Lumen/Guide: How to Add/Create/Edit Shared Content

An overview of the how-tos related to school/college requirements and/or shared content used throughout Guide.

Overview

Definitions

Table of the definitions used in this help document.
Term
 Definition
Front-matter Content that exits either at the career level (undergraduate/graduate), or at the school/college level (undergraduate only). This content is located in the front-facing portion of the catalog. This includes degree requirements, policies, and admission content that applies across the school/college/career.
Governed content The information presented within several sections of Guide for which institutional policy applies. In these sections, specific rules exist, and adherence is necessary to ensure published content is aligned with and supports existing policy and standards.
Non-governed content Content curated by the department or school/college that does not require formal University governance review or approval. This includes content that should be relatively static over an entire year, such as the overview of the program, funding, advising, Wisconsin Experience, or other tabs that are intended to serve as advertising for any given program.
Shared content Shared content is a feature in the software that allows content to live in one place and then display in multiple other places. The content lives on a non-public catalog page and will only show up in places where the shared content is added to pages or programs. When changes are made to this content, it automatically updates after being approved where set-up to display (may require a republish/refresh to the program/page). Referred to as "Other Content" in the editing space.

General rules

  • Every academic division (School/College/Institute) may have one governed and one non-governed Lumen Structures (i.e. shared content proposal: Edit School/College Requirements).
  • Shared content can only be edited via the Lumen Structures proposals.
  • Shared content should only be used when content should be consistent and the same across departments or schools/colleges.
  • Shared content can be used to ensure specific content remains consistent and limits who can edit the content.

See the full list of current shared content pages on the Guide shared content page.

How to Add/Remove a shared content block in Guide/Lumen Programs

Adding a shared content block in Guide or Lumen Programs

  1. Select the “Insert/Edit Formatted Table” icon.
    An image of the edit toolbar with the "insert/edit formatted table" icon identified by a red-box around the icon.
  2. A new box will open. Select the "Other Content" table type from the drop-down list and click the green OK button.
    The "Insert Formatted Table" window that opens.Shows the Dropdown options available in the Insert Formatted Table box with a red box around "Other Content"
  3. A new box will open. Select the shared content you wish to display either by scrolling down the list or by entering text in the search bar.
    A screen shot of the Other Content pop up window. A screen shot of the Other Content search bar highlighted by a red box.
  4. Click the green OK button. 
    A screen shot of the CALS Degree Requirements with the green OK button highlighted by a red box.
  5. Save the proposal or Guide page to save changes.

Removing a shared content block in Guide or Lumen Programs

  1. Edit your program or Guide page and locate the shared content you wish to delete.
  2. Click on the "Other Content" table. This will highlight the table in blue.
    A screen shot of an "other content" table highlighted by blue.
  3. Click the delete or backspace button on your keyboard.
  4. Save the proposal or click OK on the Guide box to save changes.

How to Create/Delete a shared content block

Creating new shared content

Governed Content

Shared content used in governed content is limited and must be approved. Data, Academic Planning & Institutional Research (DAPIR) manages governed content. Requests may be submitted by Associate or Assistant Deans, or School/College academic planners.

  1. Email lumen@provost.wisc.edu with your request for consideration.
  2. Provide the number of programs/pages where the shared content will be used and why this content should be managed in this way.

Once approved, DAPIR works with the RO to create the shared content page. Once the shared content page is created, you can add the shared content in Guide and Lumen Programs.

Non-Governed Content

The Office of the Registrar (RO) manages non-governed content in Guide. Requests must be made by the Guide Coordinator for your school or college. If a department plans to share content only amongst their departmental pages, they should use borrowed content.

  1. If requesting a new non-governed shared content block, email guideeditor@office365.wisc.edu with your request.

Deleting obsolete shared content

Governed Content

If a governed shared content block is no longer needed, email lumen@provost.wisc.edu with your request. DAPIR will work with you to identify where the shared content is located to support removal of shared content throughout Lumen Programs and Guide.

Non-Governed Content

If a non-governed shared content block is no longer needed, email guideeditor@office365.wisc.edu with your request.

How to submit shared content proposals (Lumen Structures)

Form instructions

For Lumen Structures basics (finding a proposal, starting a proposal, submitting a proposal, etc.) see the Lumen Structures: Overview and System Functionality KB.

Instructions for how to fill out the Lumen Structures form.
Field in the form Action
Request type Retain existing value in "Edit School/College Requirements" - do not change.
Home department Retain existing value in School/College/Division - do not change.
School/College This defaults to the School/College the department is housed in. This is not editable.
Title Retain existing value in this field: "Guide: [school/college/division] [governed/non-governed] Shared Content"
Request details Provide an overview of the proposed changes. Include approvals in this section.
Supporting documents Include any supporting documentation in this field.

HTML field overview

  • The HTML field is not an integration point (i.e. changes you make here will not automatically update where shared content lives).
  • The purpose of this field is to clearly define where changes were made using red/green mark-up..
  • The creation of this field allows for more end-user editing (headers, toggles, anchors, etc.) without interpreting a track-changes or marked up PDF.
  • Lumen Admin will copy/paste changes onto the real shared content page as proposals work their way through workflow.
  • Governed items follows this ordering logic:
    1. School/College/Division "front-matter" content, alphabetized.
    2. Other governed shared content, alphabetized.
  • Non-governed items are alphabetized by page name.
  • Do not reorganize the content in this form.
  • If you need to shred or revert changes on one piece of shared content reach out to lumen@provost.wisc.edu who can revert the changes and/or copy content from the existing shared content back into the proposal.

HTML field structure

  1. Every shared content proposal starts with a bulleted list identifying the shared content included in the proposal. A double horizontal line indicates the end of a section.
    A screen shot of the bulleted list of shared content for the School of Business followed by a double line.
  2. Each new shared content starts with a red horizontal line above an H2 with the name of the shared content in blue (hyperlinked), the URL of the shared content, and a single horizontal line.
    A screenshot of the blue header indicating a link, with a URL directly under it, ending with a horizontal line separating the segment.
  3. The content between the single line and the next double horizontal line is the content in the shared content. Make your edits in this area.
    A screen shot with a red box around the shared content in the proposal.

Workflow steps

  1. Department(s) (default)
  2. School/College(s) (default)
  3. APIR Admin (default)
  4. UAPC Approver (if applicable)
  5. Registrar

See Also


Keywords:
Shared content, table help, other content, school requirements, college requirements, degree requirements, s/c shared content, Lumen Structures, Structures 
Doc ID:
144327
Owned by:
Melissa S. in Lumen and Guide
Created:
2024-11-05
Updated:
2024-12-02
Sites:
Lumen and Guide