Training Checklist for Comms Officers and Web Stakeholders

This document is meant to assist YSM communications officers and web stakeholders in the basics on working with the web team and self-service tools.

1. Requests for routine changes should be made by creating a ticket on the portal: m.yale.du/web-help or by emailing ysm.editor@yale.edu. When you first interact with the YSM Office of Communications Web Services team, you will be added as a customer to our Jira ticketing system. Please respond to the automatic confirmation email you receive. Using the portal allows your to more clearly follow the progress of your work.

2. All YSM website requests and materials are screened for ADA compliance. Users should take the University digital accessibility training. https://usability.yale.edu/web-accessibility/accessibility-yale since documents submitted for posting, such as PDFs must be properly tagged by the submittor.

3. Users are asked to maintain certain content through Beatrix, including profiles, events, news, people listings, newsletters, hosting videos, and publication listings.

   1. Beatrix training videos

   2. Beatrix documentation

   3. Beatrix tips and tricks

   4. Office hour sign ups

4. After training, submit a ticket to request the appropriate permissions to manage content in Beatrix.

Use the preview.yale.edu version of the URL (change medicine.yale.edu to preview.yale.edu in the url).

Scroll to the navy blue footer and click on “Download as Word”.

Open

This screenshot show the “Download As Word” option in the footer of all PREVIEW webpages.
Use this option to generate a word document version of a webpage, utilize track changes, and share to our team.

Use track changes and send that to us via http://m.yale.edu/web-help or ysm.editor@yale.edu.

• All web content should be organized and written in an audience centric manner.

  • Web Services encourages the submitter have a strong understanding of the organizations site map and navigational structure.

  • Content for internal audiences should be hosted on a department Sharepoint or intranet.
    Please note: This landscape is evolving, but the content should NOT be hosted on pages designed for external audiences.

• Images must be of professional quality and high resolution.

  • Web Services may provide access to the school’s Adobe Stock Image account to preview and select images. YSM Office of Communications will purchase them on your behalf, when appropriate.

  • YSM Office of Communications Multimedia team also has a repository of professional images on NET X. Web Services can connect you with the Multimedia team, when appropriate.

  • Depending upon your project needs, a new photoshoot with the Multimedia team could be necessary.

• Routine changes submitted are published directly to the LIVE web server.

• If changes are complex the team may elect to use preview with the expectation that the pages will be reviewed promptly for publication.

• Submitters should have the authority to approve pages.

• Project rebuilds will be made in preview but may require content freezes on the live site.