This article describes the process for updating the CPM website. All correspondence will be part of the Smartsheet file and the Google docs in the team drive called: CPM Website Google Docs
1. Understand how the Smartsheet works:
- You are responsible for article content with your name assigned in the Content Manager column.
- The paper clip in the second column has the attached Google doc for the particular content on the website.
- After editing the Google doc with the desired changes, click the cell in the 'Approved/Last Reviewed Date' column and enter the date. This will send an email to the Techs to update.
- Do not update any place in the grayed columns at the far right of the sheet. This is for tech updating.
- When the Tech updates the website/Knowledge Base the Content Manager and Approver will receive an update request email to review the new content in the website/Knowledge Base. Select GREEN if OK. Select YELLOW if needs minor changes and that you have listed them on the Google Doc. Select RED if you want it unpublished and redone!
- You will be able to update directly from the Google docs and from your emails. But if you update the Smartsheet, SAVE after your edits. (Command 'S' or click the floppy disk icon upper left.)
2. Understand how the Google docs are organized in the Team Drive: CPM Website Edit Docs or Knowledge Base Edit Docs
- Go to: CPM Website Edit Sheets.( https://drive.google.com/drive/folders/0AFBUSqae0jrBUk9PVA )
- The files and folders are in the same configuration as on the website or the Knowledge Base website on Freshdesk.
- If a Google doc does not exist for your page in Smartsheet, email [email protected] with the line number on Smartsheet. A tech will attach one to the sheet.
3. The Process for a Reviewer to update a Page:
3.1. Update the Google doc in the appropriate Smartsheet (Website or Knowledge Base).
- Find the line item in the Smartsheet.
- Click the paper clip at the far left to access the Google doc where you will date and add review notes.
- Be very specific about the edits needed in the Google doc.
- When you have finished with edits and you have contacted the Approver and collaborated over any changes, the Approver will select the current date from the Approved/Last Reviewed Date Column. This will send an email to the Tech to update the site.
- When the Tech has updated your content, either the Content Manager or the Content Approver will indicate the Status of the Tech work by making a selection in the Manager Approval of Article Status column.
Note:
- If this is a new page for either the website or the knowledge base, email [email protected]. The Tech Team will set up the new page in the Smartsheet so that you can add the new content.