Working with Events in Drupal

Note: before receiving access to edit events in the USF Calendar, you must attend training through ETS and complete the web accessibility agreement.

Past events will be deleted from the system 30 days after the end date.

Log in

  1. Go to https://www.usfca.edu/user.
  2. Click on “Log in using CAS” link.
  3. If you are not redirected to CAS page, hit the yellow LOG IN button.
  4. Log in with your myUSF username and password.
  5. You are logged in to Drupal when you see the black control bar along the top of your screen.

Search Events

  1. Click in the top left of the black bar on the MY WORKBENCH link. Click on the second menu item in the dropdown list: SEARCH EVENTS.
  2. All events in the system will be found on this admin panel. The list defaults to showing most recently updated events first. Events can be filtered and sorted using any of the options that appear above the list of events.
  3. Enter information for any of the sort menus, click the green APPLY button to see results.
  4. Find the event you are searching for in the listing.
  5. To open the event for editing: click on the EDIT link in the far right column of the listing.
  6. To see the event details view: click on the EVENT TITLE.
  7. Events can also be opened for editing from this event details view. The page editing menu is the light gray area in the black control bar at the top of the browser window. Click EDIT DRAFT (NEW DRAFT for a published event) to open the event in the editor.

Editing an Event

  1. Select a Section. This will relate to your workflow and will identify this event for your calendar manager. Select one of event subcategories under the first Events option (e.g. --College of Arts and Sciences Events). If none of these apply, then select the first Events option.
  2. Administrative Title is the title you see in the workbench list. It comes from the EMS space reservation and is used as the title in the weekly calendar emails. If you need to change the title, contact Events Management. Note: changing this title will create a new link for the event.
  3. Display Title is the title that appears at the top of your Event webpage and in event listings. It also is created from the EMS reservation.
  4. Additional Info is a text area that appears above the image and directly below the time and room information. It will have a green highlight on the left side, and any links will be green. It is ideal for special instructions like a registration/RSVP link, contact info, or parking info. Do not use it for event details or descriptions.
  5. Image button is where you load an image for your event. The image will appear full width above the event description. It should be a high resolution image, not smaller than 775px x 436px, but also no larger than 250kb in size. Images should be resized using Photoshop or equivalent tool before being uploaded. This image will also become a thumbnail for the Calendar page and on event listings on the website. Don't include text on the actual image and avoid using photo collages—this will be illegible on the thumbnail image, in the mobile view of the page, and text will get cut off when the image is cropped for various screen sizes. Whenever adding an image, add a description in the alt text field. Alt text is what a screen reader will use to describe the image to a user with a visual impairment.
  6. Body is where you put all descriptive information about your event.
  7. If headings are necessary you must use them beginning from Heading2 through 6 in descending order. Never use Heading1 in the body as this is already included in the page from the Display Title field.
  8. Inline images can also be inserted in the body area. Click on the Add Media button on the far right of the tool bar (pictured below). You can upload a new image or use one from the library. Set size of the image via the Options > Display As dropdown menu on the second popup screen. Images align to the right by default with padding applied.
  9. Be careful with cutting and pasting text into the body area as you can copy unwanted code (especially from email or Word). Always double check pasted coded by changing the Text Format dropdown menu to Full HTML to make sure code is simple and clean.
  10. Select the appropriate Category. Events are displayed in these categories on the USF calendar. Do not check off all schools and colleges. Select a school only if they are sponsoring the event. Also never select Academic Calendar as this category only applies to registrar scheduling.
  11. Select the appropriate Target Audience(s) for the event. Use this field to capture the broader audience of attendees. This will add the event to weekly calendar emails and announcements on the myUSF dashboard.
  12. Event Terms is used to display events on usfca.edu and myUSF webpages. If you are using this field, Web Services would have already created a specific term that you should use and select. If you are unsure of what your term is, or need a new term added, please email webservices@usfca.edu. Do not select a school name term unless you are the designated Web Manager for that school. If you would like your event to appear on one of the college home pages, please email the appropriate web manager with a link to your event and ask them to consider adding this to their event list (they will add the event term if approved).

    To add an event term:
     
    1. Click on the event terms box and either begin typing a term or scroll down the list of terms.
    2. Select the appropriate term that matches the feed on your site.
       
  13. Which website(s) should this display on? These options determine whether the event is included in listings on the marketing website (USFCA.edu) and myUSF. myUSF is selected by default. USFCA is the external marketing site and events should only be included here if they are open to an external audience.
  14. Feature in calendar on USFCA.edu? Selecting Yes means this will be a featured on the USF Calendar listing with a yellow highlight bar next to the event. This should be used sparingly, reserved for items that are open to the public and have broad appeal, include an image, and a detailed description.
  15. Include in calendar emails? This will include the event in the calendar emails that faculty, staff, and students receive. Standard is selected by default. To be featured in the calendar emails, the event should have an image, great description, and be open to the entire USF community (don't forget to check "USF Community-Wide" under Category).
  16. Sidebar Node Reference can be used to include existing buttons and callout boxes into the right hand column of your event. Contact webservices@usfca.edu if you need to do anything like this.
  17. Below Content Carousel is where you can create a slideshow of images in your event. This is appropriate for events that recur, for example. Give the slideshow a title in the Below Content Carousel Title field. Click Attach Media to load images, then apply crops to each image selected. Each image must have an alt tag (see Web Accessibility section below). Image title tag creates captions; these should be different than the alt tag. There should be at least 2 and no more than 5 images in the slideshow.
  18. When done populating the form, change the Moderation State dropdown from Draft to Needs Review and click Save. This will send a notice to your calendar manager who can publish the event to the calendar.

Web Accessibility

Web Accessibility refers to making web pages usable for individuals with a disability. The site will take care of the majority of the steps but there are a couple things that must be done for events.

  1. Fill out this agreement that you have read through the accessibility page, and agree to follow accessibility best practices. Calendar Access will not be granted until the agreement has been filled out.
  2. Whenever adding an image, add a description in the alt text field. Alt text is what a screen reader will use to describe the image to a user with a visual impairment. The alt text field should only be blank if the image is purely decorative and does not provide any additional meaning or context to the page. For additional examples of alt text, please see our accessibility guide.
  3. Heading2 through Heading6 should only be used in descending order. Heading1 should never be used in the body of the event (this is already included from the Display title field).

Read further details about web accessibility, including descriptive alt text, creating web accessible files, and much more.

User Roles, Workflow, and Publishing

  • Most users have the role of Author. Authors can edit any element in the event form as described above, but cannot publish the event to the live calendar. Publishing is reserved for the Calendar Manager.
  • When an Author is done editing, changes the Moderation State to Needs Review, and hits Save on the event form, their Calendar Manager is sent the event for review and publishing via My Workbench

Author Role

  1. Edit the event as above.
  2. At the bottom of the form, you should see the tab “Revision Information”. This tab area contains a dropdown menu for Moderation State.
  3. If you are still working on the event and just want to save your current edits and come back later, then set the Moderation State to Draft. Hit Save.
  4. If you are done editing and ready to send out for publishing, then set the Moderation State to Needs Review. Hit Save.

Managing Workflow in Your Section

  1. Click on the My Workbench tab in the top black control bar.
  2. You can see any events you have worked on from this interface.
  3. Click Needs Review in the gray area on the far right of the top black control bar area. Any events your Calendar Manager has sent back to you for further editing will show up here.
  4. Click on the event title to open the event. Click Edit Draft in the gray part of the top control bar area. Edit the event and when done change moderation state back to Needs Review to send back to your Calendar Manager.

Calendar Manager Role

  • You have the same edit ability as the Author role, plus you can edit any event worked on by an Author within your Section. You can publish events directly, and publish events by Authors in your Section.
  • To publish your own event directly after editing: Edit the form as above. When finished, go to the bottom of the page and click on the Revision Information tab. Under Moderation State, select Needs Review. Click the Save button. You will be taken to a preview of the event. If everything looks good, note the top of the preview window in the yellow bar look for where it says “Set moderation state.” Click the dropdown to select Published. Hit Apply. The event is now published and you will note the pink background has disappeared from the event detail window.

Calendar Manager Workflow in Your Section

  1. Click on the My Workbench tab in the top black control bar.
  2. Click Needs Review in the gray area on the far right of the top black control bar area.
  3. Select the Section listing for your area and click Apply.
  4. Any events from Authors within your section that have been sent to you for review and approval will appear in the list on this page. You can see the event title and who worked on it from this interface.
  5. Click on the Event Title in the list.
  6. The event will open in its draft state (if there is pink behind the event, it’s in draft state). Review the event for content, tagging, and styling.
  7. If the event is approved, in the yellow bar above the event draft click on the dropdown menu and select “Published” then click the gray Apply button.
  8. If the event needs additional editing by the Author, return to My Workbench and under Set Moderation State click on Change to Draft in the row for that event.
  9. The event will leave your work area and return to the Author. When they make additional changes and send it back for approval, it will return to the Needs Review area of your workbench. You can then publish when you are ready.

Tagging Events for Calendar Emails

  • Select the Event Category. For example, check School of Education for all SOE emails or Student Events for general student events that should appear in all student calendar emails.
  • There are tradeoffs with selecting multiple Event Categories. Each calendar email displays several category breakouts in the same message, thus, if you choose multiple categories, your event may be duplicated in different sections of the same email (e.g. checking both College of Arts & Sciences and Student Events will cause the event to repeat in both the Arts & Sciences section and the Students section of the email). Please only check a college or school if that college or school is sponsoring the event.
  • Select the Target Audience(s) to ensure the event appears for the various audience email versions: undergraduate, graduate, faculty, and staff. For example, if you select the School of Management Event Category and then mark the Target Audience(s) as Undergraduate Students and Graduate Students, the event will feed into the School of Management section for undergraduate and graduate students, but not in the versions going to faculty and staff. Under Include in calendar emails? confirm that Standard is selected. There is one exception, and that is for featured events. Read below for more details.
  • Featured events (selected under Include in calendar emails?) is unique. This will put your event at the top of the event listings on the calendar email in its own section across all roles. If it is featured, it will appear in the Featured section of every calendar email.
  • Recurring Events: Events that repeat for multiple days also repeat in the listings and clog the email presentation, while also preventing other events from being displayed. For these daily repeated events, please only include one or two of the event listings a month for inclusion on the email view to prevent duplication across the email lists. Please don’t include every single instance.

More about calendar versions and segments:

  • Remember that there are a number of different versions of calendar emails, segmented by the receiver's role at the university (faculty/staff, student undergraduate, student graduate, etc.). Most members of the university receive only one version of this email.
  • Each of the emails also include the following categories of events: Featured (the same across all emails), Students (for students only), Faculty & Staff (for faculty & staff only), and Athletics.