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HIVE Department Administrator Guidance Booklet

HIVE Department Administrator Guidance Booklet Version 1.1 – February 2020 Author: Dave Lees

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Contents

What you need to be a Dept. Admin ........................................................................... 4

How to quickly identify if you have admin rights for your department site ..................... 4

Introduction to the Department home page.................................................................. 5

What we do / where we are widget .................................................................... 6

Our Team .................................................................................................... 6

Team newsflash............................................................................................. 7

Other Widgets...................................................................................................... 8

To add a widget ............................................................................................ 9

The administration menu ....................................................................................... 11

To add a page ..................................................................................................... 11

A “build” page ............................................................................................. 11

Required elements of a build page .......................................................... 12

Adding images to a build page................................................................ 14

The Features tab ................................................................................ 16

The Discovery tab ............................................................................... 17

The Dates tab .................................................................................... 18

Changing author ................................................................................. 20

Attachments...................................................................................... 21

An “upload” page ......................................................................................... 22

Bulk upload....................................................................................... 23

A “Link” page .............................................................................................. 26

Manage pages ..................................................................................................... 27

Manage Content Area ............................................................................................ 29

To change permissions on a menu item ............................................................... 29

To edit a menu item ...................................................................................... 30

To delete a menu item ................................................................................... 31

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Mark an item active/inactive ........................................................................... 31

Change the order of menu items ....................................................................... 32

Content area settings ..................................................................................... 32

Keywords.................................................................................................... 32

Best Bets .................................................................................................... 32

#Tags ........................................................................................................ 32

Add a menu item .......................................................................................... 32

Menu areas ....................................................................................... 32

Headline .......................................................................................... 32

Divider............................................................................................. 32

Other menu items ............................................................................... 33

Change Permissions ....................................................................................... 33

Good practice for Adding/Creating categories....................................................... 35

Expired page management ..................................................................................... 36

Policies and Procedures Process ............................................................................... 37

Notifications....................................................................................................... 37

What should I do when I get a notification to review my document? ............................ 38

Why do I need to review my documents? ............................................................. 38

What happens if no action is taken? ......................................................... 38

My document is a Policy or SOP. What happens? .......................................... 38

My page needs to be updated................................................................. 38

I want to delete a page ........................................................................ 38

My page has already expired.................................................................. 39

I want to extend the dates of my document/page........................................ 39

Additional resources ............................................................................................. 39

Version Control ................................................................................................... 41

HIVE Department Administrator Guidance Booklet Version 1.1 – February 2020 Author: Dave Lees

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What you need to be a Dept. Admin • You must have access to The Christie computer network and be able to access HIVE • You must have the required permissions to administer the department site • Have received training from Digital Marketing or by an existing department site administrator • Have read and understood the HIVE Code of Conduct (Search “HIVE Code of Conduct”) • Been granted access to the Administrators Team section of HIVE via Digital Marketing which will give you access to user guides • Been added to the Department Administrator distribution list via Digital Marketing How to quickly identify if you have admin rights for your department site You will have an “administration” tab at the bottom of your department site left hand side navigation:

You will also have a cog icon on the right bottom of the department home page

If you are missing these items, you will not be able to administer a department site. Administration rights can be granted by someone who is already a department administrator for your department of you will need to contact Digital Marketing and request the access. Digital marketing will probably forward your request to the recorded administrator for the site you wish to access to confirm that you are authorized to request the role and ensure the role is appropriate to your needs

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Introduction to the Department home page The HIVE department home pages are created upon demand. Just because you have a department doesn’t mean that there will automatically be a corresponding department site on HIVE. All department sites are listed in an alphabetical list accessed via the “Departments” menu item.

The list includes all Department sites we are aware of. Only Power Users can create a department site, so if your department is not listed, you need to contact Digital Marketing to have the templated site created to allow you to begin.

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Standard Homepage widgets The department homepage is unique to your department. Only home pages allow for the inclusion of Widgets. Widgets in very general terms are a way to display content that already exists in HIVE. They also allow you to import HTML content. Your Homepage MUST include 3 widgets as a minimum. These widgets are part of the base template and will be created for you What we do / where we are widget This is created for you and will link to 2 pages: “what we do” and “where we are”. You will be responsible for the content of these pages.

Our Team The “our team” widget needs to be manually created from the widget menu.

You will need to add each team member individually by typing their name in the People to Display box. You can add as many as you wish, but you can’t change the sort order, so best practice is to add people in the order you wish them to be displayed The information display determines which bits of information to display. Typically you only need to select Job title and basic contact details. The other information isn’t really required as the people you add will only be from your team. This widget only has one layout, so no need to configure beyond what is presented on the main tab.

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Increasing the height and width of the widget allows more details to be displayed. You will find the sweet spot with a little trial and error:

Team newsflash A newsflash forum customised for your department. This will be pre-configured by the Digital Marketing team to be used exclusively by your team. You can also add items to them aim homepage Newsflash and by using keyword have newsflash items also appear in your department news feed. See here for full details of how to specify and target keywords to your newsflash items

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Other Widgets Other widgets can be added and configured via the widget menu (Cog icon). Click the icon to enter edit mode.

Once in edit mode the buttons above will replace the cog. In addition, each widget will have live editable functions visible

Guide to icons:

Will make the widget wider or narrower

These buttons will make the widget either taller or shorter in appearance. Some widgets will display more content the larger the widget is. Others will make the content appear larger or small. Try then out to see what happens. You can always change it back if you don’t like what happens

The cog enters the widget configuration menu where you can change the content of the widget. The dustbin deletes the widget. (It doesn’t delete the content as this as widget content will exist somewhere else in HIVE)

The compass icon allows you to move the widget to other positions within the

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home page

To add a widget To add widgets click the “add widget” button.

Once clicked, you can select a widget from the list that appears in the pop up

There are many available widgets, each with a configuration tab to allow you to customise the content you wish to be displayed and how it is displayed Full details of all the available widgets can be found in the How to guides section of the HIVE administrators’ team site

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Once you are happy, click “save widget” to view it on your homepage. You can then configure where and how it is displayed using the icons described earlier

Once you are happy, click “save layout”. You widget will then be visible to others.

If you don’t like it or made a mistake, just click the cog icon again to re-enter edit mode.

There are many widgets available and it will take trial and error to determine which are best suited to your needs. There is no requirement to have any other widgets than the 3 mentioned earlier. If you accidentally delete or edit, please do contact Digital Marketing to repair these required widgets to their original content

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The administration menu The administration menu will give you access to the 4 parts of HIVE department administration. Click the menu to expand and reveal the options

If you don’t see 4 options, this will mean you do not have full administrative access to your department site. This may be due to a misconfiguration or you may have only been given rights to author content. To gain full access, contact your existing department administrator. If you are that person, you will need to speak to Digital Marketing To add a page Click “Add Page” to display the add page menu:

You need to know which type of page you need. Very basically if you wish to add a document (Word, PDF, Excel, PowerPoint etc.) to HIVE, then you need an Upload page type. Anything else should be a Build type. Link type pages are when you want to link to an external website. There are much friendlier ways to do this via a Builds page. Link pages create a lot of “click here to view” links that aren’t very user-friendly A “build” page A build page will allow you to build a page using a Word-like interface where to can type your content, add pictures and even “copy and paste” from Word. The build page interface has 4 very important tabs. The content and Dates tabs have essential requirement. The Features and Discover tabs will help people find you content

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Required elements of a build page You MUST include something is all fields marked with * . Failure to do so will prevent you from being able to publish or save your page: Page Title – Should be as specific as possible as this is used by the search engine to locate your page. As you type into this field, HIVE will search through existing content to see if your content already exists on HIVE

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If you are not sure if the suggested content is the same as the content you are creating. You can click on the link to open the page in a new tab. If it’s not a duplicate page, you can continue to the page summary. Page summary – This also helps the search find your content; typically will be the first paragraph of your content. It should be a descriptive of your content as possible Categories – You page needs to be placed in a category within your department site. You can add it to one of the already created categories or create a new category by clicking “add new category” See top tips for adding/creating categories Content – Add you content into the box and use the icons to format your content mush like you would format an email or Word document. To add images for best results it is best to ignore the image icon and only add images via the Media Manager icon. See section on adding images here

The add image icon assumes you already have an image available online. The Media Manage will allow you to upload an image to HIVE or use an image that is already uploaded to HIVE. You can then configure that image to appear as you’d like it to appear on your page. If you’re not sure what anything does – ASK! Please do not load images from external sources such as Google images, Facebook, Instagram etc. You may not have the rights to access and display these images or control how they are displayed on your page. If you have an image that you wish to use, but aren’t sure how to get it on HIVE – ASK! Be very careful if you are copying and pasting content from Word. You can end up with unexpected results as Word embeds formatting instructions so you might end up with page content that has different sizes and are font. To avoid potential issues it’s best to use to Paste as plain text button.

This will remove text formatting and allow you to then use the toolbar to apply formatting through HIVE’S text entry tool bar

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Adding images to a build page If you wish to add an image to your build page, you can easily add them from the media library, which can be accessed via the media library button on the toolbar. If you aren’t sure what the buttons do, place you mouse over the button, a tool tip will tell you what the button will do. Before you click into the media library ensure you’ve clicked exactly where in the content you’d like the image to go

Click Media Manager. A pop up will open with the Media Manager loaded

To use an existing image, you can search for it using the search box if you know the name of the image. Once found, click on the image, HIVE will ask you to choose the desired image size

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HIVE will format the images for you. “Widget display” will be a little wider than the available space. Typically “mobile ready” will work across most devices. Other sizes are probably too small for general use. Click your desired size; the image will then appear in the content field of your page

To add a new image or upload an image saved on your computer, click the Add images link

Then you can use the browse to your computers folders to find your chosen image. Before uploading (by clicking “save”), ensure you select your department from the Categories dropdown list:

If your department isn’t on the list, you need to content Digital Marketing and request it to be added. Having your images stored in your own Department folder allows you to easily find images you wish to reuse and delete those you no longer want to be saved on HIVE. Selecting “Private” also

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means only you can use the image. Once you are happy with the storage and access to the image, click OK and format the image as mentioned above, and then apply it to your page

Full details about the media manager can be found in the HIVE administrator’s team site

Once your content is complete, you can “preview” it by clicking the “preview” button

The preview will only include the content you’ve added and not the “look and feel” of HIVE. Once published, the HIVE base elements content will be automatically applied. Before you do publish your page you need to add some very important information to the page by clicking on the additional tabs across the grey bar above you page content The Features tab The features tab allows you to place additional functionality to your page such as allowing comments to be made by viewers, this is added automatically, but can be deselected if you do not want comments to be posted as well as being able to “pin” the page to the top of a list by selecting “key page”. This is very useful if you’re content is likely to be included in a category with other pages. You can also force the page to full width if your content is wide, such as tabulated data from a spreadsheet. Setting to full width will however remove some of the useful related content that appears on the right hand side of the page HIVE will automatically add content it thinks is related to your page based on a quick search of your page title and page summary. The top 3 results will appear to the right of your content when viewed in HIVE. You can specify a time frame by selecting Recommended Content on this tab and picking your chosen timeframe. If you leave it blank, HIVE will add content from the entire HIVE database. Unless your content is time sensitive, it’s best to leave this box unticked and allow HIVE to determine recommended content for you

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The Discovery tab The discover tab will allow you to add details to help your viewers to find your page. The best technique is to add a number of keywords that are relevant to your content. If your content is about annual leave, you might wish to include “vacation” and “holiday” as keywords. Just think what someone might type into the search if they were looking for your content.

The #Tags function is currently unavailable as it requires a predefined list of #Tags. HIVE is not configured for this functionality. If your page is part of a series of information, you can also add a Relationship to related content by clicking “Add Relationships”

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Search by keyword and HIVE will find all pages that contain your keyword in their title. You can then select the pages you wish to be linked to your new page. Doing so will mean that the recommended content HIVE places on a page automatically will be replaced with your chosen Related Content. Once you click Add Relationships, HIVE allows you to create a Reverse Relationship. Doing this will add a link to your new page on the related pages selected If you are adding a relationship to a Policy or trust wide document beyond your control, it is probably best to avoid making these relationships “reverse” as the potential to swamp the policy document is high. All pages about hand hygiene would benefit from having a direct relationship link to the Hand Hygiene Policy, but the Hand Hygiene Policy doesn’t need to have a direct relationship link to every page that has anything to do with hand hygiene The Dates tab The dates tab has some of the most important information you can add to a HIVE page. All content has a publication start date, a publication end date and a review date. This information needs to be reviewed before you publish your page. If you allow your publication end date to pass, your page will automatically become expired. Once a page expires ii is not searchable or viewable. Only the author can access it and only they or a power user can unexpired it. Publication Start Date will be the date you started to create your page, the publication end date will be 2 years after publication start. The review date will automatically be set to 6 months after the publication start date. All 3 dates are required however they are also editable so you can set these to whatever you like. You can also post-date the publication start to date schedule a page to be published at some point in the future. These dates will trigger notification emails and HIVE notifications to ensure you page doesn’t expire without your knowledge you need to ensure you review date is set before your expiration date and a significant time before the expiration date to allow you time to review and/or seek approval for any updates to the content. Once updated you should set appropriate end dates. Content that is unlikely to change can have a publication end date many years in the future, but the review date should not be set for more than 6 months.

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Notification emails will be sent to the page author. So it is essential that should the author leave, the page is reassigned to a new author prior to their departure. See section on changing author for more details

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Changing author To change the author of a page you need to change the information in two places. You actually need to change both the author and the publisher. These 2 roles should be the same person as this appears to ensure notification emails are correctly delivered.

Tick the publish as another user box

Select choose under each name and search for the new author from the pop up

YOU MUST DO THIS FOR BOTH OPTIONS to ensure the notifications related to this page are successfully delivered

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Attachments Attachments can be added to pages via the attachments menu, however we’ve had mixed results with this approach. If you need to upload a document to HIVE it is better to use an Upload page as this allows the document to be indexed and searchable and linked to more easily. This is especially true for a document that is updated regularly. If you use an Upload page for your document, the web address will always be the same. If you edit an attachment the web address will change each time it is edited.

You can also add relationships to link the upload page to other content dynamically

Further information about adding content can be found in the HIVE administrator’s team pages

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An “upload” page An upload page is the perfect way to get a document onto HIVE. The upload page wraps around the document the present a permanent web address to the document and also allowing you to add keywords, tags and relationships to the document that you wouldn’t normally be able to append to a .pdf or Microsoft Word file You create an upload page exactly the same as a build page except instead of a Content section you have an upload file option.

You can either click in the green box (It only turns green when you place your mouse in the over the area). This will open up a Windows dialogue that will allow you to “browse” through your drives, folders and files to find the document you wish to upload. Or, you can “drag and drop” the document directly onto the green box.

Once successfully uploaded, your document file name and file size will appear under the green box

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You should still complete all other fields including all the extra tabs such as Features, Discovery and Dates. HIVE will automatically apply an associated image based on the file type you’ve uploaded If you need to update the uploaded file in the future, all you need to do is edit the upload page and drop the newer version of the file on the green box, or clicking into the box and browse for your new file. The file will be updated without changing the web address or adversely impacting the search results. Bulk upload It is possible to upload a large quality of documents at the same time. If you have a series of documents such as department SOP’s or Risk Assessments or any other series of documents, they can all be easily upload to the same category by using the bulk upload process. This process is slightly different than a standard page as you are crating multiple pages that sit within 1 category, so it is necessary to create your category first. See this section on creating a category Once your category has been created or if you are bulk uploading to an existing category, navigate to the category via the left hand navigation. If there <> 1 page already in this category the category will display the list view

Clicking the bulk upload button will allow you to browse your files and folders to locate the documents you wish to upload by either dragging them onto the uploads box or clicking and browsing as mentioned in the section about upload pages You can select as many files as you wish. Once you have selected the document you wish to upload, they will appear in the upload section allowing you to edit the presentation before upload:

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HIVE will automatically populate the Page title and Summary with the document name, automatically select the category and add a picture. This content will probably need a few tweaks before you press upload to complete the process. The page title should be edited to be as descriptive as possible as this is the information the search will use and how the document will be listed in your category The picture can be edited by clicking [Choose] – The media library already has appropriate images for word and PDF files. Use the search to locate these images. You can use the default embrace image if you wish

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After you have finished editing your bulk upload copy. Click “upload” and your documents will be uploaded to HIVE. HIVE will tell you when all documents have been successfully uploaded. They will then be viewable as a list when the category is selected from the left hand navigation

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A “Link” page A link page should only be used with caution. A link page creates a page that then links to another page. Typically the only time you will want to use a link page is to link to an external website directly from your left hand navigation block. Linking to an external website from the navigation could easily confuse your visitors as they aren’t necessarily aware they’ve left your site. It might be much more useful to create the link from within the content of a build page.

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Manage pages The manage pages options allows you as a department administrator to manage pages in your section that you have authored as well as those pages of your colleagues. The page is split into multiple lists accessible via the tabs across the top. The list is sortable by clicking the header text of each column to change the sort order.

You are also able to filter the list by category and mark the page active or inactive by clicking the appropriate text. Marking a page inactive removes it from the search and the navigation meaning it can no longer be discovered except via a direct link. Once inactive, a page can be made active once more by clicking the inactive text. If you click “Expires” the list will be sorted by expiration date, updating the list to bring the expired pages to the top. A page or multiple pages can be deleted by ticking the box and clicking “Delete selected” If you click on the “All pages” tab, the list will update to show pages created by everyone in your team with the permissions to create content. You can administer their content in the same way you are able to administer your own content. To edit a page, click the hyperlinked title to go straight through to the editable page composer and edit the page in line with the process discussed above

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Mandatory reads can also be administered here. You can see how many people have read and how many not. The unread column is not very accurate as this includes many generic accounts and those of people who have left The Christie and whose accounts are inactive

Mandatory reads should be avoided unless really necessary. If you wish to send a mandatory read, please speak with a member of the Digital Marketing Team web@christie.nhs.uk BEFORE you send

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Manage Content Area This section give you access to the tools that control how your navigation looks.

The default view is replicates your main department navigation. You can do many things here, but do be aware that anything you do will instantly appear on the LIVE site

The Menu Items tab will enable you to edit the menu item, change its position in the navigation, and set permissions on the item to restrict access to it. You can also mark an item as inactive, which hides it from view and all the content of that menu item or category.

To change permissions on a menu item Click the small padlock icon to change permissions

Then click “change permissions” to break the inheritance from the parent. All menu items inherit permissions from the department site. If you click change permissions, a new set of permissions is created for this menu item. Initially “everyone” will have “No Access”. YOU MUST ADD yourself at the very least by typing your name in the Add people… box and clicking add. If you fail to do so, only Power users will have access to this category

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If you wish to revert to inherit permissions, click the inherit permission button to revert to how access was before.

To edit a menu item If you click the menu item title, you can then edit details of that menu item:

The category name, description and display details can be edited from this screen. If you wish to move the item to be displayed under a different menu area, you can select the desired place from the drop down list. Please note this allows you to NEST the item underneath another item. To change the order of menu items see here The category settings allow you to tweak how the content of that category is displayed. Generally speaking you’ll want to leave this as it is. The default settings are generally suitable for most lists. However you might want to add a paragraph of text to appear at the top of your list. If you wish to do this, scroll down until you see the introductory text box

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The keywords tab will allow you to add keywords to your category just as you did for a build page or upload page.

To delete a menu item If you wish to delete a menu item, you must first understand that once deleted, the item cannot be restored. Deleting a menu item will also delete all the content held in that menu item. Deleting a Menu area will delete all categories within that menu area. Deleting a Category will delete all documents that are contained in that category. You should only delete a menu item from here if you are absolutely sure you know exactly what you are deleting and can confirm there is nothing contained within that menu item, click the delete button

You must type the title of the item in the text box EXACTLY as it appears before the Confirm Deletion button becomes active. Once active you can press the button. A further prompt will then ask you to confirm you wish to delete, which you must acknowledge before the item is deleted. If you follow this process and then realise that you have deleted something in error, it will not be recoverable. Mark an item active/inactive The easiest technique to remove content from your site is to mark it as inactive. Either pages or menu items can be made in active. If you mark a menu item as inactive it will also make its child items inactive and no longer discoverable by the search.

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Clicking a green “Active” button will turn the button red and mark it inactive. Clicking a red inactive button will turn the button green and mark it active

Change the order of menu items At the far right of the list of menu items, the up and down arrows will allow you to move your menu item higher up or lower down in the menu. You can only move menu items with their menu area. It can take a long time to move an item a significant number of positions as an item can only be move one position at a time. If you want to move your item to a different menu area, you can do this in the “show under” section of the edit screen Content area settings The Content area settings tab gives options to customise the way the entire department site displays. You can customise what appears on the page and what appears in the tabs on your build pages. Use with caution as these settings could adversely impact more than you realise Keywords Allows you to add keyword to your department site and is used just like adding keywords to a page or category. Best Bets Best bets help the search find things. If you have a page that is not being easily found, it could be because the title and category aren’t well titled? You might have a page titled “LEAVE” and people care generally searching for “HOLIDAY”. You could add a best bet of HOLIDAY to your leave page and guarantee that the LEAVE page is returned at the top when someone types in HOLIDAY. The Best Bets tab will show you all your current pages and allow you to add a Best bet to each page if you wish

#Tags Tags are not currently used on HIVE

Add a menu item

You can add a number of different menu items to your department site navigation. Clicking the button will give you a choice of 11 items.

Menu areas Menu areas can split a long navigation into sub sections to make things easier to find. Headline A Headline can be used to split up a large group of categories and allows you to “nest items”

Divider A horizontal line used to separate menu items

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Other menu items Other menu items are described on their respective buttons

Change Permissions As a HIVE department site administrator, you are responsible for the permissions to the site. A site should always have a minimum of 2 administrators. Any less and there could be problems if you are on leave or unavailable too many and there is little of no control over the quality of the content. As a HIVE department administrator you will be responsible for all the content irrespective of whether you authored it or not, so be sure that you have coached your authors and are aware of what content is on your site. • Administrator – Has full control on the site • Approved author - Can add content but not alter the structure or create categories • Author – Can create content, but require approval from an administrator before being published • User – Can access the site and view content, but not edit or create content • No access - These users can access the site You will have 5 levels of permission:

By default a new permission will be assigned the permission “No access”. You can change the permission assigned to an individual by clicking on the permission to reveal a pop up of available options.

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To add a new user, type their name in the box

Select those from the drop down list and click ADD. Then add the required level of permission. To remove permission, click the small x next to their permission level

If you add another user as an administrator, please let the Digital Marketing team know that they’ve been given access as administrators need to be added to the team list to gain accesses to additional resources

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Good practice for Adding/Creating categories The left hand side navigation is made up of categories that you have created. The navigation can become massively complicated if you are not careful with categories. A category can contain 0 to several thousand pages! If only 1 page exists within the category clicking the category in the left hand navigation will open the contents of that page. If there is more than 1 page in a category, clicking the category in the navigation will return a list of all pages contained in that category. This sometimes could be unexpected behaviour. Both results do have their merits though. If you have a number of documents such as a newsletter, adding all your newsletters to the same category will display a sortable list of your newsletters sorted by date. For ease of navigation it can be easier if when you create a page you also create a category with the same name. Unless of course if you wish to produce a list. You can sort the categories any way you wish to determine how they are displayed in the left hand navigation. Further details about Categories/Left hand navigation menu items can be found in the HIVE administrator’s team page

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Expired page management A “page” may refer to:

• A web page • A document (added as part of an upload page) • A newsflash item • An event

Prior to your page expiring, you should have received notifications via email or through the HIVE notification bar:

The easiest way to access your expired page is via the notification link. If the notification isn’t available, your expired page will be accessible from the Administration area of the section in which it appears on HIVE: A document stored in the trust documents database can be managed via the left hand navigation administration menu item. Open the menu item to reveal 2 options:

Clicking Manage pages will display a list of all pages you have authored or own as detailed in the section about managing your pages

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Policies and Procedures Process The process for managing policies and procedures is slightly different due to the need for the policy documents to be controlled. Currently only key members of staff have access to the edit functions of the policies and procedures section of the documents database. If you wish to edit a document contained in this section please refer to the Document Ratification Committee, details can be obtained from the committee who “own” the policy. Trust-wide policies should not be stored in Department sites, if you need to, you can link to the policy by creating a hyperlink within the body of your text or a better technique might be to create a relationship to the document as described here. In this particular instance best practice would be to NOT create a reverse relationship as the policy document itself would be swamped relationships. Department level SOP’s are probably best stored in the department site. Creating a category called SOP’s and uploading all the SOP’s to this category would be the best way for your team members to easily accesses day-to-day documentation. The process for policies and procedures may change. Please check with Digital Marketing if you’re not sure what to do before you struggle Notifications HIVE will automatically send you notifications based on many different events. The notifications will come in 2 forms:

• An email • A notification on the HIVE tool bar

Notifications will increment up aas and when they are received. It’s definitely best practice to deal with each notification as an when it appears, thus keeping your notifications at zero which enhances the chances you’d notice if a new notifaction is received. Clicking on the bell icon reveals the notification is more detail, from their you can view all notifications and delete. The settings icon will allow you to slect what notifications you receiv and how you receive them

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What should I do when I get a notification to review my document? HIVE alerts authors when their documents are in need of review and about to expire. By default, documents are due for review 11 months after they are published and will expire a month later (12 months from the published date). The email and HIVE notification will include a link to the document or page to allow you to easily find it for review. If you are a document author, the review process is your responsibility and only the listed document owner will receive notifications. In the event the document author can’t complete a review of the document; the responsibility then rests with the other members of the document author’s department or team What happens if no action is taken? Your document will expire and not be visible to staff. Eventually, it will be permanently deleted. My document is a Policy or SOP. What happens? Policies and procedures need to follow the formal review process when the document was first produced and approved. This includes review and sign off by the responsible committee, submission to the Document Ratification Committee and eventual update onto HIVE via the designated responsible individual once all approval and support documentation has been signed off. Policies and procedures do not follow the same process laid out below. Their review and expiration dates are set at committee level and not by HIVE. However if your Policy or SOP is due for review and or expiration, HIVE will issue notifications as such your responsibility to review is the same My page needs to be updated Reuse the existing page where the document sits whenever possible. To do this, you can upload a newer attachment on the same webpage. The existing page might have information that users have added, such as comments, likes, shares, etc. It might also have information that you want to keep like the summary, format, keywords, options, statistics related to the page, etc. Other users might also have linked to the document page within HIVE. If you delete the current page, you will lose all of that information and need to start from scratch. Why do I need to review my documents? To verify that materials are still accurate and relevant.

I want to delete a page

• Under Administration in the left-hand menu, select Manage Pages. • Check the box at the right next to the document(s) you would like to delete then click the Delete Selected button. (Note: Once you delete a document, it cannot be undeleted or retrieved.)

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My page has already expired To view all expired documents in a section, content managers can go to Manage Pages and click on the “Expires” heading. This will show all documents and group expired content together. You can then edit the document and extend its expiration date. I want to extend the dates of my document/page Edit the page and click the ‘Dates’ tab, adjust the Review Date and the Publication Dates. Additional resources There are a full range of User guides available from The HIVE Administrators team site accessible via the main site navigation

The user guides and other resources can only be accessed by authorised administrators. If you can’t access the area, this is probably because you don’t have permission

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To gain access you will need to contact Digital Marketing (Web@christie.nhs.uk) to be added to the access list

Other resources can be found by search HIVE on HIVE

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Version Control Version Date

Author

Status

Comment

1.0

24/01/20 Dave Lees

LIVE

Initial version

Added Mange Page section and enhanced Notifications

1.1

18/2/20 Dave Lees

LIVE

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