (European time).

2p. Include non-English translations of your entity's name in the website.

The name of your entity is recorded in its module in English. This name is displayed at the top of every web page in your entity's website including those pages which display content in languages other than English. To display the name of your entity in, for example, French on a page the rest of whose content is in French, you must enter in this form the French name of your entity.

Scroll through the form until you find a box labelled 'Web Site Properties':

This section can also be reached via the 'Web Site Properties' link in the menu to the left of web page content boxes:

To the right of Entity name in . . ., select the language in which you would like to enter your entity's name:

In the text field, to the right of the language selection, enter the name of your entity in the selected language:

.

Save this change to the Website Source by clicking Save.

Note that after clicking save an additional blank Entity name in . . . field is displayed, in which you may enter another translation of your entity's name.

If this is the last change you want to make to the Website Source, click Save and Exit to save the change and close the form.

The non-English name of your entity will appear in the website only after you click Save or Save and Exit and then publish the website - and then only on pages which present content in the same language as that of the non-English entity name.

2q. Put an image or document in your entity's Documents folder so you can include it your entity's website

If the Website Source form is open, close it by clicking either Save and Exit or Exit.

The document or image file must first be saved on your computer. Locate it using Windows Explorer, or some other such file system navigation tool, to ensure that you know where it is. (Note the importance of managing your images to keep your website functioning efficiently.)

In the Resources view, select and right-click on the Documents folder, or sub-folder thereof, of the entity in whose website you want to include the document or image. A context menu then opens. In the context menu, select New and then select File:

A window opens with a New File tab.

Click on the Browse button.

A file system navigation window, Choose File, opens.

In the file system navigation window, browse or navigate to the document or image file which you want included in the website.

With the file selected in the file system navigation window, click Open

The location of the file on your computer now appears in the field below Locate file on your computer.

Click OK.

Open the folder in Archie to which you have added the document or image file to confirm that it is indeed there. If it isn't where you intended, try again to add it

Publishing and Previewing your entity's website.
1. Locate your entity's Website Source.
2. Right-click on the Website Source and, from the context menu that opens, select Publish.
  
  A confirmation dialog opens asking you to Please confirm that you wish to publish the website at this time.
3. In the confirmation dialog, click OK.
  
  A new window will open displaying Publishing Website... One moment please.
4. Please wait while the website is published. It can take up to 2 or 3 minutes. If it does take longer, please contact the Cochrane Web Team.
  
  After the website has been published, Website successfully published is displayed.
5. To view the published website, click on View website.
  
  A new web browser window opens. The web page displayed is the "home page" of the website in the language set in your web browser as being your "preferred language" if any content on the home page is available in that langauge, or otherwise in English.
6. To Preview a single-page or your entire site, simply click the Preview button and follow the prompts, either at the top of the form (to preview the whole site):
7. Or, within each individual page in the system (to preview only a single page):
Give your new site an address.
1. Discuss your needs with the Web Team
  Most entities already have an addres such as http://www.cochraneneuronet.org or http://www.chinacochrane.com. If you already have such an address registered, fine; that address can be used with your new In addition (or instead if you wish) we require that you decide upon a secondary domain of cochrane.org, meaning something like http://neuronet.cochrane.org or http://nn.cochrane.org. You won't need to register or pay for this address, but only discuss it with us so we can set it up. You don't even have to tell anyone else about it - it's only used for search results apges and for other technical purposes.
2. Tell us a date when you want your site to be 'public'. On that date we'll be sure your xxx.cochrane.org address points to your new EWB site. We'll also be sure that any other addresses you use for your 'old' site are also ready on our end.
3. Tell the host of your other addresses (such as http://www.chinacochrane.com) the date upon which you want them to point the addresses to your new site. You'll need to give them the IP number 132.230.10.131. Please tell us what date you gave them and the exact spelling of the addresses.
4. One the date, check to confirm that all works correctly!