Content migration instructions

Here are some important guidelines for the migration of content to the new Rutgers IT website.

You will receive a link to a google docs spreadsheet which is our key document for keeping track of what pages are being migrated, who is assigned to migrate pages and who is assigned to review them. (Example spreadsheet template here).

Your name will appear in the row of any page you’ve been assigned. You can sort the spreadsheet by the “Assigned to” column to see only the pages you’ve been assigned to migrate.

After migrating a page, enter the new URL on the spreadsheet. If the subsite your pages fall under has not launched yet, then please publish the pages you have migrated and insert the live url into the spreadsheet. If you have notes or comments, enter those in the Notes column with your initials.

Our typical process will be to send you an email outlining the assignment — i.e., what pages to migrate and any particular instructions. Once you have an assignment, please keep in mind the following as you get started:

• Be sure you know what type of content you’re creating — a KB article, a FAQ, or a Page (those are the three choices). The type for each webpage should be listed in the spreadsheet if they’re not in the email.
• You will always be creating content within a “subsite” of the main Rutgers IT site. In other words, if you’re creating a KB article for Antivirus Software, you must create that KB article within the Antivirus Software subsite. These subsite names typically correspond to services, like Rutgers Connect, ScarletApps, Antivirus Software, etc. You can get to any of the subsites by selecting My Sites in the upper lefthand corner of your screen when you’re logged on to the website. Important: Always make sure you’re migrating content into the correct subsite.
  
• Please make sure the page titles are descriptive, especially for knowledge base articles, so that a visitor can easily decipher the purpose of the page.

Regarding formatting and how to migrate the content:

• Do not cut and paste entire pages into the Visual option within the WordPress editor (as this causes various problems/issues with the new website).
• Instead, paste into the Text option. Then, referring to the existing page, recreate the bullets, bold text, and apply other formatting.
• Use bold “Heading 2” (h2) for major headers for page sections and use paragraph style and bold for paragraph subheadings. Headings should be down style.
• For images, download the images from the existing website and upload them to the new website. Refer to “Managing images on a Rutgers IT subsite.” To format images on the page, in most cases using no alignment works optimally so that no text wraps around the image (class=”alignnone”).
• Check all links within articles to make sure they’re working.
• Make sure you’re not linking to any content within the legacy website (as that website will be retired when the new one goes live). If you need to link to existing content, flag that in the Notes area of the spreadsheet and mention it in an email to us.
• If you are linking to PDFs, Excel spreadsheets, Microsoft Word files, or other downloads, please add the file type (PDF, Excel file, Word doc, etc.) in parentheses next to the link. (An example is Rutgers Policy [PDF].)
• Update the “Published date” to the date you see in the “Last updated” column of the spreadsheet.

Regarding FAQs:

• In general, FAQ items should be relatively brief, text-only answers to a question.
• Be on the lookout for any FAQ items that should be KB articles instead — typically, anything that includes steps/procedures, detailed how-to information, and/or screenshots. If that’s the case, please consult with us so we can decide whether to turn it into a KB article.