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

  • Shared content must 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.

Editing rules

  • Content may only be edited during the regular edit cycle window (November-March).
  • Shared content must be edited via the Guide shared content page.
  • Governed shared content edits must be submitted at the same time with the corresponding Lumen Structures proposal.
    • If all shared content has not been submitted, the Lumen Structures proposal will be sent back.
    • Every academic division (School/College/Institute) has one governed and non-governed Lumen Structures proposal (i.e. shared content proposal: Edit School/College Requirements).
    • The non-governed Lumen Structures proposal is no longer applicable and may be disregarded. Proposals in Lumen Structures cannot be removed, thus there will always be two school/college/institute proposals related to shared content.
  • School/College academic planners, assistant, or associate deans determine who has editing access for each type of shared content. 

Add or 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.

Request a new or discontinue a shared content block (Lumen Structures)

Requesting a new shared content block

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 make changes to content in a shared content block

  1. Edit the Guide shared content directly on the related Guide shared page.
  2. Submit the page into workflow once completed.
  3. For governed content, submit the Lumen Structures proposal. Include the rationale for changes in the Request Details section.

Editing content via Shared Pages

  1. Navigate to the shared content you need to edit: https://next-guide.wisc.edu/shared/. Only page owners may edit content on the shared content page.
  2. Click the "Edit Page" icon in the upper left-hand corner of the page.
    Screenshot of the edit page with a blue box around the "EDIT PAGE" icon.
  3. Click "Edit "Page Body"" link on the right side of the page with the pencil icon. A new window will open.Screenshot of the edit page with a blue box around the "Edit "Page Body"" icon.
  4. Edit content inside the Page Body window.
    Screenshot of the Page Body window with a blue box around the edit window.
  5. Use the tools to modify the formatting of text, adding course lists, and ensuring content is accessible.Screenshot of the Page Body edit window with a blue box around the available tools.
  6. Click "Ok" to save changes.
    Screenshot of the Page Body window with a blue box around the "OK", "Start Workflow", and "Cancel" buttons.

Submitting to workflow

Submit to workflow either by clicking "Start Workflow" on the open window, or on the Guide page.

Submitting to workflow from Guide page

A screen shot of an edited Guide page with a blue box around the green "Start Workflow" button.

Submitting to workflow from Edit Window

A screen shot of the open "Page Body" editor box with a blue box around the gray "Start Workflow" button.

Lumen Structures form instructions (required for governed shared content)

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 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.

Request Details

  • Articulate the rationale for the proposed changes.
  • Document all governance approvals related to this change.

HTML field overview

  • The purpose of this field is to provide a full list of all governed content with links to the shared content edit site. Each of these URLs must be updated annually.
  • Only Lumen Administrators may edit the HTML field.

Workflow and Approval

Workflow steps

Governed Shared Content pages

  1. [S/C School Approver] (same workflow name as workflow step 2 in Lumen Structures)
  2. DAPIR Guide Gov Content (holding tank for Guide Governed pages)
  3. Registrar (implementation)

Lumen Structures proposal

  1. Department(s) (default)
  2. School/College(s) (default)
  3. DAPIR Admin Reviewer (manually added)
  4. DAPIR Admin (default)
  5. UAPC Approver (if applicable)
  6. Registrar

Non-governed Shared Content pages

The workflow mimics the same workflow approval steps as the school/college "front-matter."

Edit shared content pages in workflow

  1. Navigate to the appropriate workflow role in the Approve Pages console.
  2. Click on a proposal in the queue.
    A screen shot of the Approve Pages Console with an orange arrow pointing towards the list of items needing action.
  3. Click the blue "Edit" button. 
    A screen shot of the Approve Pages Console with an orange arrow pointing towards the blue "Edit" button.
  4. An edit toolbar will open.
    A screen shot of the Approve Pages Console with an orange box around the available edit tools.
  5. Click "Page Body" to open an edit window.
    A screen shot of the Approve Pages Console with an orange box around the "Page Body" button.
  6. Make changes in the text box under the tools.
    A screen shot of the Approve Pages Console with an orange box around the edit box.
  7. Click "OK" to save changes - or - click "Cancel" to not save changes.
    A screen shot of the Approve Pages Console with an orange arrow pointing towards the gray "OK" button.A screen shot of the Approve Pages Console with an orange arrow pointing towards the gray "Cancel" button.

Approve shared content pages

  1. Navigate to the appropriate workflow role in the Approve Pages console.
  2. Click on a proposal in the queue.
    A screen shot of the Approve Pages Console with an orange arrow pointing towards the list of items needing action.
  3. Click on the green "Approve" button.A screen shot of the Approve Pages Console with an orange arrow pointing towards the green "Approve" button.

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:
2025-10-14
Sites:
Lumen and Guide