Uploading a new document

IMPORTANT PLEASE READ FIRST: 

A small number of users have experienced difficulties with losing content when adding or editing documents using Chrome. To avoid any issues with saving content, we recommend that you login to SiteKit using Firefox or Internet Explorer rather than Chrome.

Navigating to the documents section of Sitekit

Ensure you have logged into Sitekit using Internet Explorer, if necessary open Internet Explorer and log in again.

Select the Content tab on the left hand side of the screen and then select Documents. 

 

 

The list of documents will now appear on the right hand side. 

 

Scroll down to the bottom of the screen and enter your document name in the box on the left-hand side.

Enter the document title (exactly how you would like it to appear at the top of your document, in sentence case i.e. Capital for the first letter rather than capitalising each word - except for acronyms/proper nouns).

Use 'and' rather than '&') for example 'NIHR Research Standard Application Form (SAF) - Stage 1 Application Form and Guidance'. 

You can edit the document title later if you need to. Do not add anything else (e.g. version number or date, this will be added later).

Now click on the Add link on the right-hand side.

 

 

Your document will now appear in red in the list indicating that it is created but unpublished, locate and click on its title or on the edit link under actions and open the document form.

 

Completing the document form

Click in the Content text box where it says Enter new text, this opens the text editor and is where you will enter the main content of your document.

 

 

Copy the content of your Word document (please note: do not copy from a pdf) into an html editor like Notepad (which will strip the Word formatting) and then copy and paste this into the Sitekit text editor. Your text may look like the example below and will now need some reformatting using the Sitekit styles.

Depending on the format of your original document you may need to delete some extra spacing between paragraphs or add extra returns between paragraphs and titles, unfortunately this cannot be avoided.

If you are not familiar with adding text in the Sitekit text editor refer to the instructions on editing a content page. Please also refer to the adding documents checklist.

Please note: You should not add any branding or version numbers to the document text.

Formatting your document - using headings correctly

It is really important that you structure your document well with a clear hierarchical heading structure using the Sitekit heading styles rather than using bold text. Apart from reflecting your current headings and sub headings this will be translated into the table of contents that will appear alongside your document which users can then use to navigate effectively. For tips on how to style your document read the adding documents checklist. Please note: If you have copied across any text with existing bold headings , remember to remove  the bold before applying the Heading style, if it is left on it will stop the headings from appearing in the correct style and prevent the Contents from seeing the structure of the document. 

The highest level headings in your document will be Heading 2  as Heading 1 is reserved for the document title, please do not repeat the document title in the document itself.

Highlight your first heading and select Heading 2 from the styling drop down menu. If the formatting affects the paragraph below, undo your action and put in a return at the end of the title and try again (you may need to put a return before the title as well depending on your original document formatting).

Useful tip: Please note that before you format a heading as a 'Heading 2' etc you will need to ensure that there is break in the paragraph. However do not press return at the end of the previous paragraph, instead add the return immediately before the first word of the proposed heading. 

 

Subheadings under this heading section should be selected as heading 3, and subheadings under heading 3 should be heading 4 and so on. 

Your next section will then start with another heading 2 again as in the example below.

 

 Style

Remove any styling of text that is not bold or italic. We do not use all caps, underline, red or coloured text. Anchors can be added but you must be careful to add them to the end of the sentence above the section you want to link to (not on the section title as it will disable the heading in the contents).  see more about anchors on how to edit a content page.

Remove blank spaces above sections, or if you need to add one ensure it is styled 'paragraph' and not a heading otherwise it will show as a blank heading in the contents.

Images are discouraged for accessibility reasons, if absolutely necessary then read the information on  uploading an image so that your images are accessible.

If you need advice on how to add tables to your document please see Adding tables on the adding a table page.

When you have finished creating or editing your document text, click on the green Save button and this will return you to the documents form.

 

Completing the rest of the documents form

Picture: Do NOT add any image here

Do not show before/after: Leave the dates as per the default settings

Asset class: IMPORTANT Leave it as default (documents) otherwise you may not be able to publish your document.


Custom fields


Summary:
This should be just a short paragraph that is concise summary of the document, no more than a couple of sentences. Please do not simply repeat the title. This is bad for search, and not useful for users. Let them kno wwhat to expect inside the document.

Version: You should enter the version number of the document in the format x.x - Month Year for example 1.0 - June 2019 

 

Document type: Select the most appropriate type of document from the lefthand panel and click on the top small square box (which may or may not show arrows) between the 2 boxes which sends your choice to the right hand box (a tooltip appears if you hover over each of these boxes telling you what they all do). If you cannot find a suitable category email us at netsweb@nihr.ac.uk with your suggestion and we can add extra ones.

To remove your choice, highlight it and click on the 2nd box from the top. 

Year: Select the year the document was originally created

Audience: If you know which audience is appropriate for your document you can add this.

Funding programme: Add the relevant programme

Other fields: If you are able to make selections in any of the other fields then please do.

 

When you are satisfied that you have entered the document information correctly and have completed all the red starred compulsory fields (Title, Summary, Version, Document type, Year) then scroll to the top of the form and click the blue Save button (you can save your progress at any point through this process and return later).

Finally when you are ready to publish your document, email netsweb@nihr.ac.uk to have your document approved, only correctly formatted documents will be approved.

 

Please note: You will only be able to see your document after it has been published.

Once the document is live, you can check your document is satisfactory and make any changes as necessary, however if you need to make any  changes, just make sure to save it, but do not publish it. Then Email Netsweb with the subject line: Document approval [Title or post ID number]

Be aware: If Basic Post Editors amend an existing post, and use the Publish button it will remove the post from the front-end of the website (i.e. visitors will no longer see that post when visiting its URL).  If you attempt to publish it yourself it will be automatically removed from the website. Contact Netsweb for approval to publish each time.

If you need to unpublish the document for any reason, just removed the tick and press the publish button.

Document checklist

  • Does the document have a short, descriptive page title with no numbers, dates, special characters such as '&' or version information?
  • Is you title in sentence case, i.e. only the first letter capitalised except for acronyms or proper nouns?
  • Have you formatted your headings using the Heading dropdown? This will add them to an automatically generated table of contents.
  • Have you included the correct version information in the format x.x - month year? E.g. 1.1 - March 2019
  • Have you used plain English?
  • Do your links describe what will happen when someone clicks on them? Don’t leave the full url showing. Don't use phases such as ‘click here’. Use the format ‘Find out more about [subject]’ instead. E.g. Find out more about funding.
  • Do your internal links open in the same window? Do your external links open in a new window? Use the Target dropdown at the bottom of the link window to select either None for the same page, or New Window for a new window. 
  • Don't forget to strip out formatting when copying documents over from Word, either by pasting into Notepad before pasting into SiteKit, or by using the Clear Formatting button to the right of the Paragraph drop-down.
  • If you have included a diagram, make sure this information it conveys is also described within the text of your document.
  • If you have included images or videos, see Adding Images/videos when creating or uploading and image.
  • Tables should only be used when necessary for tabular data all other data should be converted to titles and text for accessibility reasons. If you do add tables these should be created in Sitekit and have table header cells for the header row. Do not just make them bold or uppercase, the top row should be selected and changed to header cells (blue). Find out how to in add a table.