Beatrix Training: A Deep Dive into Entering and Tagging News

January 11, 2023

Information

An in depth look at creating news articles for YSM and YSPH websites using Beatrix, the redesigned platform for managing dynamic content that is published on the School of Medicine, School of Public Health, Yale Medicine, and other Yale websites. This session includes new layout options, using the image library, and other new features.

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00:02OK, so we're recording. Welcome everybody.
00:05This is our last Beatrix training session
00:09and it is a deeper dive into the news
00:15feature and tagging news it looks like.
00:22The majority of people attending
00:25are communications officer,
00:27so I'm assuming you've used the news tool.
00:31Um, but if you're brand new to the news tool,
00:35um, we'll we'll go through it,
00:37but you know feel free to interrupt
00:40and use the chat for questions.
00:43We're hoping this session will largely
00:45be Q&amp;A because the system's been in
00:48place for almost two months now and so
00:51we're hoping you've been in there and,
00:54you know want to refine your usage.
00:56But if you're brand new and
00:58you're not quite following us,
00:59then please speak up and.
01:01Ask.
01:06I'm going to share screen.
01:14You can see my screen now.
01:17And I will just tell you I am in
01:19the development acceptance area,
01:22so nothing we do here
01:24will display on a website.
01:26So this is a safe playground to demonstrate.
01:31So. When you're in the news,
01:36I actually do have a couple test articles,
01:39so I'm just going to go to the one.
01:43That I'd worked on earlier just for ease.
01:46So since I've said a few things up, so.
01:52You come in, you create a new news article.
01:56You select whether it's an internal
01:58article or an external article.
02:01A few of you will use this print publication,
02:03but you'll special training on that.
02:06Internal article is an article written at
02:09Yale by one of the communications offices.
02:14Or, on occasion, a faculty member
02:16and external article is a news clip.
02:19New York Times, Washington Post,
02:22something like that.
02:24So title is is your article headline.
02:32You can select your author.
02:37Well, this demo I set up was Women's
02:40Health research, so we'll use Amanda.
02:45Umm. The slug is the URL that goes in the.
02:53In the article on in your browser.
02:56Good slugs are are helpful for Google
02:59and SEO and it is automatically
03:02generated by your headline test.
03:05I had a different one before if you
03:08want to update it or if it gives
03:10you a warning that it's a duplicate.
03:13You just added it so it would look
03:17like this if I started from scratch.
03:23Here was the date I originally did this,
03:25but we're going to change this to today.
03:31Oops.
03:36Today is the 11th.
03:42I've already added in an an image.
03:45We'll go through adding
03:47some images again later.
03:48It's the same process whether it's here.
03:51Which is it for your
03:53widgets and your news lists.
03:55The next is your summary.
03:57This creates the metadata field for SEO.
04:02Also can appear in the article as
04:05a sort of a a subhead or lead.
04:10So I really encourage you to do this,
04:12whether it's the first line of your article,
04:14if you don't have one,
04:16or if you can take a minute to write
04:19a good summary using the keyword.
04:23Keep it short,
04:24keep it real short for that meta description.
04:29Umm.
04:29Then you get into the body of your article.
04:34And again, it's there's a subtitle.
04:36This appears on the body of the article.
04:38It can be the same.
04:40It doesn't have to be.
04:42And then you come in to putting
04:45in your article.
04:47Most people are cutting and pasting.
04:57Cutting and pasting from a Word document?
04:59You can do that, or you can work from here.
05:04It does break out your paragraphs.
05:06Once you do that.
05:07The one thing we're really seeing
05:09is when people are using subheads,
05:12they're still not editing their
05:15word documents, so they're using.
05:17They're just bringing it in.
05:19It comes in as a paragraph and bold.
05:24That is wrong. That violates ADA
05:27necessity for a screen reader
05:30to be able to see sub heads.
05:33So what you need to do is come up here and
05:36select your your subhead in a hierarchy
05:39so you may have different levels.
05:42You should not skip around because of
05:44how you you like the way it looks.
05:47You really need to think about
05:48this as a strict outline.
05:50You'd have a number you know.
05:54123 and then your next level
05:56subheads would be ABC in and outline.
05:59It's similar here.
06:00Here's your H2 and if you had one
06:04beneath that, that's, you know,
06:06nested in that would be an H3.
06:08It's really important for people using
06:10screen readers to pay attention to this.
06:14If you wanted to add an image into a
06:18paragraph here in your news article,
06:21you'd click this little button.
06:24And you click on media.
06:26And you can pick from
06:28something in the media library.
06:31You can pick the image you've uploaded
06:35for your your hero will appear first.
06:38You can look at my media,
06:40which is, you know,
06:41maybe you've built a library
06:43for your department of Things
06:45you're going to use and repeat.
06:47They'll be here.
06:49If you're looking for a headshot,
06:52they will be in this public media library.
06:59Say I wanted.
07:08All right, she's not in there. She
07:11is, yeah. Just I think Carolyn is spelled.
07:16There you go. OK, so this brings up a
07:21point when you're entering your media.
07:24To really make a point of naming your media.
07:30And when you when you do it from
07:33when you do a media upload,
07:36naming your file properly so that
07:39people can find it. Is really helpful.
07:42Now in this case, I'm using an item
07:45that's already in the media library.
07:47I have the opportunity to change the title,
07:52the Alt text and the description
07:55for this usage.
07:56This wouldn't change it for.
07:59The global original image,
08:01but for this use I can change it if I want,
08:05and I can also decide in this
08:07paragraph whether I want it full
08:09width in the middle of the story
08:11or left or right of the paragraph.
08:13So I'm going to put it on the right of my
08:15paragraph and it's going to appear there.
08:18Call to action is that blue bar
08:20at the bottom of the story.
08:22It's a banner.
08:24Another really good SEO practice
08:26because at the end of your story you
08:29can lead someone to related material or
08:32something important in your website so
08:35that we don't necessarily lose them.
08:37We give them an option of somewhere to go,
08:40so maybe it's sign up.
08:45For our newsletter.
08:501/4 you know, whatever.
08:54Maybe it was a related news
08:56story or a research department.
08:59You'd put the link text.
09:05And the URL. Umm. Related content.
09:10This hasn't changed much from the
09:13old system, but this is where you
09:16would put a journal link. Umm.
09:22Maybe it's maybe you don't want
09:24to put it behind the firewall.
09:26Maybe you want to send them to pub,
09:27Med, whatever that URL is.
09:31Lena, do you know if there is
09:32a policy on uploading of Getty
09:35Images to the Media Library?
09:39Oops.
09:41So the only thing is we haven't.
09:45Well, I mean everybody,
09:46all the Tom's officers have access
09:49to download images off the Getty.
09:51We paid for 2500 for the year.
09:55The only thing was we didn't pay
09:56for rights for everybody to reuse.
10:01Everybody's Getty Images, right? Like.
10:05Like we're allowed to reuse Getty Images
10:08like five times or something once you've
10:10once we've already downloaded it, so.
10:13I don't know Justin was
10:15going to pursue getting.
10:17Additional rights for for what we post
10:19in here, we're just not there yet.
10:22Does that answer your question?
10:24I don't know. We have
10:24a recommendation for Toms officers
10:26uploading Getty Images to the public
10:29section of the Media Library.
10:31Should they avoid it?
10:35I don't know. Like what are the
10:37chances we're going to are, you know,
10:39like that we're going to all reuse the
10:42same Getty image over and over again.
10:44I don't know. Unlikely, yeah.
10:48So I mean, it's like we can reuse
10:51something five times. I don't know.
10:54Maybe we could eventually.
10:56Flag something so that if
10:58it's used four or five times,
11:00it comes out of the public.
11:02I don't know.
11:03Anyway, now everybody knows
11:06what the constraints are.
11:07Ohh.
11:09I don't know what I even recommend.
11:15To be continued. Yeah. Sorry, Liz got
11:18back with us in your Coms offices
11:21maybe on that one. All right.
11:23So in related documents,
11:25this is this feature came out.
11:28A little while ago.
11:30This allows you to put account associate
11:32a calendar item with the event.
11:35So if you're doing a preview on a
11:39on commencement or you've got to.
11:44All Day Symposium coming up and you
11:46want to associate the calendar event?
11:48You can just select it.
11:52And add that to your news event,
11:54which is way cool. Umm. And you?
12:02Also coming down here is where you would add.
12:09Your hero items,
12:10which is the banner at the top.
12:13If you have a big image, it's.
12:15There's sort of several different
12:17ways that access the media library.
12:19This is the one place to specify that
12:22you want in image or across the top.
12:26Likewise,
12:27you can add a gallery of images which
12:29is a group using this next thing
12:32and and when you're in here you can
12:35always you can be selecting existing
12:37items or adding new one at any place.
12:40So you can if you if you've gone ahead
12:42before and added everything to your
12:44media library you can just pop them
12:46into your article, but if you haven't,
12:48you can do it as you go.
12:49So it's just depends on how you want to work.
12:53Then there's the key part of this database,
12:56which is really the beauty of
12:58having our news in a database,
13:00and that's the tagging system.
13:01So we can tag, we have.
13:05People, organizations,
13:06and keywords are the three ways we tag.
13:10So if you tag a person,
13:12if you've got two or three faculty,
13:14or just one, or you know in the story,
13:16and you tag their names,
13:17they appear at the bottom of the
13:19story with a link to their profile.
13:22Annie. Organization that that
13:25faculty member belongs to.
13:29We'll get this news story in
13:31their suggested news queue.
13:33So if.
13:36Albert Coe.
13:38Is primary and YSPHMD,
13:42but he is secondary appointments
13:44and infectious disease,
13:45the Cancer Center.
13:49You know, MBMB, whatever global health,
13:53I mean a lot of these senior faculty
13:55members belong to 10 or 15 organizations.
13:57So all those organizations will have
14:00this new suggested which takes the.
14:04Takes a little bit of the edge
14:06off the need to create content.
14:09Also supports their work and prevents
14:12duplicate entries into the system.
14:14So that's how the people person works.
14:16So if we wanted to. Umm.
14:24Come and tag our person here.
14:27Since I used that example,
14:29we're going to use Alberto.
14:35OK, so the another keyword type is.
14:40The actual keyword.
14:43Which is topical.
14:45So say this is a COVID article.
14:49There's probably lots of COVID because
14:52we have public and private keywords.
14:56So public that's going to give us,
14:58that's going to appear on the article.
15:00It'll appear in search.
15:02It's general, it could be COVID,
15:04it could be cancer, whatever.
15:05But we also allow.
15:09Web page is to be created using a keyword,
15:12either public or private.
15:14So if I have a news story that
15:17I want to appear on a specific
15:20page to a specific organization,
15:23and you've set that up with our team already,
15:25we'll set this up for you.
15:27But you need to know that you
15:32know this combination of tags.
15:36So that it will appear on a particular page.
15:37That's where you're probably going
15:39to use a private code. Keyword.
15:41Now you wouldn't use a private
15:44keyword that you didn't set up.
15:46Because you might,
15:47you know,
15:47private means this is my keyword so that
15:50we don't mess up other people's pages.
15:53So a really good example
15:55of this is featured news.
16:00Umm. There was before we
16:04had the private keywords.
16:06I was the main news editor in
16:09public health and so I we'd
16:12have featured article. Well.
16:15There was a war going on between the SPH.
16:20Home page and the school Medicine
16:22homepage because I put it in to be
16:24on our homepage and they didn't want
16:26it so we wise pH quickly pivoted.
16:28We went to a private keyword so
16:30only you know it would have to
16:33stay wise pH featured news which
16:35is I believe the keyword.
16:37Is that right Fran?
16:40Just YSPH feature.
16:47Just be sure that no deal.
16:51OK, so that gets it to SPH.
16:53So so these are, you know, important.
16:56You'll know. If you've sent up
16:58a page with just your stories,
17:00just your keywords, you'll know.
17:03But that's what private keywords are for,
17:05and sometimes we'll use them for.
17:09News privacy.
17:11This news privacy button.
17:13This means that your article
17:16is not going to be submitted.
17:19To the other organizations.
17:20So if you're using the news for
17:23an alumni newsletter and it's
17:25they're really not news articles,
17:27but you're using it to post stories
17:29that you can link to from a newsletter,
17:30you would turn this off just so that it
17:33doesn't get submitted to people's queues.
17:36Most of the time you wouldn't do that.
17:38OK. And then the other kind of
17:41tagging is your organization.
17:43And so those are the departments,
17:45the particular pages, school of Health,
17:49School of Public Health, School of Medicine,
17:52Department of Internal Medicine.
17:56It won't.
17:58You know it might get submitted
18:00depending on the on the people tags,
18:02but you probably want to control
18:04what pages it's going to.
18:06This is where you do it.
18:08Umm.
18:39OK, so I've selected 2 organizations.
18:42I can preview my article.
18:45So here's my headline.
18:47Here's that subtitle.
18:48Here's that hero image.
18:51Here's the body of the story
18:54with paragraphs our subhead.
18:55Here's the image that I put in.
18:59In the body of the story.
19:02Here's that public tag.
19:04Here's a featured faculty member.
19:07Then there's your ugly little test news.
19:11Article.
19:13And then you publish or you schedule it.
19:17So what we're one of the things we're seeing.
19:20And ohh it has an error.
19:23What did I do?
19:24I skipped something probably.
19:30Oops.
19:44OK, so I've published.
19:45So one of the things we're getting a
19:47lot of tickets on is people coming
19:49in and editing their article,
19:51and they're forgetting to come
19:53back and republish. So that's.
19:55That's one thing to watch out for.
20:00And the other thing mistakes
20:01were seeing are people missing
20:04their organization tags and not
20:05seeing them on their page because
20:08they've not put that tag in.
20:10So that juncture, I would like
20:12to open this up to questions.
20:20Thank you, Denise, very helpful.
20:22Just can you speak to the benefit
20:24of sub heads or I'm, I'm sorry,
20:27subtitles, would you always
20:29recommend putting a subtitle in?
20:33No, I I don't. Actually,
20:35from an SEO point of view,
20:37I believe that having a
20:39summary is more important.
20:44If you have a really long title,
20:47lot of people just put a subtitle
20:49in the main title. It's fine.
20:51That goes to Google as your
20:53page title, subtitle doesn't.
20:55But the summary does go to
20:57Google as the Meta description,
20:59so I actually think that's more important.
21:03SEO search engine optimization and it
21:07is how Google picks up our our content.
21:16Thank you. And you said to
21:19just it's important to keep that
21:21summary quite short. Is that correct?
21:23I think there's a character limit
21:27for meta descriptions of like 100
21:30and I want to say 36 characters.
21:33Might have to Google it and then check.
21:35But yeah, people don't want
21:37to read long summaries.
21:38People should be able to glance at them.
21:49Got it. Thank you.
21:50And I just had one other question
21:52for Subheads, just to reconfirm,
21:54you would always make those
21:58heading to correct your first
22:00sub head would be heading too.
22:02If you had further ones,
22:04it would be a heading too unless it's a
22:07nested under an H2 and needs to be an H3.
22:10That's a contextual decision.
22:15But think of an H3 as nested under an H2.
22:26Hi, Denise. Can I ask a
22:27question? Yeah. So first
22:29introduction, I'm new,
22:30so I was actually a grad
22:32student here years ago and I'm,
22:33I came back and you know,
22:35to join the Center for
22:37infection and immunity.
22:38We met before.
22:40So this is a question maybe
22:41for you, maybe for. For Umm
22:46for the team? For Lena,
22:48perhaps because she set up the website.
22:51So looking at Beatrix.
22:52It's interesting because it's so
22:54it looks so user friendly that
22:56I am somewhat tempted to write
22:59my own little press release.
23:01But I'm actually wondering if
23:02because of the nuances of the
23:05tags and what you went over,
23:06should I just leave these things
23:09to the communications team just
23:10to make sure that the article
23:12goes in the right channels?
23:22Lena, do you want to take that?
23:30So were you just, were
23:31you asking if you should,
23:33I mean, I think you should feel
23:35comfortable to update this information,
23:37you know, after you've,
23:39especially once you're pretty.
23:41Like Akiko's got a lot of things
23:43she wants to post right away.
23:45So if you were, I mean,
23:47I don't know if the rest
23:48of the team agrees with me,
23:49but like if you were top user in the system,
23:52I think that would only serve her needs.
23:55I think the distinction is whether
23:58or not it's a press release and
24:00feature article that you want the
24:03greater communications machine behind,
24:06but if it's a more internal or
24:08you're posting clips, you should feel
24:10really comfortable about doing this.
24:13OK. Yeah, I mean the first,
24:15the first communication is very simple.
24:16It's just to announce that I've been
24:18appointed to this position at the center.
24:20So it's very low stakes,
24:22but I just want to make sure you know,
24:24to to do the right way.
24:28Anything that's high profile from her,
24:31I would loop in the Communications
24:34Office because she's really my profile.
24:37And she's used to working with them, so.
24:42Thank you. Yeah, she'll she'll definitely
24:46flag if the communications Office needs
24:48to be brought in.
24:50Thank you. The other
24:51thing is it was really interesting
24:53to see the Getty Images.
24:54I didn't know anything about it.
24:55And just looking at it,
24:57there's a lot of choices for viruses,
24:59infectious disease, very cool images.
25:01I was wondering about this other
25:03one because there's some of my
25:05favorite images from there,
25:07which I don't think I have
25:08the right to use those images.
25:10I think they're copyrighted science photo.
25:17Yeah, we'd have to read the rights
25:19information and science photo.
25:21We don't currently have an agreement
25:23with them as the school. Umm.
25:30They have some images that I've
25:32loved to use in my presentations
25:34in my former former life. Hmm.
25:37But you know, again, like immune
25:40system interacting with pathogens,
25:41you know, very good contrast,
25:43very vivid colors. Yeah.
25:45And you can get rights to individual photos.
25:49So we could explore, you know,
25:51a very limited license from the center
25:53to to specific photos that we like
25:55because they have a huge library.
25:58So that's probably very expensive.
26:00Yeah, I was going to like as of right now,
26:02you'd have to purchase it with
26:05department funds or program funds
26:07or whatever on the other hand.
26:10If you know, it's like if Akika was releasing
26:13some huge new research story and she
26:16said to Rob Foreman in the Communications
26:19office who was writing this article.
26:21I found a perfect image on science photo,
26:24you know, like if it was a
26:26school wide announcement like.
26:28You know, the comes, the communications
26:30Central office might purchase it.
26:31So it's just kind of again like a community,
26:34like a conversation with
26:36the Communications Office.
26:38But we don't have like a central
26:40agreement with them right now.
26:41We have Getty Images.
26:42They've actually served us
26:43pretty well with the scientific.
26:45And yes to answer your chat question,
26:48the images on that site are from Getty
26:51Images and Akiko just picked them.
26:53You know, I sent her that URL and that
26:55because I was like, how about this picture?
26:56And she was like.
26:58That's bacteria.
26:58That's not a virus, you know.
27:02OK, so.
27:05Anyway, all the goodies pretty good.
27:06And then yeah,
27:07if you're getting into real
27:09scientific images,
27:09it's it's next level.
27:12Yeah. And last question for me.
27:15So, so I'm basically reusing the
27:17same images from Getty which
27:19you put on the website because
27:21I I figure these are good to go.
27:24But now I hear there's a bit of
27:25a restriction on how many times
27:26we can use it. So actually no,
27:28no, no. So you can reuse that image so
27:31you're considered like a one time use.
27:34It's like, it's like if you downloaded
27:36an image and you put it in Beatrix
27:38and then I used it and then Christy
27:40used it and then Fran used it.
27:42And then Zach used it like
27:44that's where the limitation is,
27:4610 users reusing it.
27:47You can actually go use that image as many
27:50times as you want if you downloaded it.
27:53That's our agreement with them
27:55because we're using it basically on LinkedIn,
27:58on Twitter and website. And that's OK,
28:00that's all fine.
28:02Sounds good. Thank you.
28:11I think I've got a quick question.
28:12Is there a reason or rationale to edit
28:15the slug aside from if it's a duplicate?
28:22If you look at it, I always look at it from.
28:25I see somebody, yeah,
28:26somebody was asking about SEO.
28:28I look at it from the point of
28:30view of how would Google read it,
28:33which is basically like how
28:34does the public read the slug?
28:36But you know, so does it kind of seem,
28:38but to having it match your title is A is.
28:42Like, Google loves that.
28:43That's what I thought.
28:45So I just usually don't touch it.
28:46That's why I was curious, like, should I?
28:49I just read it just because I don't know.
28:51I'm like, I was like somebody
28:52else suggested this to me.
28:54Do I think it's right?
28:55You know,
28:55it's more a matter of pride than.
28:59Thank you.
29:01It's pretty good. I I do.
29:03Sometimes there's something extraneous
29:04that I'll just take out, but.
29:08Sometimes, sometimes there'll be,
29:09you know, a a title, subtitle,
29:11and it's just so long and you
29:14really just need the first part.
29:17Sometimes I'll take that out just to show,
29:19but not usually.
29:20If you've written a good headline, leave it.
29:24Try not to make them too long to begin with,
29:26so that makes sense.
29:28Well, what was the thing they were saying?
29:30You know, a Facebook headline
29:32should be 6 words.
29:36So.
29:42So there's no
29:42way we have of. Like I was just looking
29:48at the this is kind of a I don't know
29:50if everybody would have this question
29:52but I was kind of looking at like we
29:54create we can create a page for our
29:56comms officers based on a keyword right?
29:58Like so news and recognition
30:00is based on the keyword 453.
30:04Right. Is that like I'm just,
30:06I'm going to put this in the
30:08chat so that that's correct.
30:10OK, so like as a user if I was.
30:14Kind of thinking about my different feeds.
30:17Do I have any?
30:18I don't have any way of knowing what
30:21my keywords are that I've used or.
30:23Or like being able to.
30:26Pull this up I I'm like a weird
30:29research person that would want to keep
30:31track of my keywords and see them.
30:34You know,
30:34like like we'll publish issues
30:36for alert by issue #27,
30:38issue #28,
30:39and each one of those would have a
30:41keyword that we would use to pull
30:43it into the display.
30:44But as a user,
30:45I don't really have any way of.
30:49Exactly. So I was looking at this one.
30:51I was looking at trying to look
30:53at keyword 353 to figure out,
30:55but it's not even listed in there
30:56because it's a. It's like a.
30:59Yeah. OK. Like I could, OK.
31:02Yeah, we do not have a way to
31:04back trace them at this point.
31:07I don't know if I'm just a
31:09weirdo or of other people.
31:11When I was in doing this in my SPH,
31:13I had a CHEAT SHEET for this that I gave
31:17to the editorial team and I maintained.
31:21Yeah, because there are all the
31:23research themes are keyworded,
31:25so they and they probably have
31:2825 or 30 keywords
31:30that they use. So, you know,
31:32we just kept track of it.
31:34Yeah. So it might be something useful.
31:35I mean you can download the spreadsheet
31:37from here like so if somebody needed it,
31:40you could download it for
31:41them and send it to them, but.
31:44Maybe eventually that would be something.
31:47We can talk to mark about that,
31:49but yeah. And just to clarify,
31:51do you mean how many times your queue
31:54like my keywords are used or just what
31:56my keywords are where they're used?
31:58OK, yeah. So if you look at this URL that
32:01I put in here, Beatrix at
32:03yale.edu slash blah blah blah,
32:05that number 453 is correlates
32:08to the actual keyword tag.
32:12So you would be able to like Tiffany
32:14saying she has different keywords for her.
32:16You would be able to view a feed.
32:18If you know what that number is, you can.
32:20To a feed of each of those.
32:23Things exactly what that is
32:24by just swapping out that
32:25number. Yeah, I didn't even
32:26know that was a thing, so that
32:27would be cool to be able to.
32:30Like that's just me
32:31farting around in here going, Dang it,
32:33I wish I could see this and that so.
32:36Yeah, I just think it would be
32:39helpful as I'm trying to figure
32:40out how to get different streams of
32:42news posts and on different pages.
32:44It would just be kind of interesting to see.
32:48I think.
32:56Anything else?
33:03OK, well if you run into
33:06things or have questions,
33:07you know how to reach us.
33:09Why is m.editor@yale.edu?
33:12And Bugs are continuing to be
33:15fixed and some things were fine,
33:18so most of your communications officers.
33:22So I'm sure that Mark will provide
33:24an update next time you guys
33:26have a meeting on some of that.
33:30OK.
33:32Thank you everyone.