How to Add PDFs/Images

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Media

The media you add should be in either PDF or JPEG format, since Word documents do not open in the App, only on the Website. Therefore, PDFs are the preferred format and Word documents can only be added in exceptions.

To add a new guideline as a document to the media folder, go to Media on the left-hand side of your screen.

Screenshot of Media button with arrow pointing towards it.

Once you are in the Media section, find the folder you would like to add the document to. To open up the folders you need to click on the little triangles next to their names.

Screenshot of Media folder called Toolkit - Guidelines.

When you have found the folder, you are looking for, click on its name. It should now be marked a teal colour.

Screenshot of selected Media folder.

In the box on the right-hand side, you should see the following:

Screenshot of Media adding window.

To upload your document, either drag it from your file manager into this square or click on - or click here to choose files.  Once you have uploaded your document, make sure to click on the Save button in the bottom right corner of your screen.

You can now add the document to the content.

Content

You now need to go to Content on the left-hand side:

Screen shot of Content button with an orange arrow pointing at it.

Once you are in the content section, you need to find the section of the App you would like to add your content (document) to. For this you will need to again use the little triangle next to the names of the sections to find the one you are looking for. Screenshot of Guidelines toolkit in the content section.

When you have found the section, you need to hover over its name with your cursor. This will make three dots appear next to its name, click on them. You will need to select the Image/PDF/Resource option. Screenshot of Imges/PDF/Resource option.

This will open the following view on the right:

Screeenshot of Content editing window.

Title

The first thing you need to add here is the name of your Guideline, at the top where it says Enter a name...

The title is the first element of guideline that anyone sees and should be concise, informative, and relevant to the subject matter and include keywords that describe it.

Use the title case or headline case style for titles — all words are capitalised except for "minor" words (typically articles, short prepositions, and some conjunctions) unless they are the first or last word of the title. Title Case Converter can be used to support the process. Select AMA style. E.g., Style Guide: Writing Guidelines

To make the list of guidelines more easily searchable, we ask that you leave out the word guideline, if your title starts with it.

Once you have added the title, go to the bottom right of your screen and click on the little triangle next to Save and publish. This should then give you the option to click Save. Save NOT Save and publish. If you look at the list of guidelines on the left-hand side of your screen you should be able to see the title you just added, but greyed out. This means it has saved but not yet published.

Resource Link

Next you need to add your document to this content page you created. This can be done by clicking on Add next to Resource link. This will open the following menu on the right-hand side of your screen:

To select your document, go to Select media. This will open a list of all the Media folders you have access to. If you only see folders and not the documents themselves, you will need to click on the plus sign next to Media before clicking on the folders to open them up.

Screenshot of Media selection with plus sign.

Once you have made it to the list of documents the newest one will be at the bottom. Click on the document you want to add and then on Select at the bottom right corner of your screen.

If you are not planning to interlink your guideline with others or add related guidelines, please click on the slider button next to Direct Link.

This will make sure your guideline document will immediately open when you click on the title on the App. If you do plan on adding related guidelines or links to others, leave the slider button un-ticked.

It would be good at this point to click on Save again (Save NOT Save and publish).

Editorial

You will now need to add the editorial information. Go to the Editorial tab in the middle of your screen:Screenshot of Editorial tab.

When you scroll down in this section you will see many boxes that are used for different types of editorial information. You have to fill in the following information:

  • Author(s): add authors’ names here, please also add NHS Lanarkshire if applicable.
  • Approved By: add the name of the group or body that has authorised this resource (e.g., ADTC).
  • Reviewer Names: add the name(s) of the person(s) who should be alerted for the next review. In this case this term applies to a designated person responsible for a guideline (e.g. an author, a reviewer or a submitter etc.).
  • Reviewer Emails: add a list of emails of the person(s) who should be alerted for the next review, separated by a comma.
  • Version: if available.
  • Last Review Date: add the date the resource was last reviewed.
  • Next Review Date: add the date of the next review.
  • Review Notes: add short informative sentences that may be useful to future editors. It can also be left empty. Review Notes are only visible in the system, not on the Website/App.
  • Keywords: you need to add a minimum of three keywords (remember synonyms, abbreviations, etc.). These are used to help users when searching for this resource.
  • Document Id: please add the current month and year of when you are uploading the document to the system (e.g., October 2022).

It is wise to again click the Save button at this point (Save NOT Save and publish).

Tags

The last thing you need to add before you can publish your guideline to the App is, Tags. Navigate to the Tags tab at the top of your screen:Screenshot of Tags window showing different caegories.

Here you will need to add a tag to Categories, Category 1 and Category 2. This is done by clicking on Add next to each category.

For Categories, go to Add and click on NHSL Guidelines Mega-app. This should result in a green tick next to the name.

Screenshot of green tick next to toolkit name NHSL Guidelines Mega-app.

Then click on Submit.

Repeat for Category 1, however this time do not click on NHSL Guidelines Mega-app, but on the little triangle next to the name to open the drop-down menu. Here click on the part of the App where your guideline will be, for example Guidelines.Screenshot of Tag options.

Then click on Submit.

For Category 2, again go to Add, open up the drop-down menu for NHSL Guidelines Mega-app by clicking on the triangle next to it, as well as the drop-down menu next (in our example) Guidelines. Then click on the name of the section your guideline is in, for example Biochemistry. If the needed Tags are not present, please contact the Clinical Guidelines Team to add it for you.

Screenshots of Tag options further down the list.

Then click on Submit.

Once you have selected all three Tags, it should look similar to this:Tags window with selected tags in each category.

If you made a mistake, do not worry, you can simply click Remove and start again.

Once you are happy, click the Save button again (Save NOT Save and publish).

Save and Publish

You are now ready to publish your content to the App. Have one last look through all the tabs at the top. Have you added the correct document? Have you got the direct link slider button toggled to the correct position? Have you added all the editorial information and is it accurate? Are all the tags, correct?

If the answers to these questions are yes, you are ready to click on the Save and publish button in the bottom right corner. Your content is now live on the Website. Its title, in the list on the left, should no longer be greyed out. To view your work, go to the Info tab and click on the Link, this will take you directly to the live system.

Adding a new Version to an Already Existing Page

You will first need to add the new version of your guideline to the Media folder, as explained above. Then you will need to Archive the old version of the guideline in the Media folder into the archive folder, as explained below.

Then you need to go to Content and find the guideline in the list on the left hand side. Once you have found it you need to click on its name, this opens it up on the right side of your screen. Go to Resource Link and click on the little Red Cross next to its name and then add the new one by clicking on Add and following the steps above on how to select Media. Remember to update the Editorial section accordingly, then click Save and publish.

Interlinking Guidelines

Guidelines or pathways should only be linked together if they are meant to be looked at together. This function should be used sparingly.

In the case that you have multiple guidelines that are related to each other, for example a guideline and its referral pathway, you can interlink them with each other.

To do this find the first guideline you want to link to another in the list on the left-hand side and click on the name. This will open it up on the right.

To add the related guideline, go to the References/Evidence tab:Screenshot of References/Evidence tab.

Here you need to scroll all the way to the bottom until you see Related Guidelines.

Screenshot of Related Guidelines adding option.

Click on Add, then use the drop-down menu to find the guideline or pathway you want link to (using the little triangles to navigate further down in the structure). Once you have found the guideline or pathway you are looking for, click on it. This should give you a green tick next to the name. Then click on Submit.

You can repeat this with as many guidelines as necessary. If you add the wrong one you can remove them by clicking on Remove. It is important that you do not have the Direct Link button ticked, under the Resource tab, or this related guideline link will not be visible on the App.

Remember to click on Save and publish when you are done.

Another way you can link to a related guideline or pathway, is by using the Abstract. This is recommended in connection with the above Related Guidelines option.

Go to the Resource tab:Screenshot of Resource editing window.

Here you will find the Abstract box. Here you can add a sentence similar to: “This guideline should be used in connection with the Name of the Pathway.” Highlight the name with your cursor, then click on Insert/edit link in the toolbar.

Screenshot of insert link button.

This will open the following menu:

Screenshot of Media adding menu.

Use the little triangle next to NHS Lanarkshire Guidelines to navigate down to the guideline or pathway you want to link to. Click on the title of it, you should see a green tick next to the name, then click on Select.

Remember to click on Save and publish when you are done.

It is important to remember that you will have to complete this process for both guidelines/pathways you are linking together.

Last reviewed: 09 November 2022

Next review: 09 November 2024

Author(s): NHSL Clinical Guidelines Team

Version: 1

Approved By: Ania Matuszewska

Document Id: November 2022