The Alerts module is used for more urgent communications that need to be highly visible at the top of your website. Your organization should have its own mandate on what kind of alerts will be used on your public website, but school closings are the most popular. School may be closed due to inclement weather, or perhaps the heating is out in one of the buildings. Adding an alert to your website makes it instantly available at the top of your site.
There are several configurations you can choose from. Each organization is different. The most common method of website alerts is to set them in one place and have them be shown on all pages, and schools across your site. So, you could add an alert to your main website (root) department and set it so that it shows on your website on all its pages. Alternatively, you could choose to set it where each school could have their own alerts. This becomes more hands-on to manage, and each school or department will need to work in unison so that you are sending the right messages to your site visitors. Your Campus Suite project manager can help you understand the options and decide during the onboarding process what is best for you. We'll configure your site accordingly before your website deploys. These options can always be reconfigured later on.
How do I add a new alert in Campus Suite?
If alerts are set up to as default, simply navigate to your root/main department. To do this, from your dashboard, click "Sites and Departments" and then "View Departments." You are now in your site root (or, the main department.)
- Click the green +Add Content in the upper right-hand corner and select Alert
- Enter the information for the event, fields and their descriptions are listed below;
- Title - Enter the title of the Alert
- Slug - This is auto-filled with the title. It can be customized if needed.
- Start Date - Select the beginning date & time when the alert should start showing.
- Expiry Date - Select the ending date & time when the alert should stop showing.
Note - Please remember to set the Expiry Date (time) is different from the Start Date (time) so an alert will be displayed.
- Abstract - Text that you would like to be shown in the list view of the widget.
Optional - Text that you would like to be shown in the list view of the widget. If nothing is entered, a portion of the text entered into Content will be shown.
- Content - If there is additional information for the alert, enter it into this field. This can include images and links.
- Tags (Optional) - Select a tag, if you are using a widget to display tagged alerts. See the Tags article for additional information.
- After you've filled out the necessary information, make sure to click the Save --> Publish options just as you would when you're editing pages.
- How do I find a list of alerts associated with a department?
To see a list of alerts associated with a department in Campus Suite, navigate to the department that they are kept in and click on Alerts in the module list.
- What does the vertical color bar to the left of an alert's title mean?
On the left side of the alert's title you will see a vertical bar, normally this will be grey but it can also be green which means that it is live (viewable by visitors to the site).
- What is the status of an alert?
You can find the status of an alert by looking to the left of the alert's title, there you will find if it is LIVE, if there is a DRAFT of the alert, if it is SCHEDULED to be made live, if it is SHARED and finally if it is LOCKED, meaning someone else is working on it.
- How can I find out what department is sharing an alert?
If an alert is marked as SHARED you can quickly find out what department is sharing it by looking under its title for Owned by.
- How can I find out what department is sharing an alert?
- How do I set an alert so it is published at a later date/time?
You can easily set a later publication date/time when saving an alert by choosing Publish Content and setting the date/time you would like it to be made live. Please note, this will not override any dates/times that are set for items such as alerts or articles, they will still be made live on the times set for those items.
- How do I revert to an older version of an alert?
There are two ways to revert to an older version of an alert in Campus Suite. The first is by clicking on the three vertical dots located to the right of the alert's title and select View Live History from the menu. The second way to revert to an older version of an alert can be found when previewing the alert, click on the downward carrot icon to the right of Edit Alert and select Alert History. On the following screen for both select the version you would like to revert to by clicking on the arrow to the right of the version and finally Back to Alert List to return to view the alerts list view of the current department.
Please note that this option will not be available if the alert has never been made live before.
- How do I find a list of Past drafts for a page?
To view a list of past drafts for an alert, click on the three vertical dots located to the right of the alert's title and select View Past Drafts from the menu. For more information on the Drafts Menu please visit the article 'What are Drafts?' To return to the alert list view of the current department click on Back to Alert List.
- How do I clone a draft?
If for some reason you find that you need to clone a draft, for example when it has been rejected or closed, click on the three vertical dots located to the right of the alert's title and select View Past Drafts from the menu. On the following screen click on the three vertical dots located to the right of the correct draft and select Clone Content from the menu, then Save --> Save as New Draft.
- How do I clone a draft?
- How do I edit an alert in Campus Suite?
To edit an alert in Campus Suite, navigate to the department that it is kept in, click on Alerts in the module list and then the Pencil icon to the right of the alert's title.
- How do I duplicate an alert?
To duplicate an alert, navigate to the department that it is stored in, click on Alerts in the module list, then click on the three vertical dots located to the right of the alert's title and select Clone Content from the menu. Enter the Title of the duplicate alert and click on the spinning arrow icon to the right of Slug to refresh the slug and then Save --> Save as New Draft or Submit for Publication.
- How do I move an alert to another container (department)?
To move an alert, navigate to the department that it is stored in, click on Alerts in the module list, then click on the three vertical dots located to the right of the alert's title and select Move To... from the menu. Finally, select the container (department) you would like for it to be moved to.
- How do I share or stop sharing a post with multiple departments?
To share a post between multiple departments, navigate to the department that it is kept in, click on Blog in the module list then click on the vertical of three dots located to the right of the post's title and select Share from the menu. Finally, select the container (department) you would like for it to be shared with and then Share at the bottom of the window
To stop sharing an alert, navigate to the department that it is kept in, click on Alert in the module list and click on the three vertical dots located to the right of the alert's title and select Share from the menu Finally select the container (department) that you would like to stop sharing the post with and then Share at the bottom of the window.
- How do I delete an alert?
To delete an alert, navigate to the department that it is stored in, click on Alerts in the module list, then click on the three vertical dots located to the right of the alert's title and select Delete from the menu. Please remember once a page is deleted it cannot be recovered.
The default setup of website Alerts
Alerts are highly configurable. You can choose to manage Alerts in a single location or enable individual principals to manage the alerts on their own school pages themselves. Our goal is to make it quick and simple to add an alert to the top of your site, so we have a default configuration that your Campus Suite onboarding team has set up.
Your alerts are set up to be managed within the home/root department. From your dashboard, click Sites and Departments, and then View Departments. You are now in the home/root department. You can create a new alert, or click Alerts at the top and view or edit existing alerts. By adding an alert here, it will show at the top of all of your website pages until it expires. Here's an example.
Our default configuration is the easiest to use. Beyond the default configuration of alerts, our support team can help you customize the way you manage your alerts to best suit your needs. For example, you could decide to show different alerts in different locations. Be careful, however, this set up would require you to add your alert say in your root department, and then have to share it with each of the other schools or departments individually. You gain the granular control on where alerts show, but it also requires a few more clicks and awareness of where those alerts will show. As an example, if the school is closed due to snow, and it affects all your schools, then you want to be able to add a single alert and have it show across your website, including on your individual school pages. We recommend you use the default configuration first, and when you understand how that works, decide how you want to change it to suit your needs. Campus Suite support is a click away if you have any questions.
- See the article What are the widgets available to me? for a list of widgets that work with the Alert module. Which includes the following; Alerts Banner, Alerts List, and Alerts List Grid.
- How do I do change or override the default headings on a module?
- Tags - How to create and apply tags to content.
- Social Metadata - Reviews the Social Metadata button available with each alert.
- What are Drafts? - Reviews Drafts