Manage Website Form Demo Transcript WEBVTT - This file was automatically generated by VIMEO 0 00:00:00.400 --> 00:00:03.700 Hi Everyone, I'm Jill Wolters. I'm the Web Standards Program Manager from IT 1 00:00:03.700 --> 00:00:06.800 Web Services and I'm here today with Kathleen Jay, 2 00:00:06.800 --> 00:00:09.200 one of our website owners and we're going to walk you 3 00:00:09.200 --> 00:00:12.500 through the process for manually managing your 4 00:00:12.500 --> 00:00:15.900 website record. I'm going to have Kathleen share 5 00:00:15.900 --> 00:00:18.400 her screen. Your website record 6 00:00:19.500 --> 00:00:22.400 corresponds to the A to Z website. And so 7 00:00:22.400 --> 00:00:25.400 this is what we'll have as our starting point with 8 00:00:25.400 --> 00:00:26.000 Kathleen. 9 00:00:29.700 --> 00:00:33.800 This is one of the sites that we want to retire. It's 10 00:00:33.800 --> 00:00:36.900 called binimed.ucsf.edu. It's 11 00:00:36.900 --> 00:00:39.000 on one of our older Starter Kit sites looks like 12 00:00:39.600 --> 00:00:42.300 maybe it hasn't even been completely fleshed out. So this is one that 13 00:00:42.300 --> 00:00:43.500 she wants to go ahead and retire. 14 00:00:44.300 --> 00:00:47.200 So over on the A to Z website list in the other 15 00:00:47.200 --> 00:00:47.700 tab 16 00:00:51.600 --> 00:00:54.600 there is right up. I'm going 17 00:00:54.600 --> 00:00:57.600 to guide you to updating the A to Z list just above 18 00:00:57.600 --> 00:00:59.200 the A to Z glossary list. 19 00:01:06.300 --> 00:01:09.100 Yep, and then updating. Yeah, right two ways to get to 20 00:01:09.100 --> 00:01:09.500 the same thing. 21 00:01:11.000 --> 00:01:11.500 Perfect. 22 00:01:12.800 --> 00:01:15.700 And we're going to update an 23 00:01:15.700 --> 00:01:16.300 existing site. 24 00:01:27.400 --> 00:01:30.200 and this requires a my access login, so 25 00:01:32.800 --> 00:01:34.700 non UCSF people cannot 26 00:01:36.100 --> 00:01:37.300 change your website records. 27 00:01:41.600 --> 00:01:44.500 So this is what the UCSF website management page looks 28 00:01:44.500 --> 00:01:47.100 like I'm going to have you click on 29 00:01:47.100 --> 00:01:50.400 the green manage or register UCSF websites. 30 00:01:53.300 --> 00:01:56.100 And this form automatically loads with the 31 00:01:56.100 --> 00:01:59.300 name of the person that is making this change. So 32 00:01:59.300 --> 00:02:02.200 there is Kathy's information for her name 33 00:02:02.200 --> 00:02:05.500 her email and her phone number and then next is to 34 00:02:05.500 --> 00:02:08.100 search for the website using the URL or 35 00:02:08.100 --> 00:02:08.700 the name. 36 00:02:09.300 --> 00:02:11.500 so she could put in beanie Med and 37 00:02:12.900 --> 00:02:15.300 Give it a moment to search and there is the result 38 00:02:15.300 --> 00:02:18.700 we'll go ahead and open that one up and walk 39 00:02:18.700 --> 00:02:20.000 you through the form so. 40 00:02:23.100 --> 00:02:26.700 We know the goal of this one is to retire so under 41 00:02:26.700 --> 00:02:29.900 status. There is a choice of operational just going 42 00:02:29.900 --> 00:02:31.100 to change that to retired. 43 00:02:31.600 --> 00:02:34.200 And then right below that is retirement date. You 44 00:02:34.200 --> 00:02:36.100 can just pick today's date on the calendar. 45 00:02:40.500 --> 00:02:43.900 And there are some required fields 46 00:02:43.900 --> 00:02:46.300 that unfortunately if she were go to go try 47 00:02:46.300 --> 00:02:49.500 and hit the submit button. It's going to prompt her to add some 48 00:02:49.500 --> 00:02:52.000 more information in there. So let me 49 00:02:52.200 --> 00:02:54.000 have that me. 50 00:02:55.700 --> 00:02:58.300 Feed to you and chat what those required fields 51 00:02:58.300 --> 00:02:58.500 are. 52 00:03:03.500 --> 00:03:04.600 one second while I 53 00:03:13.800 --> 00:03:15.100 Find my window here. 54 00:03:27.200 --> 00:03:31.700 All right, so that website was on a 55 00:03:31.700 --> 00:03:32.600 starter kit one of our Drupal. 56 00:03:33.800 --> 00:03:34.300 templates 57 00:03:35.100 --> 00:03:38.100 and the name of the hosting company 58 00:03:43.800 --> 00:03:46.700 Is cloudflare net so that's 59 00:03:46.700 --> 00:03:49.800 already in there and then the company email I 60 00:03:49.800 --> 00:03:51.500 will copy and paste in here for you. 61 00:03:53.300 --> 00:03:54.000 It is. 62 00:03:56.100 --> 00:03:56.600 support 63 00:03:58.200 --> 00:04:01.200 at Aquia and I'll like I said, I'll 64 00:04:01.200 --> 00:04:03.100 copy and paste that in there for you so you don't. 65 00:04:04.600 --> 00:04:07.000 Have to guess how aqueous spelled. 66 00:04:10.900 --> 00:04:12.400 Okay, that should be in your chat. 67 00:04:17.200 --> 00:04:18.200 okay, and 68 00:04:21.400 --> 00:04:22.900 the hosting Company phone number 69 00:04:24.600 --> 00:04:26.200 I also just put that into chat. 70 00:04:33.400 --> 00:04:36.500 In the future, we would like to smooth this out. So if you're all all 71 00:04:36.500 --> 00:04:37.500 you're going to do is retire. 72 00:04:38.200 --> 00:04:41.500 That you won't be prompted for these requested Fields. But as 73 00:04:41.500 --> 00:04:43.600 we scroll down, I don't believe there's anything else that is. 74 00:04:44.500 --> 00:04:48.600 Required. Oh, there is one protection level classifications. 75 00:04:50.600 --> 00:04:53.800 P1 is typically what our public websites are 76 00:04:53.800 --> 00:04:54.300 at. 77 00:04:55.200 --> 00:04:58.200 In this case, we have to make a choice. We'll go with P1. 78 00:04:58.900 --> 00:05:01.600 And we'll look down a little bit further and 79 00:05:01.600 --> 00:05:03.700 see if there's anything else that we need to do. 80 00:05:06.200 --> 00:05:09.200 And the very last thing that is required. We do have to check and say 81 00:05:09.200 --> 00:05:13.100 I have verified and updated the website information as needed. 82 00:05:12.100 --> 00:05:15.800 And then there's the blue submit button floating over 83 00:05:15.800 --> 00:05:16.300 there to the right. 84 00:05:18.500 --> 00:05:21.600 And it's submitting and what happens here 85 00:05:21.600 --> 00:05:24.400 is this is happening through service 86 00:05:24.400 --> 00:05:27.300 now, so there is a request item that got 87 00:05:27.300 --> 00:05:31.000 generated Kathy's gonna get an email saying oh 88 00:05:30.200 --> 00:05:33.900 you manage the website and then 89 00:05:33.900 --> 00:05:36.500 the ticket automatically closes without either of 90 00:05:36.500 --> 00:05:39.500 us doing anything but these emails are 91 00:05:39.500 --> 00:05:43.000 gonna get generated. You can just disregard those because it's taken 92 00:05:42.100 --> 00:05:45.500 care of. So that's one example, we 93 00:05:45.500 --> 00:05:48.800 wanted to show how to retire a website and when 94 00:05:48.800 --> 00:05:51.400 a website is retired another process kicks off 95 00:05:51.400 --> 00:05:52.000 and we 96 00:05:53.300 --> 00:05:55.900 We do things like asking if you need an archived or not. 97 00:05:57.800 --> 00:06:00.300 And we have a couple other things to release the 98 00:06:00.300 --> 00:06:03.600 the domain name or the DNS. So this one 99 00:06:03.600 --> 00:06:06.200 is considered done for managing it 100 00:06:06.200 --> 00:06:07.300 via this form. 101 00:06:08.700 --> 00:06:09.700 and we'll 102 00:06:10.800 --> 00:06:13.100 we can navigate back to the A to Z 103 00:06:13.100 --> 00:06:13.300 list. 104 00:06:14.300 --> 00:06:18.000 And we're going to look at another one update another. 105 00:06:18.900 --> 00:06:21.200 Site, you know while we're while we're 106 00:06:21.200 --> 00:06:22.400 here. I just wanted to mention that. 107 00:06:24.200 --> 00:06:27.500 This page is public what Kathy did 108 00:06:27.500 --> 00:06:30.400 to make the change requires my access so 109 00:06:30.400 --> 00:06:33.200 nobody else outside of UCSF can mess with that. 110 00:06:33.200 --> 00:06:36.400 And I also wanted to mention that 111 00:06:37.800 --> 00:06:40.600 over on the left hand side. There's always the full website 112 00:06:40.600 --> 00:06:42.600 title and the URL. 113 00:06:43.600 --> 00:06:46.300 And the group It's associated with 114 00:06:46.300 --> 00:06:49.400 and a little screenshot snapshot a 115 00:06:49.400 --> 00:06:52.400 little screen grab of what the site looks like at the 116 00:06:52.400 --> 00:06:55.400 time that this list gets updated. The list is 117 00:06:55.400 --> 00:06:58.800 updated manually by one of our developers. So even 118 00:06:58.800 --> 00:06:59.200 though 119 00:07:00.400 --> 00:07:03.100 Kathy changed it to retired if we 120 00:07:03.100 --> 00:07:04.800 were to go into the search box. 121 00:07:05.600 --> 00:07:06.400 and look up 122 00:07:07.500 --> 00:07:11.400 beanie, which was part of the name of the website bini. 123 00:07:15.400 --> 00:07:16.400 This is not good for 124 00:07:19.700 --> 00:07:21.100 for our search 125 00:07:22.200 --> 00:07:23.300 I'm going to cut this part out. 126 00:07:26.300 --> 00:07:26.400 Yeah. 127 00:07:27.600 --> 00:07:30.500 Let's let's update the next website. 128 00:07:31.800 --> 00:07:34.400 So we'll go back through the same process of clicking on 129 00:07:34.400 --> 00:07:36.800 the button above that says updating the A to Z list. 130 00:07:41.200 --> 00:07:43.200 How about hit refresh and let's see what happens? 131 00:07:46.100 --> 00:07:46.900 Perfect. Okay. 132 00:07:48.300 --> 00:07:50.100 And we'll go and update an existing site. 133 00:07:55.400 --> 00:07:59.000 And we'll click on the green manage or register UCSF website. 134 00:08:00.800 --> 00:08:03.500 Again, it's going to populate with her information and we're 135 00:08:03.500 --> 00:08:06.000 going to look for another site called skeletal hell. 136 00:08:14.400 --> 00:08:17.700 And you can see she didn't even take the whole name skeletal, but it 137 00:08:17.700 --> 00:08:18.000 found it. 138 00:08:19.500 --> 00:08:23.400 Give it a little bit of time to Search Because if 139 00:08:23.400 --> 00:08:26.300 you think that it's not there but you've gotten 140 00:08:26.300 --> 00:08:29.600 an email that you need to update it. It really is there. So 141 00:08:29.600 --> 00:08:32.200 sometimes the system just needs a little bit of time to 142 00:08:33.200 --> 00:08:34.500 to let the search find it so 143 00:08:35.300 --> 00:08:38.700 This was a perfect example where it worked according to design and 144 00:08:38.700 --> 00:08:42.400 we found it really quickly. This one the 145 00:08:41.400 --> 00:08:44.300 status is going to stay as operational. 146 00:08:45.700 --> 00:08:49.600 And again, we're finding some required fields 147 00:08:49.600 --> 00:08:50.200 that need to be. 148 00:08:51.200 --> 00:08:54.700 worked on so that hosting company name is 149 00:08:56.300 --> 00:08:58.000 in there and the company email 150 00:08:59.200 --> 00:09:04.000 should still be in your chat, which is support at aquia.com. 151 00:09:08.400 --> 00:09:11.700 Everybody that used Drupal template you're hosting 152 00:09:11.700 --> 00:09:14.000 company is Cloudflare managed by 153 00:09:14.800 --> 00:09:17.700 IT Web Services and support at aquia.com. 154 00:09:17.700 --> 00:09:20.200 It's the company email and the phone number. 155 00:09:21.800 --> 00:09:22.100 and 156 00:09:24.300 --> 00:09:26.700 you scroll down a little bit more. We're going to take a look at. 157 00:09:28.500 --> 00:09:32.200 There we go. Let's look at the protective level classifications 158 00:09:31.200 --> 00:09:35.100 if this is empty like 159 00:09:34.100 --> 00:09:36.300 it is in this case. 160 00:09:38.500 --> 00:09:41.200 Usually the default is P1, but I'd like 161 00:09:41.200 --> 00:09:44.300 Kathy if you could scroll up just a little bit and just a little bit higher 162 00:09:44.300 --> 00:09:47.400 where it says electronic information security policy. 163 00:09:48.100 --> 00:09:51.600 It's a in blue text with an underlying inside of 164 00:09:51.600 --> 00:09:53.800 that gray box right cursors on yep. 165 00:09:57.200 --> 00:10:00.200 It's like that. Yep, and open that 166 00:10:00.200 --> 00:10:04.000 one up. This is what data classification means 167 00:10:03.000 --> 00:10:05.000 there's 168 00:10:06.300 --> 00:10:09.800 P1 P2 P3 P4 public websites 169 00:10:09.800 --> 00:10:12.000 should be P1. If you're familiar with 170 00:10:12.400 --> 00:10:15.900 terms like HIPAA or PPI that's usually restricted 171 00:10:15.900 --> 00:10:19.000 Health protected information and those 172 00:10:18.400 --> 00:10:21.700 would probably be a P4 and that 173 00:10:21.700 --> 00:10:23.300 opens up another conversation of 174 00:10:24.200 --> 00:10:27.400 Is your site behind VPN is behind a password? Is it 175 00:10:27.400 --> 00:10:30.200 protected somehow but in general most of our 176 00:10:30.200 --> 00:10:34.300 websites are open to the public and only have public information. 177 00:10:33.300 --> 00:10:37.000 So P1 is 178 00:10:36.500 --> 00:10:39.200 typically the default but we rely on 179 00:10:39.200 --> 00:10:42.400 you the website owners to verify that for us. 180 00:10:43.100 --> 00:10:45.500 So we'll go back to this service catalog. 181 00:10:46.300 --> 00:10:48.400 And we verified that this one is P1. 182 00:10:49.500 --> 00:10:50.700 And here's an interesting. 183 00:10:51.800 --> 00:10:54.600 Situation where that we see sometimes where the owner 184 00:10:54.600 --> 00:10:57.200 name and the technical support name are exactly the 185 00:10:57.200 --> 00:10:57.500 same. 186 00:10:58.500 --> 00:11:01.700 Ideally, we would like them to be different. So if the 187 00:11:01.700 --> 00:11:04.200 person whose name is their separates from 188 00:11:04.200 --> 00:11:07.600 UCSF, we at least have another person to fall back on to 189 00:11:07.600 --> 00:11:10.100 find out if the site still needs to be 190 00:11:10.100 --> 00:11:13.400 live or not. So owner versus technical support 191 00:11:13.400 --> 00:11:17.400 think of the owner as a person that probably wanted the 192 00:11:17.400 --> 00:11:21.900 site ask for the site a person that would be in 193 00:11:21.900 --> 00:11:22.200 charge of 194 00:11:23.200 --> 00:11:24.700 Saying I want the site taken down. 195 00:11:26.200 --> 00:11:29.700 So she's changing that it's somebody that is at UCSF. 196 00:11:29.700 --> 00:11:32.100 So it populated their email and their phone and 197 00:11:32.100 --> 00:11:35.100 their department and then this is 198 00:11:35.100 --> 00:11:39.000 in best practice with what we do keeping the two names separate. And 199 00:11:38.500 --> 00:11:41.400 so I believe you're going to keep the technical support 200 00:11:41.400 --> 00:11:43.100 name as yourself. 201 00:11:45.000 --> 00:11:45.200 and 202 00:11:46.600 --> 00:11:48.000 as we scroll down a little bit more. 203 00:11:50.300 --> 00:11:51.300 We're going to check that. 204 00:11:52.400 --> 00:11:55.500 He has verified and updated the website information as 205 00:11:55.500 --> 00:11:55.800 needed. 206 00:11:56.500 --> 00:11:57.800 and hit submit 207 00:12:03.900 --> 00:12:06.900 and again a ticket gets opened. It's automatically 208 00:12:06.900 --> 00:12:09.400 closed. It's just servicenow talking to 209 00:12:09.400 --> 00:12:13.300 itself saying somebody touched the record it was 210 00:12:13.300 --> 00:12:16.400 changed and it's now in our 211 00:12:16.400 --> 00:12:19.600 database. So just wanted to say thank you 212 00:12:19.600 --> 00:12:22.600 to everybody that updates their website records. This 213 00:12:22.600 --> 00:12:25.100 think of your website record is just a little 214 00:12:25.100 --> 00:12:28.200 virtual index card that we keep on file in it 215 00:12:28.200 --> 00:12:31.900 if people have problems with your site find a 216 00:12:31.900 --> 00:12:34.900 typo something like that. This 217 00:12:34.900 --> 00:12:37.700 is who we reach out to technical support contact 218 00:12:37.700 --> 00:12:40.200 doesn't have to be the know all and end all of 219 00:12:40.200 --> 00:12:43.200 everything technical related to the site just a point 220 00:12:43.200 --> 00:12:45.200 person that we can start a conversation with 221 00:12:46.100 --> 00:12:49.600 So thank you Kathy for reviewing those two sites 222 00:12:49.600 --> 00:12:52.200 with us for a retired option and 223 00:12:52.200 --> 00:12:55.300 for just a regular update and then what 224 00:12:55.300 --> 00:12:58.500 happens there's a date assigned with the last 225 00:12:58.500 --> 00:13:01.900 time that this record was touched and in a 226 00:13:01.900 --> 00:13:04.700 year Kathy will get another email if 227 00:13:04.700 --> 00:13:07.300 she's a technical contact to say, please look 228 00:13:07.300 --> 00:13:10.300 at this information again, is it all current has anything 229 00:13:10.300 --> 00:13:13.100 changed? Do you want to retire it or not? 230 00:13:14.800 --> 00:13:17.600 So, thanks. Thanks. Again Kathy. Appreciate 231 00:13:17.600 --> 00:13:20.200 you walking us through how this form works and 232 00:13:20.200 --> 00:13:23.000 keeping your website record up to date.