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Fillable link/CTA text and URL fieldsCertain sections of the site, such as most blocks and structured content, have fields where you can enter a URL and text to create either a CTA (Call to Action) or Link. To make your link or CTA text accessible, you'll want to keep it simple, direct, and clear. Use language that tells the visitor where the link goes, like "register now" and "more about our program". Don't use terms like "click here" or "learn more" as they're generic and present accessibility issues for visitors that use adaptive technology. All links should make sense out of context (without surrounding text). For the URL field:
Links in text blocksYou can make links in text blocks just like you can in an email or document. Simply highlight the text you want linked, click the Link button (it looks like a piece fo chainmail) in the formatting menu for the text block, and select the correct destination from the dropdown list of options. There are three different "Protocol" types you can choose from. :
Note: when selecting the text to link, avoid terms like "click here" and "read more" as they are generic, don't make sense out of context, and can present accessibility issues. Choose specific phrasing that tells the visitor where the link is going, like "apply now" and "learn more about accessibility". Anchor linksAn anchor link is a link that directs a person to a specific part of a page (the anchor). Anchors are generally inserted further down a page, with a link of anchor links near the top of the page (much like a table fo contents). That way visitors can quickly jump to their desired destination on the page. You can only make anchors (the destination of the anchor link) in text blocks, but you can make the links in any block that has a URL field. You must make the anchor before you can link to it. To make an anchor:
You can now use that anchor to link to from within the page. Follow the instructions for adding anchor links in Links in text blocks or Fillable link/CTA text and URL fields. If linking to the anchor from an external source (such as linking to it from another page or including the link in an email or a Facebook post), use this URL structure: https://www.pdx.edu/site-name/page-name#anchor-name Links to documentsMaking a link to a document is essentially the same as making a link to anything else. The only difference is that you need the document's URL. If the document is hosted elsewhere (such as on Google Drive), then you can link to the Share URL for the document. If the document was uploaded to your site, then follow these steps to get the URL:
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Media: images, videos, & documents
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All content on the public-facing http://pdx.edu website must be accessible to people with disabilities. Accessibility is not only an important part of building a welcoming and inclusive university culture; it’s also PSU policy. This means that all http://pdx.edu multimedia content must include the following:
These features ensure that people with vision or hearing disabilities can access your multimedia content. It also allows for greater accessibility and usability for those who are second language learners, those with cognitive learning disabilities, or those who are simply trying to watch a video in a loud or distracting environment. The Digital Accessibility Basic Training Series offer a good example of accessible multimedia content. Note that the narrator provides an audio description of visual information at the end of each video. This is an important practice to emulate when generating new multimedia content. Captioning OptionsCaption Your Own Multimedia ContentContent developers may generate captions and transcripts themselves using video hosting sites like Youtube and Media Space. Both of these services offer machine-generated captions and accompanying editing tools. Please note that machine captions are not fully accessible for people with disabilities and must be edited for accuracy. Follow these steps to caption your own Multimedia content in YouTube or Media Space: Request Professional Captioning and TranscriptionAffordable professional captioning and transcription services are currently available through OIT at a cost of $1 per video minute. Follow these steps to request paid, professional captioning and transcription:
Using Media Space Captions and TranscriptsCurrently, you cannot embed Media Space videos on pdx.edu, only YouTube videos. You can, however, download the captions from Media Space and upload them to YouTube. You would then embed the captioned YouTube video and upload the associated Media Space transcript to pdx.edu. To Download Captions:
To Download Transcripts:
Refer to pdx.edu/accessibility for an example. |
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Note: It's important to use this process to upload your videos. You do not want to upload them directly from your computer as our site does not have the bandwidth to host videos on the site itself. Additionally, if you're planning on using the video in a text block, please skip to the Embedding Videos in Text Blocks instructions below. Go to “Content → Add Media → Video Embed” to access the video embed form: Remote video URL: This is the URL for the video you want to use. Supported resources are YouTube* and Gfycat. Revision Information: Add details if desired, but it’s not needed. Click “Save” when done. Getting the Remote Video URL for YouTube
Getting the Remote Video URL for GfycatGfycat is best used when uploading your own videos to turn into gifs. These can then be used in large and small hero headers and other blocks to give video snapshots that auto-play.
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Text blocksThere are two ways to embed a video in a text block. One is through an iframe, and the other is through the video entity embed. If embedding through the Video Entity Embed, make sure you're editing the text block you want to add the video to. Then click the "Video Entity Embed" button in the editing toolbar (it looks like a black rectangle with a right-pointing arrow in it, similar to a "play" button). In the popup, just paste the Share URL of the video you want to embed. If embedding using an iframe, follow the instructions for iframes in the Block Pages documentation. Other blocksThere are two other blocks allow you to use a video embed instead of an image. Those blocks are:
To use a video embed in any of those blocks, click on "Add Media" as if you are adding an image. In the pop-up, there is an option for "Video Embed" in the left sidebar (under "Image"). Click that link. You can then select a video embed that's already been added and click "Insert selected", or directly add a new one by entering the embed URL and clicking "Add". |
Documents
Before uploading a document, ask yourself if it really should be a document. Web content is the easiest kind of content to make accessible, and is easier to update while maintaining accessibility.
Ideally, you should only upload documents if they're intended for print distribution. If you have information that's not intended to be printed by your site visitors, then you should consider making it a web page, instead.
If you are certain the content should be a document, you'll need to make sure it's accessible prior to uploading the document. You cannot modify the document after upload.
To make a document accessible, follow the instructions on the Resources page of the Accessibility site. If you have questions or need further assistance, you can email help-accessibility@pdx.edu.
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Uploading documentsGo to “Content → Add Media → File” to see the file upload form: Name: Keep this descriptive but short. Summary: The site search uses the summary field since it cannot read the contents of a file. Exclude from Search Results: Check this if you don’t want the file included in the site search. Revision Information: Add notes if desired. Click “Save” when done. Getting the document linkDocuments cannot be embedded on pages, instead you create links to them (much like any other link). After uploading the document, follow these steps to get the document URL:
Once you've done that, the URL has been copied and you can use it to make a link on one of your pages. Important note: Making relative links is always best practices when making a link to a http://pdx.edu page or document. To make your document URL a relative link: replace “https://ondeck.pdx.edu/” or "https://www.pdx.edu/ " with /../ in the URL (so the URL starts with "/../site-name/sites/" - for example: "/../student-life/sites/"). For more information, visit the Making Links documentation. Important notes about deleting documentsDeleting a documentAfter you delete a document, it will no longer display in the "Media" section of your site, but it will take 6 hours for the document to be removed from the "Files" section of your site. So after deleting the file, it's best practices to check on the file the next day to verify deletion. Uploading a replacement document after deletionIf you intend to upload a new file with the same URL/file name as a previously deleted file, you must wait 18 hours after initially deleting the file. So best practices would be to delete a file one day, then go in the following day to upload the new file. If there are pre-existing links to the file, update the links so site visitors are aware the the file is pending. |
Embedding external content
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Images
Files and images should be limited to 2MB (2,000KB). In general, there is no reason for an image to be larger than 1MB (1,000KB). You can upload larger files, however once you reach a certain file size the file/image will upload but not function. This limit is in place to ensure all your files will work as intended, while still giving enough room to upload a high quality image or file.
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Choosing an imageBecause pdx.edu is designed to be responsive to different screen sizes, you do not want to crop an image to fit into a specific block. Different screen sizes (mobile, tablet, desktop) will display different dimensions and ratios for the image. As such, you'll want to upload an image that will fit into one of the categories below, to ensure it will display well in all screen sizes. You can then use Focal Point to adjust the focus of the image, to ensure it will always make a certain section visible. However, do keep in mind that each image can only have one focal point. So that focus will be the focus for every block the image is used in. Additionally, do not use photo editing software to create image collages or add text to an image. As the image ratio changes, sections of the image will not display, which means the full photo collage or text will not always be visible. Additionally, using photo editing to add text to an image creates accessibility concerns. Image dimensionsHero images and the CTA: Full Width Image block are broken out since they require much larger images than other blocks. These are approximate sizes, you can go larger but we do not recommend choosing smaller dimensions. Also, keep in mind the file size limitation (2MB).
Uploading imagesIn the admin menu, “Content → Add Media → Image” will take you to the image upload form. In the form, you have the following selections:
Alt text (Alternative Text)Alt text is an important component of accessibility. It presents the content and function of an image when the image itself can not be displayed, due to visual impairment or technical difficulties. When writing alt text, think of it like an original Twitter tweet: 140 characters or less. It should be short, sweet, and simple. Additionally, you want to think about the purpose and content of the image so you can add equivalent alt text. That’s true for all purpose-based images. Generally, decorative images use null alt text. However, our system doesn’t allow for null alt text. So for a decorative image, include a very brief description of the image. Note: If an image is a link, the alt text must describe the link's function or intended direction. Where's the user being sent? Adding alt text to an already uploaded imageThere are two methods to edit an image to add alt text. Method 1: Using the Media Folder In the admin menu, “Content → Media” will take you to the full listing of everything you uploaded to your site.
Method 2: From the page where the image is embedded Navigate tot he page where the image is embedded. Click Edit for that page (to see the Editing view for the page), then click Edit for the block where the image is used.
Focal PointSince images can be used in a variety of shapes and sizes, you don’t want to customize your image to a specific size. Instead, you want to upload a high quality image and use Focal Point to set a focus for the image that’s always visible, no matter where it’s used. The crosshairs on the image thumbnail is the Focal Point. Click and drag the crosshairs to change the focus. Each image has only one Focal Point, so the set focus will impact every location on the site where the image is used. When you’ve selected a new focus, click “Preview” beneath the thumbnail to see how the image will look in different block types. Keep in mind, it’s hard to make an image look good in every block, but you can ensure it looks good in the ones you intend to use. You cannot customize the focal point on a per-block basis - it's a one-per-uploaded-image setting. There is one focal point per image uploaded. |
Videos
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All content on the public-facing http://pdx.edu website must be accessible to people with disabilities. Accessibility is not only an important part of building a welcoming and inclusive university culture; it’s also PSU policy. This means that all http://pdx.edu multimedia content must include the following:
These features ensure that people with vision or hearing disabilities can access your multimedia content. It also allows for greater accessibility and usability for those who are second language learners, those with cognitive learning disabilities, or those who are simply trying to watch a video in a loud or distracting environment. The Digital Accessibility Basic Training Series offer a good example of accessible multimedia content. Note that the narrator provides an audio description of visual information at the end of each video. This is an important practice to emulate when generating new multimedia content. Captioning OptionsCaption Your Own Multimedia ContentContent developers may generate captions and transcripts themselves using video hosting sites like Youtube and Media Space. Both of these services offer machine-generated captions and accompanying editing tools. Please note that machine captions are not fully accessible for people with disabilities and must be edited for accuracy. Follow these steps to caption your own Multimedia content in YouTube or Media Space: Request Professional Captioning and TranscriptionAffordable professional captioning and transcription services are currently available through OIT at a cost of $1 per video minute. Follow these steps to request paid, professional captioning and transcription:
Using Media Space Captions and TranscriptsCurrently, you cannot embed Media Space videos on pdx.edu, only YouTube videos. You can, however, download the captions from Media Space and upload them to YouTube. You would then embed the captioned YouTube video and upload the associated Media Space transcript to pdx.edu. To Download Captions:
To Download Transcripts:
Refer to pdx.edu/accessibility for an example. |
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Note: It's important to use this process to upload your videos. You do not want to upload them directly from your computer as our site does not have the bandwidth to host videos on the site itself. Additionally, if you're planning on using the video in a text block, please skip to the Embedding Videos in Text Blocks instructions below. Go to “Content → Add Media → Video Embed” to access the video embed form: Remote video URL: This is the URL for the video you want to use. Supported resources are YouTube* and Gfycat. Revision Information: Add details if desired, but it’s not needed. Click “Save” when done. Getting the Remote Video URL for YouTube
Getting the Remote Video URL for GfycatGfycat is best used when uploading your own videos to turn into gifs. These can then be used in large and small hero headers and other blocks to give video snapshots that auto-play.
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Text blocksThere are two ways to embed a video in a text block. One is through an iframe, and the other is through the video entity embed. If embedding through the Video Entity Embed, make sure you're editing the text block you want to add the video to. Then click the "Video Entity Embed" button in the editing toolbar (it looks like a black rectangle with a right-pointing arrow in it, similar to a "play" button). In the popup, just paste the Share URL of the video you want to embed. If embedding using an iframe, follow the instructions for iframes in the Block Pages documentation. Other blocksThere are two other blocks allow you to use a video embed instead of an image. Those blocks are:
To use a video embed in any of those blocks, click on "Add Media" as if you are adding an image. In the pop-up, there is an option for "Video Embed" in the left sidebar (under "Image"). Click that link. You can then select a video embed that's already been added and click "Insert selected", or directly add a new one by entering the embed URL and clicking "Add". |
Documents
Before uploading a document, ask yourself if it really should be a document. Web content is the easiest kind of content to make accessible, and is easier to update while maintaining accessibility.
Ideally, you should only upload documents if they're intended for print distribution. If you have information that's not intended to be printed by your site visitors, then you should consider making it a web page, instead.
If you are certain the content should be a document, you'll need to make sure it's accessible prior to uploading the document. You cannot modify the document after upload.
To make a document accessible, follow the instructions on the Resources page of the Accessibility site. If you have questions or need further assistance, you can email help-accessibility@pdx.edu.
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Uploading documentsGo to “Content → Add Media → File” to see the file upload form: Name: Keep this descriptive but short. Summary: The site search uses the summary field since it cannot read the contents of a file. Exclude from Search Results: Check this if you don’t want the file included in the site search. Revision Information: Add notes if desired. Click “Save” when done. Getting the document linkDocuments cannot be embedded on pages, instead you create links to them (much like any other link). After uploading the document, follow these steps to get the document URL:
Once you've done that, the URL has been copied and you can use it to make a link on one of your pages. Important note: Making relative links is always best practices when making a link to a http://pdx.edu page or document. To make your document URL a relative link: replace “https://ondeck.pdx.edu/” or "https://www.pdx.edu/ " with /../ in the URL (so the URL starts with "/../site-name/sites/" - for example: "/../student-life/sites/"). For more information, visit the Making Links documentation. Important notes about deleting documentsDeleting a documentAfter you delete a document, it will no longer display in the "Media" section of your site, but it will take 6 hours for the document to be removed from the "Files" section of your site. So after deleting the file, it's best practices to check on the file the next day to verify deletion. Uploading a replacement document after deletionIf you intend to upload a new file with the same URL/file name as a previously deleted file, you must wait 18 hours after initially deleting the file. So best practices would be to delete a file one day, then go in the following day to upload the new file. If there are pre-existing links to the file, update the links so site visitors are aware the the file is pending. |
Embedding external content
Google calendars and iframes
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Google Calendar vs. SyndicationThere are two main ways to display a calendar: Syndication and Google Calendar. Syndication is the build-in program for http://pdx.edu , which allows you to create calendar events which can be imported to your (and other) sites. This allows events created in Syndication to be shared throughout http://pdx.edu . Here's a calendar of events built using Syndication, to see what it looks like; click on an event to see what individual events look like. Pros of Syndication:
Cons of Syndication:
The PSU Google Calendar is a program managed through PSU's Office of Information Technology. You are able to embed a Google Calendar onto pages on your site using an iframe. Pros of Google Calendar:
Cons of Google Calendar:
The calendar you choose is up to you. In general we recommend the Syndication calendar to display events, however if you choose to use the Google Calendar you can do so with some instruction. Embedding the Google CalendarStep 1: Get the URLThe Google Calendar is embedded as an iframe. However, there is a unique process to build your iframe URL to ensure it's accessible to all users. Follow these steps to create the URL.
Note about embedding an Appointments calendar: You cannot embed a calendar that has appointment slots. It will only display the scheduled appointments, not the available times to book. In that instance, you'll want to use a call to action or other link type to link to the appointments calendar. Step 2: Make the iframeFor this part, you'll need to be logged into your site and on the page where you want to add the calendar. Once that's done, follow these steps:
At this point, any changes you make to your calendar will be updated on the embedded calendar. To remove the calendar iframe, just edit your page and click on the iframe box, then click the delete key on your keyboard. |