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Creating and managing community news articles

Overview

A community news article can be:

A news article is a type of news item whose purpose is to provide news about a particular topic to other Workplace users. A news article is synonymous with articles on a news website, or articles in a newspaper or magazine, etc., and consists of:

  • a News headline,

  • an Image file upload feature,

  • a Summary and Body, as well as

  • various other selectable categories of information (e.g. Article topics and AUDIENCE details) that can be specified for the news item.

Creating a community news article

Any logged in Workplace user can create a community news article in any public community, as well as a private community that the user is a member of.

To create a community news article:

  1. Ensure you have accessed the community’s overview page.

  2. On the NEWS tab, click the add news article button Add news article button, which opens the Create a news article page.

    If there are no existing news articles, click + Add article in middle of this section.

  3. Add a headline or summary for your news article in the News heading field.

    This should be brief and consist of no more than a single sentence.

  4. Add an Image for your news article (which is the main image in the news article’s content, and the image used in the news article’s tile on the NEWS tab of the relevant community’s overview page), by clicking the pencil icon in the lower-right corner of the image area to open the Upload file dialog box.

    1. Choose the image by either:

      • Dragging and dropping a image from your file system into the central area of the Upload file dialog box.

      • Clicking Select image and choosing the image from your computer’s file system.

    2. Use the 'Drag to reposition' and Resize image features on this dialog box (available after choosing your image) to adjust the news article’s image.

      The cropping box is set to a fixed rectangular configuration, since this configuration captures the image in its entirety for the news article’s tile on the News and Events page and Workplace home page.

    3. Click Upload to upload the image to Workplace and set the news article’s image, or Replace to choose a different image instead.

  5. Enter the main written content for your news article in the Body editing box.

  6. Upon completing this page, click the Add article button.

If a workflow has been applied to the community news article feature, then your news article will not appear immediately in the relevant community’s overview page. Instead, a Workplace system administrator needs to set the status of your news article to Approve and Make Live, before it appears on these pages.

A Workplace system administrator can protect a news article from being edited (or from accidental deletion attempts), by granting the relevant Workplace users Read permissions to the news article (after you created it), and denying or removing the news article’s default Write permissions.

Editing a community news article

Any logged in Workplace user can edit any existing community news article in any public community, as well as any private communities that the user is a member of.

If a workflow has been applied to the community news article feature, then you can only edit a news article in its safe edit status, since workflows are designed to prevent you from altering any live content without approval.

Editing a news article in its safe edit status allows you to edit and preview your changes to the news article. However, a Workplace system administrator needs to set the status of this news article to Approve and Make Live, for your news article’s status to change to live, which makes it visible to every other Workplace user on the system.

To edit a news article:

  1. Ensure you have accessed the community’s overview page, and click the NEWS tab.

  2. Click on the tile of the news article to open its page.

  3. On the news article’s page, click the Edit button to the top right of the page to open the news article in edit mode on the Content page/screen.

    If you do not see the Edit button available, then a Workplace system administrator has most likely granted you/your user group Read permissions to this news article, and has denied or removed the default Write permissions. This means that you cannot edit this news article and you cannot proceed any further. If you need to edit the news article, contact your Workplace system administrator to grant you permission to do so.

  4. If a workflow has been applied to the news, events and announcements feature, the news article’s status might already be live. If this is the case, click Switch to Safe Edit status near the top of the page to begin editing your news article’s content.

  5. To edit the body of the news article, update the existing text in the Body text boxes, using edit mode’s content editing features.

  6. To edit the headline or main image of the news article, access the Details page/screen, and edit its respective News Information  Headline and Related Image  Set Image fields. For the main image:

    • To find a different image asset already uploaded to Workplace, click the Select button in the Related Image section to open the Asset Finder, where you can choose a different image asset in Workplace.

    • To add a completely new image, click the New button at the top left to open the Asset Creation Wizard, where you can upload a new image asset to Workplace. You then use the Asset Finder (above) to change the main image to this newly uploaded image asset.

  7. Once you have completed editing the news article, click the Save button at the top right.

  8. To return to the community news article’s page in Workplace, exit edit mode by clicking the 'user' button at the top right, followed by Exit Edit Mode in the resulting pop-up.

Deleting a community news article

Deleting a community news article prevents any other Workplace user from accessing this news article. This process initially involves changing the community news article’s status to Archived and then moving this news article into Trash. However, if the Trash has not been purged, the community news article can still be restored.

Only Workplace users who are Workplace system administrators can delete a community news article.