Setting up a local Healthwatch site

Setting up a local Healthwatch site

Hosting advice

To use the bundle, and publish your website, you’ll need to have it hosted on a web server. The installation guide in this document lists the hosting requirements for a new website. You need to ensure that these requirements can be met by a potential host or Internet Service Provider (ISP). The requirements are very basic and we’ve included a sample letter email you can use to check your potential host will meet these requirements.

We’ve also provided guidance on how to install the files necessary for the CMS and website to work. Many ISPs will do this for you for free or for a small charge. The installation of the Drupal CMS is a straightforward process.

Healthwatch England is not in a position to host and maintain local Healthwatch sites beyond the 'website in a box' bundle we’re supplying for free.

However, we have investigated a range of commercial hosting solutions. Reasonable quotes range from £2 per month to £50 per month, with sufficient bandwidth, storage space and technical support for a small-to-medium Drupal website (with potential to expand if needed).

You do not need:

• 
  A ‘Drupal specialist’. Drupal is an open-source solution and this configuration does not have extensive custom modification.
  
• 
  A high-end transactional system, as you’re not likely to be processing secure cash transactions, for example.
  
• 
  A media server, unless you have a lot (ie hours and hours) of popular video files that you want to stream continuously.
  
• 
  A high-bandwidth, high-data transfer solution – at least initially these will be quite small sites and you can always upgrade if you need more.
  

If you’re committed to using UK services, you should confirm that they’re located in the UK.

Support during your office hours is crucial: if you use a company based overseas, make sure they have support available during your regular office hours.

 

Dear Sir/Madam 

• 
  2GB RAM
  
• 
  2 x CPU cores
  
• 
  Disk space: 15 Megabytes for a minimum base installation, 60 MB with many contributed modules and themes, and more for database content, media, backups and other files.
  
• 
  Web server: Apache, Nginx, or Microsoft IIS
  
• 
  Database server: MySQL 5.0.15 or higher with PDO
  
• 
  Note: Microsoft SQL Server and Oracle are supported by an additional module PHPPHP 5.2.5 or higher (5.3 recommended) – some of the modules require 5.3
  
• 
  The recommended PHP memory limit setting is 128MB
  
• 
  Root access or CPanel/Plesk access is available 
  

 

Many thanks....

Migrating content

Before you start content migration, consider the following checklist:

1. 
   Audit your existing site.
   
2. 
   Clean your content.
   
3. 
   Save your images, video and audio files, PDFs etc.
   
4. 
   Create redirects.
   
5. 
   Migrate internal hyperlinks properly.
   
6. 
   Perform quality assurance tests.
   

Auditing your existing site

Be ruthless as you go through your existing site: decide which pages will really add something useful to your new site and are still relevant to your new identity as a local Healthwatch. If you have access to website analytics, you’ll also be able to see which pages were getting traffic – this is a useful guide to what is worth keeping.

Cleaning your content

If you have a large amount of content on an old site or locked up in PDF format, it can be time-consuming to update and remove formatting, line breaks etc. Copy and paste content into a simple text editor like Notepad. Use this as an intermediate stage before importing into the Content Management System – a lot of hidden formatting can be more easily removed.

Saving your images, video and audio files, PDFs etc

It is good practice to have a back up copy of your entire images folder(s) as well as

other media files. Make sure you download any images used on your site that may

be useful on your new one, eg profile pictures of staff with a role in the new local

Healthwatch.

Creating redirects

Any bookmarks to the old site that users might have, or any links embedded in online and offline advertisements will break when the new site is published. To resolve this, a 301 redirect will have to be created that points old URLs to the corresponding page in the new site. It is worth prioritising those pages that were getting significant traffic on the old site.

Migrating internal hyperlinks properly

Similar to the issue with redirects, if you migrate your site into a new directory structure, you will need to create new hyperlinks within your site.

Performing quality assurance tests

Performing quality assurance on a newly migrated web site is an important task. Make sure you check every page and every link on every page, especially links in the body of the content.

Installation

This section outlines the steps you should follow to install and configure your local Healthwatch website using the source code and database downloaded from the Healthwatch England website. It is intended for system administrators who have an appropriate level of knowledge around the Linux operating system, and are familiar with the basic tasks required to setup a website.

Requirements

A web server must be setup with access to the Internet and should meet the following minimum requirements:

• 
  RAM and CPU
  
  • 
    2GB RAM.
    
  • 
    2 x CPU cores.
    
• 
  Disk space
  
  • 
    15 Megabytes for a minimum base installation, 60 MB with many contributed modules and themes, and more for database content, media, backups and other files.
    
• 
  Web server
  
  • 
    Apache, Nginx, or Microsoft IIS.
    
• 
  Database server
  
  • 
    MySQL 5.0.15 or higher with PDO.
    
  • 
    Note: Microsoft SQL Server and Oracle are supported by an additional module PHP.
    
• 
  PHP
  
  • 
    PHP 5.2.5 or higher (5.3 recommended)--some of the modules require 5.3.
    
  • 
    The recommended PHP memory limit setting is 128MB.
    

• 
  Root access or CPanel/Plesk access is available.
  
• 
  The local Healthwatch codebase has been downloaded from the Healthwatch England site.
  
• 
  The MySQL dump file has been downloaded from the Healthwatch England site.
  

Installation procedure

1. Create a domain name for your local Healthwatch site.

2. Point the domain name to your web server document root. The document root of the web server varies with installation and operating system. Its best to get advice from the hosting provider to confirm the web server’s document root.

For example, if using CPanel/Plesk, this should look like /home//public_html; if using a local Redhat/Centos installation, this should look like /var/www/html; if using a local Ubuntu/Debian installation, this should look like /var/www

3. Create a virtual host for the domain, and configure it to point at the document root.

4. Place the code in the apache document root.

5. Create a MySQL database and import the database dump download from Healthwatch England site.

6. Create a MySQL user with full permissions to that database.

7. Login to the file manager in CPanel/Plesk or SSH to your hosting server.

8. Locate sites/default/settings.php in your document root.

9. Update the database, username, password and host details in settings.php

10. Give full permission (755) to sites/default/files.

11. Change the ownership of sites/default/files to the apache user.

Post-installation checks

1. Confirm that Apache is running (default port 80).

2. Confirm that MySQL is running (default port 3306).

3. Browse to the site home page and confirm that the local Healthwatch homepage is visible. The URL for this will be specific to the domain name you have chosen, but will be something like: www.yourdomainname.com

Post-installation configuration

Change the default password for the site administrator

1. Login using the default administrator account. The username and password will have been sent to you by Healthwatch England.

2. Click on the red ‘Hello Admin’ button that appears in the top administration menu.

3. Click on the ‘Edit’ tab.

4. Enter the current password.

5. Enter a new email address.

6. Enter a new password.

7. Click ‘Save’.

Change the site name

1. Login using the default administrator account.

2. Hover over the ‘Configuration’ link on the administration menu.

3. When the dropdown appears, hover over the ‘System’ link and click on ‘Site information’.

4. Enter a new site name (eg local Healthwatch).

5. Enter a new email address. This is the address that all system notifications will be sent to.

6. Click ‘Save’.

Change the Google analytics UID

1. If you are using Google Analytics to track you site usage, login using the default administrator account.

2. Hover over the ‘Configuration’ link on the administration menu.

3. When the dropdown appears, hover over the ‘System’ link and click on ‘Google Analytics’.

4. Enter a new Web Property ID.

5. Enter a new email address. This is the address that all system notifications will be sent to.

6. Click ‘Save’.

Upload your logo

1. Login using the default administrator account.

2. Hover over the ‘Appearance’ link on the administration menu.

3. When the dropdown appears, hover over the ‘Settings’ link and click on ‘myhealthwatch’.

4. Scroll to the bottom of the page, and in the ‘Logo image settings’ section ensure that ‘Use the default logo’ is unchecked.

5. In the same section, click the ‘Browse’ button and select the logo supplied to you by Healthwatch England. Use the logo that ends in ‘.png’

6. Click ‘Save configuration’.

Operation Guide

Overview

This document outlines the basic user operations necessary for the using and maintaining the Local Healthwatch website. It is intended for users who have are familiar Content Management Systems (CMS) and creating content to be published on a website. This document is not intended to substitute basic training in Drupal, which should be considered as a pre-requisite for any users who have limited experience in this area.

Basic Operations

Logging in and out

Public users of the site will not be permitted to log in to the website. This functionality is reserved for Local Healthwatch Organisation administrators and content editors only. To login, please follow the steps below:

1. 
   On the homepage, click the ‘Admin’ link in the footer.
   
2. 
   When the login page appears, enter your username and password that were supplied to you by Healthwatch England (if you are the site administrator logging in for the first time) or by your local system administrator.
   
3. 
   If you have forgotten your password, click the ‘Request new password’ tab on the login page, where you will be required to enter your username or email address.
   
4. 
   The website will send you an email with a ‘one-time’ login link. Clicking on this link will take you through to the ‘Edit your account’ page where you can set a new password. Please note that this link can be used only once.
   

The administration menu

Once logged in, you will see that a black administration menu appears across the top of the page. This menu will give you access to all the CMS functionality on the site, and the contents of the menu will be different depending on what role your user account has been assigned.

Managing users

Roles and permissions

The local Healthwatch website has been setup with three distinct role types – Administrator, Editor and Publisher. The purpose of these roles is as follows:

Role	Purpose
Administrator	The administrator role is a very powerful one, and should be assigned only to users with a good understanding of system administration and configuration. Users with this role will carry out tasks such as: Creating and deleting users Amending permissions of users Changing configuration of installed modules Installing new modules Creating site reports Users with this role will not be able to create content.
Editor	The editor role is primarily intended for users who are responsible for creating (but not publishing) content. Users with this role will carry out tasks such as: Creating new content pages and submitting for review Creating new block content and assign regions where the block should be displayed Note: in order to create content pages AND publish them so that they can be viewed by the public, the ‘Publisher’ role is also required.
Publisher	The publisher role is primarily intended for users who are responsible for publishing (but not creating) content. Users with this role will carry out tasks such as: Publishing (or rejecting) content changes that have been submitted for review by a content editor Making editorial changes to submitted content prior to publication

Note: where possible, it is desirable to assign separate roles to distinct users to ensure responsibilities are clearly defined. Where users have multiple responsibilities this will not always be appropriate, in which case a user can be assigned multiple roles (e.g. a user can be an ‘editor’ as well as a ‘publisher’ in which case they will be able to create and approve their own content.

Creating and deleting users

Creating new users

New users are created from the ‘People’ dropdown on the administration menu.

1. 
   Hover over the ‘People’ link on the administration menu
   
2. 
   When the dropdown appears click the ‘Add user’ link
   
3. 
   Complete the new user’s details including username, email address, password and role
   
4. 
   Tick the ‘Notify user of new account’ checkbox
   
5. 
   The new user will receive an email containing a one-time login link. Clicking on this link will take the user through to the ‘Edit your account’ page where they will be required to set a new password.
   

Deleting users

Users are deleted from the ‘People’ dropdown on the administration menu.

1. 
   Click on the ‘People’ link on the administration menu
   
2. 
   Identify the user to be deleted and click the ‘Cancel’ link
   
3. 
   The default setting is to ‘Disable the account and keep its content’. This is the setting to be used unless you are completely sure that the user will never require reinstatement. If the user will not require reinstatement, choose the setting ‘Delete the account and make its content belong to the Anonymous user’
   
4. 
   Click ‘Cancel account’
   

Managing content

Content types

Content types in Drupal are preformatted templates that assist in content editing and creation. Each content type has a specific purpose, and requires different information to be input. The Local Healthwatch site has been setup with the following content types:

Content type	Purpose
Basic page	This Basic page content type is used for the simplest content on the site. It contains a title and body field and should be used for all general site content (e.g. site terms and conditions, privacy policy etc.)
Basic sectioned page	The Basic sectioned page is content type is designed for pages that require the content to be displayed in sections with separate section headers. The content type has the standard title and header fields, but also allows the user to add an unlimited number of section blocks, and a mini table of contents. Each section block will be displayed with the pink header ribbon that can be seen on the ‘About us’ or ‘frequently asked questions’ pages. To create a page without a mini table of contents, ensure that the ‘Generate Menu’ option is set to ‘No’. To create a page where the sections appear expanded by default, ensure the ‘Collapse Sections’ option is set to ‘No’
CQC provider	The CQC provider content type is used to create new pages for local care service providers. The site is preconfigured with a full listing from the CQC website, however over time you may be required to add new providers and/or amend and delete existing ones
Document	The Document content type is used to upload word, excel or PDF documents to the site. These will automatically be displayed in the ‘About | Useful info’ section of the website
News	The News content type is used to create news articles on the site. The homepage on the Local Healthwatch website is configured with a view that automatically displays the 4 most recent news articles in descending order by publication date. Content that use the News content type is different from other content types in that they can be scheduled for auto-publication
Team/Board	The Team/Board content type is used specifically for profiles of organisation team and/or board members
Video	The Video content type allows users to embed a YouTube video into a page on the site.
Webform	The Webform content type should be used for creating new contact forms. The Local Healthwatch site is preconfigured with two forms already – ‘Contact us’ and ‘Feedback’ forms

The workbench module

The local Healthwatch website has been setup with the Drupal Workbench module. This module ensures that content is created and a managed through a controlled workflow whereby content changes have to be submitted for approval before they become visible on the website

Creating a new page

In order to create and publish content, please follow the steps below:

Content Editor

1. 
   Hover over the ‘Workbench’ link on the administration menu
   
2. 
   When the dropdown appears hover over the ‘Create content’ link, and click on the type of content type that is required
   
3. 
   Enter the content
   
4. 
   In the ‘Revision information’ tab at the bottom of the page, ensure that ‘Draft’ is selected in the ‘Moderation’ dropdown and click ‘Save’. This will save the content but not yet submit it for review. Content can be submitted directly for review by changing the dropdown value to ‘Needs Review’ and then clicking ‘Save’
   
5. 
   To submit a ‘Draft’ page for review at a later date, click on ‘My Drafts’ page from the ‘Workbench’ dropdown in the administration menu; locate the page to be submitted in the table, and then click on ‘Needs Review’ in the ‘Moderate’ column next to the page title.
   

Publisher

1. 
   Once a page has been submitted for review, it will appear in the Publisher’s ‘Needs review’ queue. To access the queue, hover over the ‘Workbench’ link on the administration menu
   
2. 
   When the dropdown appears click on the ‘Needs review’ link
   
3. 
   Identify the page to be published in the table
   
4. 
   Open the page by clicking on the page title link
   
5. 
   To set the page back to ‘Draft’ status, click on the ‘Draft’ link in the moderate column
   
6. 
   To approve and publish the page, click on the ‘Published’ link in the moderate column
   
7. 
   Click ‘Apply’
   

Scheduling a News item for automatic publishing

News content types are different to other content types in that they can either be published through the ‘Workbench’ method as described above OR can be scheduled for auto-publishing. This feature is useful if news articles need to be prepared and reviewed in advance of publications, and then need to be published on a specific date and time in the future. The steps for auto-publishing News articles are:

Content Editor

1. 
   Create the page as you would any other content type and submit for ‘Needs Review’
   

Publisher

1. 
   Once a page has been submitted for review, it will appear in the Publisher’s ‘Needs review’ queue. To access the queue, hover over the ‘Workbench’ link on the administration menu
   
2. 
   When the dropdown appears click on the ‘Needs review’ link
   
3. 
   Identify the page to be published in the table
   
4. 
   Open the page by clicking on the page title link
   
5. 
   Click on the ‘Edit draft’ tab at the top of the page
   
6. 
   Click on the ‘Scheduling options’ tab at the bottom of the page
   
7. 
   Enter a date and time in the ‘Publish on’ field in the format shown
   
8. 
   Click ‘Save’
   

Note: this document will be published the next time that the Drupal task scheduler runs after the date and time specified. By default the task scheduler is set to run hourly. Site administrators can amend the frequency that the scheduler runs.

Displaying content links on the homepage

The homepage incorporates a dynamic panel, which displays a summarised version of pages and ‘Read more’ links. The summarised version of a page is uses the page title, the text in the ‘Summary’ field, and the ‘Promo image’ (if present). The ‘Read more link’ will display automatically, and clicking on it will take users to the full version of the page.

The list of pages that are displayed on the homepage is controlled by site editors and publishers.

Adding a page to the dynamic panel on the home page

1. 
   As a site editor or publisher, open the page to be added
   
2. 
   Click the ‘New draft’ tab at the top of the page
   
3. 
   At the bottom of the page, click the ‘add to home page’ button
   

Removing a page from the dynamic panel on the home page

1. 
   As a site editor or publisher, open the page to be added
   
2. 
   Click the ‘New draft’ tab at the top of the page
   
3. 
   At the bottom of the page, click the ‘remove from home page’ button
   

The media gallery

The Local Healthwatch website incorporates a media gallery that editors and publishers can add images to. Once added, these images can be incorporated into site pages and blocks using the text editor menu for creating/amending content. To add new images to the media gallery, follow the steps below:

1. 
   Hover over ‘My Workbench’ in the administration menu
   
2. 
   When the dropdown appears click on the ‘Import media’ link
   
3. 
   Click on the ‘Media’ tab at the top of the page
   
4. 
   To add a new file, click on the ‘Add file’ link, and choose the file to upload
   
5. 
   To remove an existing file, select the file by checking the tickbox adjacent to it; select ‘delete’ in the ‘Operations’ dropdown and click the ‘Submit’ button
   

Creating and managing blocks

Blocks are regions of content that can be positioned around the site such that they appear in a certain screen location on one or more pages, and can contain text, images and/or links. An example of block on the Local Healthwatch site is the ‘This is a sample block…’ on the homepage.

Creating a new block

1. 
   From the administration menu, choose Structure | Blocks | Add block
   
2. 
   Add a block title, description and body
   
3. 
   In the ‘myhealthwatch (default theme)’ dropdown, choose the region where you want the block to appear. The most common region used is the ‘Sidebar Second’ region, which represents the right hand side column on all of the site pages
   
4. 
   Click the ‘Pages’ tab at the bottom of the page. If you want the new block to appear on all pages in the site, check the ‘All pages except those listed’ radio button, and leave the text box below empty. If you want the new page to appear only on certain pages, check the ‘Only the listed pages’ radio button and enter the page path in the box below. For example, if you wanted the new block to only show on the ‘About us’ page, enter the path content/about in the box below.
   
5. 
   Click ‘Save block’
   

Amending the content or settings of existing blocks

To amend the content or settings of an existing block, follow the steps below:

1. 
   From the administration menu, choose Structure | Blocks
   
2. 
   Click the ‘Configure’ link next to the block to be amended
   
3. 
   Amend the block title, description and/or body text or amend the settings, which determine on which pages the block does/does not appear.
   
4. 
   Click ‘Save block’
   

Amending the location of existing blocks

To amend the location where an existing block is displayed, follow the steps below:

1. 
   From the administration menu, choose Structure | Blocks
   
2. 
   Drag and drop the block listing to the region section here you want it to appear.
   
3. 
   Click ‘Save blocks’ at the bottom of the page
   

Adding an image to a block (or page)

1. 
   With the block (or page) in edit mode, click the location in the body field where the image will appear
   
2. 
   Click the ‘Add media’ button on the editor menu as shown in the screenshot:
   

3. 
   To insert the image from the media gallery, click on the ‘Library’ tab
   
4. 
   Select the image from the gallery, and click ‘Submit’
   
5. 
   Leave the format as the default, and enter a description
   
6. 
   Click the ‘Submit’ button
   

Creating a new video page

In order to create and publish content, please follow the steps below:

Content Editor

1. 
   Hover over the ‘Workbench’ link on the administration menu
   
2. 
   When the dropdown appears hover over the ‘Create content’ link, and click on the ‘Video’ content type
   
3. 
   Enter the title, body and video URL. The video URL is the YouTube video that the video is accessible by (e.g. http://www.youtube.com/embed/mHnmD9qYO1E)
   
4. 
   In the ‘Revision information’ tab at the bottom of the page, ensure that ‘Draft’ is selected in the ‘Moderation’ dropdown and click ‘Save’. This will save the content but not yet submit it for review. Content can be submitted directly for review by changing the dropdown value to ‘Needs Review’ and then clicking ‘Save’
   
5. 
   To submit a ‘Draft’ page for review at a later date, click on ‘My Drafts’ page from the ‘Workbench’ dropdown in the administration menu; locate the page to be submitted in the table, and then click on ‘Needs Review’ in the ‘Moderate’ column next to the page title
   

Publisher

1. 
   Once a page has been submitted for review, it will appear in the Publisher’s ‘Needs review’ queue. To access the queue, hover over the ‘Workbench’ link on the administration menu
   
2. 
   When the dropdown appears click on the ‘Needs review’ link
   
3. 
   Identify the page to be published in the table
   
4. 
   Open the page by clicking on the page title link
   
5. 
   To set the page back to ‘Draft’ status, click on the ‘Draft’ link in the moderate column
   
6. 
   To approve and publish the page, click on the ‘Published’ link in the moderate column
   
7. 
   Click ‘Apply’
   

Managing submissions from users

The local Healthwatch site uses webforms to capture input and feedback from site users. Webforms are online forms that allow users to enter text into predefined fields, and send email notifications when new submissions are made.

Viewing webform results

There are two webforms that are configured on the site – the ‘Feedback’ form and the ‘Contact us’ form. To access the submissions for each form, and download the submission details in CSV (Comma Separate Values) or Microsoft Excel format, please follow the steps below:

1. 
   Hover over the ‘Workbench’ link on the administration menu
   
2. 
   When the dropdown appears click the ‘Import media’ link
   
3. 
   Click the ‘Webforms’ tab at the top of the page
   
4. 
   To view all submissions, in the table of available forms, click the ‘Submissions’ link next to the form you wish to view submissions for
   
5. 
   To download all submissions, in the table of available forms, click the ‘Download’ link next to the form you wish to download submissions for; choose an output format and click ‘Download’
   

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