CES IT Wiki - User contributions [en]

Ricoh

2026-03-11T18:19:10Z

Michaelberrio: Created page with "== Credentials == Username: admin 31ElEngNJ7"

== Credentials ==
Username: admin
31ElEngNJ7

Main Page

2026-03-02T16:52:34Z

Michaelberrio: /* Scheduled recordings */

__NOTOC__
==Scheduled recordings==

3/11 - Zaleski lecture / ESS will cover this- just edit, caption, publish.

4/2 - Hoffmann lecture - Scheduled in LL1

4/8- Democracy and its critics - need to confirm recording
==How-tos to work on==
*Edit wiki side bar- In search enter: MediaWiki:Sidebar
*CES website handling - Page sections and update frequency*
*UPLOAD ALL YOUR NEW COMPUTER NOTES
*update subscriptions and routines (Hootsuite, canva, CC,
*Add procedures for when a confirmed recorded event is scheduled in another building
*Add airtable section and procedures

Main Page

2026-02-26T21:27:54Z

Michaelberrio: /* How-tos to work on */

__NOTOC__
==Scheduled recordings==

==How-tos to work on==
*Edit wiki side bar- In search enter: MediaWiki:Sidebar
*CES website handling - Page sections and update frequency*
*UPLOAD ALL YOUR NEW COMPUTER NOTES
*update subscriptions and routines (Hootsuite, canva, CC,
*Add procedures for when a confirmed recorded event is scheduled in another building
*Add airtable section and procedures

Record new voicemail menus

2026-02-26T21:25:43Z

Michaelberrio:

When a caller reaches an extension with pseudos attached, the caller is given a menu to choose which pseudo they would like to leave a message at. A pseudo is a mailbox that does not have a direct extension. Every year these pseudos are assigned to visitors in residence at CES.

See [[List of phones]]. The pseudos are listed in menu order. Assign visitors to each pseudo in alphabetical order. Each extension has both a greeting and a recorded name. A greeting is a recording that is played when a call is not answered. A recorded name is used in the phone directory.

===Recording a new greeting===

#Press the voicemail button on any Harvard Cisco VoIP phone, or dial 83999.
#Dial *.
#Dial the extension, then #.
#Dial the PIN, then #.
#Dial 4-1-1.
#Record the message using the following template:

<blockquote>You have reached Busch Hall, office [Number]. To leave a message for [User 1], press 1. To leave a message for [User 2], press 2.</blockquote>

===Tips for recording the greeting===

*Speak more slowly than you think you should.
*Before starting the recording, have the phone near your mouth and your hand near the pound sign. This prevents silence at the beginning and end of the recording.
*The greeting message is intended to be understandable to an anglophone. It does not need to be authentic.
*Pronounce names as authentically as possible without affecting an accent.
*If the person's name is similar to the anglophonic pronunciation, such as Sebastian, use the anglophonic pronunciation.
*If the name is substantially different, such as Josef, use the non-anglophonic pronunciation.
*Avoid being comically wrong.
*Do not use guttural Rs or alveolar Rs.

=== Accessing Voicemail settings online ===

* You can change voicemail pin and access voicemail settings by going to this website: https://www.huit.harvard.edu/harvard-phone

Creating event recording tiles / Editing / Closed captioning

2026-02-26T21:23:42Z

Michaelberrio:

'''Event Recording & Production (LL1 - Lower Level Conference Room)'''

'''Manage Consent Forms''': Verify and manage recording consent forms by ensuring they are created via Cognito Forms prior to the event, as directed by the Programs team. Track outstanding forms to ensure compliance before recording begins.

'''Coordinate On-Screen Graphics''': Liaise with the Communications team regarding on-screen graphics. This includes ensuring event titles are correctly displayed on the conference room screen during the event and updating the front entrance TV signage with event details.

'''Edit Raw Footage''': Edit raw video footage post-event to create a polished final product.

Utilize VSDC Free Video Editor for basic editing tasks.

Utilize Adobe Premiere Pro (available via Harvard credentials) for more advanced editing needs.

'''Manage Captioning''': Initiate the video captioning process by preparing and sending the final edit files to 3Play Media.

'''Incorporate Video Tiles''': Collaborate with the Communications team to confirm the inclusion of required branding and information tiles in the final video edit. This typically consists of three main tiles:

Title Tile

Speaker Tile

Sponsors Tile

'''Quality Assurance''': Perform thorough quality assurance checks on returned captions to ensure accuracy, proper syncing, and timing; collaborate with Communications on this review process.

'''Publish to YouTube''': Upload the final, captioned video to the CES YouTube Channel.

Ensure the video is added to the correct playlist (e.g., labeled by year, or to a specific playlist for an annual lecture series).

'''Publish to CES Website''': Upload or embed the video onto the corresponding CES event page on the website, ensuring it is properly attached to the related event.

'''Final Notification''': Notify the Communications team upon successful publication of new video content for their awareness and to facilitate further promotion via newsletters and social media.

Creating event recording tiles / Editing / Closed captioning

2026-02-26T21:23:21Z

Michaelberrio: Created page with "'''Event Recording & Production (LL1 - Lower Level Conference Room)''' Serve as Primary Technician: Act as the main point of contact for recording events scheduled in LL1, utilizing the built-in ceiling cameras and room AV system. '''Manage Consent Forms''': Verify and manage recording consent forms by ensuring they are created via Cognito Forms prior to the event, as directed by the Programs team. Track outstanding forms to ensure compliance before recording begins. '..."

'''Event Recording & Production (LL1 - Lower Level Conference Room)'''
Serve as Primary Technician: Act as the main point of contact for recording events scheduled in LL1, utilizing the built-in ceiling cameras and room AV system.

'''Manage Consent Forms''': Verify and manage recording consent forms by ensuring they are created via Cognito Forms prior to the event, as directed by the Programs team. Track outstanding forms to ensure compliance before recording begins.

'''Coordinate On-Screen Graphics''': Liaise with the Communications team regarding on-screen graphics. This includes ensuring event titles are correctly displayed on the conference room screen during the event and updating the front entrance TV signage with event details.

'''Edit Raw Footage''': Edit raw video footage post-event to create a polished final product.

Utilize VSDC Free Video Editor for basic editing tasks.

Utilize Adobe Premiere Pro (available via Harvard credentials) for more advanced editing needs.

'''Manage Captioning''': Initiate the video captioning process by preparing and sending the final edit files to 3Play Media.

'''Incorporate Video Tiles''': Collaborate with the Communications team to confirm the inclusion of required branding and information tiles in the final video edit. This typically consists of three main tiles:

Title Tile

Speaker Tile

Sponsors Tile

'''Quality Assurance''': Perform thorough quality assurance checks on returned captions to ensure accuracy, proper syncing, and timing; collaborate with Communications on this review process.

'''Publish to YouTube''': Upload the final, captioned video to the CES YouTube Channel.

Ensure the video is added to the correct playlist (e.g., labeled by year, or to a specific playlist for an annual lecture series).

'''Publish to CES Website''': Upload or embed the video onto the corresponding CES event page on the website, ensuring it is properly attached to the related event.

'''Final Notification''': Notify the Communications team upon successful publication of new video content for their awareness and to facilitate further promotion via newsletters and social media.

Constant Contact Handling

2026-02-26T21:16:56Z

Michaelberrio: /* 6. Summertime mailing list updates and Archiving */

=== 1. Handling Mailing Lists ===
* Login to your Constant Contact account.
* Go to "Contacts" from the top menu.
* Create a List:
* Click "Create List" on the right.
* Name your list (e.g., “Newsletter Subscribers”).
* Add contacts manually by clicking "Add Contacts," or import from a file (Excel/CSV) by selecting "Upload File."
* Edit Lists:
* Find your list under “Contacts.”
* Click on the list name to add/remove contacts or update details.
=== 2. Using Tags for Organizing Contacts ===
* Create Tags:
* In the “Contacts” tab, click on “Manage Tags.”
* Type in a name for the tag (e.g., “VIP” or “Event Attendees”) and save.
* Tag Contacts:
* Go to your contacts list and select the contacts you want to tag.
* Click "Add Tags" at the top, select the tag(s), and click "Apply."
* Filter by Tags:
* You can filter your contacts by tags when sending emails by clicking "Tags" in the "Contacts" page or when creating a new email.
=== 3. Creating and Scheduling a Campaign ===
* Create a Campaign:
* Click "Campaigns" from the top menu.
* Click “Create” and choose the type of campaign (e.g., Email).
* Choose a template for your email.
* Design the Email:
* Edit text, add images, and customize the email using the drag-and-drop editor.
* Choose Recipients:
* When done, click “Continue” and select the list(s) or tag(s) of contacts you want to send the campaign to.
* Schedule the Email:
* After selecting recipients, click "Schedule".
* Choose the date and time for when you want the email to be sent.
* Click “Schedule” to confirm, and your campaign will be sent at the chosen time.
=== 4. Generating a Subscribe Embed Link ===
* Go to "Sign-up Forms" from the main menu.
* Click “Create Sign-up Form” and choose “Inline Form” or other form types.
* Customize the form fields (e.g., name, email) as needed.
* Click "Publish" when done.
* To get the embed code:
* After publishing, you'll see an option to "Embed Code". Click on it.
* Copy the provided HTML code and paste it into your website where you want the form to appear.
=== 5. Checking Click Rates (Email Performance) ===
* Go to "Campaigns" and find the campaign you want to check.
* Click on the name of the campaign.
* On the campaign overview page, scroll down to see your performance stats (opens, clicks, bounces).
* To see the click rate, look for the "Click-through Rate (CTR)" section. It shows how many people clicked on links in your email.
* Click on the "View Report" to get more detailed information about what links were clicked and by whom.

=== 6. Summertime mailing list updates and Archiving ===

* Between late July and August. IT works with Communications team to update and archive Constant contact mailing list for the upcoming academic year.
Archived lists are located under the CES IT folder on SharePoint labeled: Constant Contact Mailing List Archives

Constant Contact Handling

2026-02-26T21:16:35Z

Michaelberrio: /* 6. Summertime mailing list updates and Archiving */

Constant Contact Handling

2024-10-30T15:33:11Z

Michaelberrio: Created page with "=== 1. Handling Mailing Lists === * Login to your Constant Contact account. * Go to "Contacts" from the top menu. * Create a List: * Click "Create List" on the right. * Name y..."

SEOmatic Social media sharing settings

2024-10-22T18:59:22Z

Michaelberrio:

=== Global SEO General===
===== SEO Title Source =====
<big>Title Structure</big>:

* Use a consistent and informative title structure to reflect both the content and the brand of CES.

A recommended format could be:

{pagetitle} - Minda de Gunzburg Center for European Studies, Harvard Univeristy

* This format will ensure that the specific page content is highlighted, while also making it clear that it is part of CES at Harvard.
*
<big>Components of the Global Title Source</big>:

* {pageTitle}: This placeholder dynamically pulls the title of the page. It’s useful for ensuring each page gets its unique title while adhering to the overall branding.
* "Minda de Gunzburg Center for European Studies, Harvard University": The brand part should remain consistent across the entire site for identity reinforcement.

===== SEO description source =====
<big>General Description Format</big>:

Use a description that gives an overview of CES, what it stands for, and what content visitors can expect. For CES, a suitable format might be:
The Center for European Studies (CES) at Harvard University promotes the study of Europe's politics, history, culture, and society through research, events, and education.
* This description should succinctly convey the core mission and focus of CES while also highlighting what sets it apart.

===== SEO keywords source =====
<big>General Keyword Strategy</big>:
* Choose keywords that represent the core mission, research focus, and activities of the Center for European Studies. These keywords should align with what users might search for when looking for information about CES.
Examples of potential keywords for CES might be:
* European Studies
* Harvard University
* European politics
* European culture and society
* European history
* Research in European studies
* CES events
===== SEO Image soruce =====
<big>For the SEO Image Source within Global SEO in SEOmatic, you want to ensure that the image represents CES well and can be used across different pages to improve the visual impact when shared on social media and to provide a consistent brand image. Here are the best practices for setting the SEO image source globally</big>
<big>Select a Representative Image</big>:
* Choose an image that represents the Center for European Studies effectively. This could be:
* The CES logo.
* A high-quality photograph of the CES building or an iconic representation of Harvard University.
* An image that visually represents Europe, such as a map or collage of European landmarks.
===== SEO image description =====
<big>Craft a Clear and Descriptive Text</big>:

* The SEO Image Description should be a concise but informative description of the image content. It helps convey what the image represents to search engines and users who might not be able to see the image directly.
* Example descriptions:
* For a CES Logo: "The logo of the Center for European Studies at Harvard University, featuring text and a European-inspired design."
* For a Building or Campus Image: "Exterior view of the Center for European Studies building at Harvard University, showing a historical architectural style."
* For a Collage or Group Image: "Collage of European landmarks representing the focus of the Center for European Studies at Harvard University."

<big>X (Twitter)</big>
* X (Twitter) Card Type - Summary Card with Large Image
* X (Twitter) Creator Source - Same as site Handle
* X (Twitter) Title Source - Same as SEO title
* X (Twitter) Site Name Position Source - After title
* X (Twitter) Description Source - same as SEO
* X (Twitter) Image Source - Same as SEO
* Transform X (Twitter) Image - Always green toggle
* X (Twitter) Image Transform Mode - fit
* X (Twitter) Image Description Source - Same as SEO Description
*
<big>Facebook</big>
* Facebook OpenGraph Type - Website
* Facebook OpenGraph Title Source - Same as SEO Title
* Facebook OpenGraph Site Name Position Source - After
* Facebook OpenGraph Description Source - Same as SEO Image
* Transform Facebook OpenGraph Image - Toggle green
* Facebook OpenGraph Image Transform Mode - Fit
* Facebook OpenGraph Image Description Source - Same as SEO Image description

=== Content SEO ===
<big>In this section you will see all available content sections in the CES website.
Within these section options you are able to customize social media sharing settings.</big>
=== The sections below on the backend of the CES website should have the following settings (unless stated otherwise): ===
General:
SEO Title Source - From Field - Title
Site Name Position Source - Same as Global site Name Position
SEO Description Source - Summary From Field - About event
SEO Keywords Source - Keywords From field - Title
SEO Image Source - Event Thumbnail Image
SEO Image Description Source - Summary From Field - Event Summary
X:
* X (Twitter) Card Type - Summary Card with Large Image
* X (Twitter) Creator Source - Same as site Handle
* X (Twitter) Title Source - Same as SEO title
* X (Twitter) Site Name Position Source - After title
* X (Twitter) Description Source - same as SEO
* X (Twitter) Image Source - Custom URL -
* Transform X (Twitter) Image - Always green toggle
* X (Twitter) Image Transform Mode - fit
* X (Twitter) Image Description Source - Same as SEO Description
*
Facebook:
* Facebook OpenGraph Type - Website
* Facebook OpenGraph Title Source - Same as SEO Title
* Facebook OpenGraph Site Name Position Source - Same as Global Facebook
* Facebook OpenGraph Description Source - Custom URL : {eventThumbnailImage.one().url}
* Transform Facebook OpenGraph Image - Toggle green
* Facebook OpenGraph Image Transform Mode - Fit
* Facebook OpenGraph Image Description Source - Same as SEO Image description

===== Public Event =====
===== Publications =====
===== Site Pages =====
==== - This sections for most site pages it will have custom URL link for SEO Image Source: ====
* About us
- Custom URL - https://ces.fas.harvard.edu/uploads/page/CES-Building-BW.jpg
* Events
- Same as SEO Image
* Seminars and Lectures
- Custom URL - https://ces.fas.harvard.edu/uploads/page/_1000x667_crop_center-center_none/Ziblatt-Donfried.jpg?v=1724792393
* People
- Custom URL - https://ces.fas.harvard.edu/uploads/page/_766xAUTO_crop_center-center_75_none/C49A0744.jpg
* Opportunities
- Custom URL - https://ces.fas.harvard.edu/uploads/page/_766xAUTO_crop_center-center_75_none/Viiting-Scholars-Goldman-Lecture.jpg
* News
- Custom URL - https://ces.fas.harvard.edu/uploads/page/_766xAUTO_crop_center-center_75_none/215396/View-of-Building-from-Courtyard.jpg
===== People =====
===== Newsletters =====
===== Homepage =====
- Custom URL - https://ces.fas.harvard.edu/uploads/hero/_284x190_crop_center-center_none/625A4115.jpg?v=1727793873
===== Event Recordings =====
===== Elsewhere (Community Events) =====

SEOmatic Social media sharing settings

2024-10-22T17:55:39Z

2024-07-30T16:10:51Z

Michaelberrio:

===Spring 2024 Website updates===

{| class="wikitable"
|-
! Update !! Status !! Final product
|-
| Thumbnail update || Under review ||
|-
| GPS directions || Under advanced content - page blocks - Direction Forms ||
|-
| Improve Event listing || Under review events & signage on UAT|| Example
|-
| Alt Text on all images || under review || Example
|-
| Prevent double booking on event/calendar listings|| Still allows double booking || Example
|-
| Event room displaying on calendar || event room location now displays above calendar event title || Example
|-
| Seminar Request form|| Reviewed and minimal updates needed. Mostly wording. || Example
|-
| Calendar speed request (10-20 seconds in between saving events/ classes)|| 8 hour audit quoted|| Example
|-
| Search bar functionality on live site was not filtering affiliate profiles accordingly|| Fix was implemented on UAT site, tested and rolled out on live site|| Example
|-
| Social media sharing is not pulling preview text or thumbnail when looking to share on other SM apps like X|| Ticket being submitted today|| Example
|-
| Event request form rolled out|| New form is live on site|| Events requested via form will display as disable on the backend calendar for CES staff to review
|-
| Example || Example || Example
|-
|}

CMS Website updates

2024-05-16T16:54:44Z

Michaelberrio: