Customizing your group's home page
A short guide for understanding the features and functions of group pages, on which to build your content.
Welcome to your new group page; now what?
If you're reading this guide, very likely you have just had one or more new group pages established for you. It might be an office sub-page within a bureau, or a new landing page for programs or projects. Group pages are largely the same across all types, so these tips generally apply no matter which type you're building content from.
POWR team staff are currently the ones empowered to create group pages, so typically the start of the process will be a notification that your page(s) are created and ready to build from. Usually the person(s) notified will be preset as group admins-- employees or contractors with the ability to assign permissions and delete content they haven't written, among other things. Admins can then begin adding other members to the group: simply click the "Members" link near the top of the group page, and when you type into the text box, the system will search for existing account names that are like the one you're entering.
The next step is to customize your page's names.
Both fields are required (indicated by the red asterisk), and the first is the common name, which will be used to create the page's URL. If you have a special URL you want to use, someone from the POWR team can override the default based on the common title, and create it for you.
The second field is the official name of the group; if it's the same as the common title then simply copy it over (remember the field must be filled).
For bureaus, offices and programs you have the option of filling in contact info for your group. The data entry is conditioned on the "country" field, so if you leave that blank then Drupal will assume you have no address information to provide. Otherwise, selecting a country will trigger the rest of the form to show itself, so that you can enter a full physical address.
Your telephone number should be in US 10-digit format, and if at all possible be a number tended by your reception staff. Similarly, the contact email should ideally be specifically for the group and not an individual's email address. (You can have BTS Help Desk staff create a group email account for you.) Finally, adding the building location is also optional but makes a quick shorthand for showing a physical location.
Here are the next few fields to review:
If the group page you're customizing is at the top level of your hierarchy (meaning there are no groups that are considered "parents" of this one), then the "parent bureau..." field should be left blank. Otherwise definitely do fill it in, so that the group is properly associated with its parent.
Next choose an audience or two for your targeting, but if you feel that you should include more audiences then it's best to not add any at all so that certain searches won't undervalue your page. The same is true of topics. Choosing any more than about three topic labels, creates a potential situation where almost any topic keyword yields a hit -- which it not what you really want.
A logo is also optional, but if you choose one it must have sufficient alternative text entered with it so it is accessibly readable in case the image doesn't load. Finally, the summary is a short (300 character) description of the group that appears under the group name.
The site menu
This feature may be a bit confusing at first but it is of vital importance. Each of the checkboxes relates to a menu link you can "turn on" for the group, where users may find content related to the group. For instance, if there are services offered within the context of the group, you will want to check the "enable services and information menu item" box so that the menu link will show on the group page.
Note that if you enable a particular menu type and no content is associated with that type, clicking the link from your group page will show no data and possibly frustrate your users for sending them to a dead end. By the same token, if you create an item of content and associate it to your new group, that association will exist as planned -- but you won't be able to access the content from the group page until the menu for it is enabled.
Legacy pages and featured images
If your group page existed on PortlandOregon.gov, or content equivalent to it, you may use the legacy pages feature to associate them with your group on Portland.gov. Only use the portion of the URL after "portlandoregon.gov," such as "/bps/99999." You may associate from as many pages as are relevant to do so, and when those pages are discontinued at PortlandOregon.gov, users who attempt to navigate to them will be automatically redirected to the new page. Note however that each page you associate from, can ONLY redirect to one page; you cannot repeat a legacy URL path on multiple different Portland.gov pages.
Featuring an image will place it as a banner across the top of your group page, right under the title. Remember to properly tag your image for screen readers, and credit the image's source.
When you're finished customizing your new group page, click the "Save" button.
Project page differences
Project pages differ only slightly from the other groups. They do not have a physical address option, but they do have a time range requirement. A project page is distinct from a program in that it has a defined start and end date. Those dates may be changed at any time to reflect the reality of planning challenges, but there must always be a discrete beginning and ending to the project. There is also no option for adding a logo to project pages.
Enjoy your new group page, and if you have further questions or suggestions please email us at POWR@portlandoregon.gov.