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Project website administration

Get help editing and managing your 2014-2020 project’s website.

The guidance on this page is for people implementing an Interreg Europe project who are responsible for administering the website.

Here, you will:

  • Learn how to edit information on the website
  • Understand what style and language to use
  • Get practical tips and advice for adding content to your website

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Get tailored help by choosing the right topic for you.

Administration and analytics

Administration rights

1. Go to 'My Interreg Europe' and log in. If you have the editing rights to your project website, you will see your project(s) under 'My projects’. 

2. In the actions column you will see two icons: a pen and a time. Click on the pen and it will take you to the editing mode of your website. Time icon will show you the history of the changes already made on your website.

 

Your project can assign one person or more to edit the project pages. If you have the rights to edit, upon log-in to your 'My Interreg Europe' account, you will see your project(s) under 'My projects'. If not, contact your lead partner who decides who gets the editing rights

To add or remove project website administrator, the lead partner of the project shall edit the contact section in the online system iOLF. Follow the step-by-step instructions or the video tutorial below:

  • Log in to the online monitoring system iOLF.
  • At your dashboard, scroll down to Partner Contact Detail section and click on the lead partner line (1-LP)
  • Once in the lead partner contact details section, click on the Manager tab
  • Scroll to the very end of the Manager contact details page, to the Web admins section
  • Create a new version of the page (see at the menu level), so that you can add/ edit/ delete emails of your project website administrators
  • In the new version you can delete (click X sign), edit or add (click + button) emails. One email per line.
  • Click Save and then Submit buttons (see at the menu level of the page).

Note: The person who you want to make a website administrator needs an account in the Interreg Europe community. 

Remember to add the lead partner/ communication manager/ project manager emails among the web admins, if you want them to have access to the project website editing or google analytics reports.

Google Analytics

We generate Google Analytics reports for you to monitor your project website performance.

At the beginning of each month, at least the lead partner and project communication manager will receive a report that includes some valuable data on how your website performed in the past month.

First, check with your lead partner (and the joint secretariat, if needed) whether you are one of the recipients of the report. Monthly reports on your website performance are sent to the lead partner, communication manager and possibly other web admins by email.

Second, check your spam box.

Sometimes the strict spam filters that organisations use block messages from Google Analytics. You could speak with your IT people to find out if this is the case. If possible, ask them to whitelist the sender noreply-a[email protected]

 

You can find an overview of all project sessions per each reporting period at this link. Just pick the PDF indicating the call in which your project was approved (1_call/ 2_call/ 3_call/ 4_call). You can compare your project website performance with the others.

The number in the PDF is an aggregation of all sessions at your project website per your reporting period, reported by Google Analytics to you on a monthly basis.

Write and design for the web

Style your content

Yes, there is. Your project website is integrated to the Interreg Europe one and it is important to ensure a certain coherence for our visitors.

So as a content editor, you should follow specific style guide rules presented in our Interreg Europe website – content style guide. You will find some of them also in this section.

Try to follow at least these principles:

  • Use short sentences (never go longer than 30 words).
  • Use everyday words and avoid jargon and acronyms whenever possible.
  • Use first and second personal pronouns to refer to your organisation and reader (we, us, and you).
  • Put the most important fact at the beginning of your text so that readers can find it easily.
  • Use bullet points rather than long paragraphs.
  • Use active sentences, not passive ones.

See more tips in our Interreg Europe website - content style guide

Try not to:

  • Write in BLOCK CAPITALS.
  • Underline text.
  • Use obliques ( / ).
  • Use abbreviations.
  • Use Latin.
  • Use jargon.
  • Be vague. 

Remember that on the web people usually scan instead of read. You need to adjust your content for your readers:

  • Divide your content into clear blocks of information.
  • Use images and videos as text dividers.
  • Use clear headlines and descriptive sub-headings.
  • Highlight keywords - make them bold, but avoid underlines.
  • Use bulleted or numbered lists.

 See more tips in our Interreg Europe website – content style guide.

If people arrive on your webpage, encourage them to explore more by following these tips: 

  • Use hyperlinks with descriptive labels. Avoid 'learn more', 'read more'. 
  • Use calls to action that link to your other content (read our good practice guide).
  • Use visuals: images, inforgraphics, etc.
  • Embed videos instead of linking them.
  • End articles with addtional links to related content.

 See more tips in our Interreg Europe website – content style guide.

We are collecting good quality, free to use images for you. Whenever you want to use an image, you have a possibility to chose from the pool. You can also:

  • Use images you took yourself.
  • Use images taken by a professional photographer for your project.
  • Search for copyright free images on the internet.

Good to know: In many cases photos that are ‘free to use’ still require you to mention the source

Note: Make sure you have the right to use all images you upload.

Yes, it is. Just click the image icon among the editing tools above the text field.

Please note that the system often shrinks the images. This is a bug that affects some users. Our developers are working on fixing it. Once it is done, we will let you know.

Key tips for editing

1. Always type text directly in the text editor of your project website or copy a formating free text (for example from a Notepad, in .txt format).

2. Do not forget to save your work. 

3. Be careful when deleting your content. Once you delete an item it cannot be retrieved. 

4. Use plain English. See our tips on how to make your text easy to read.

5. Always make sure you have the right to use an image.

Note: Never copy the text directly from the source (for example word) to the text editor of your project website. You shall copy it to a 'Notepad' or other text editing programme that eliminates all formating. Otherwise you risk to mess the programming code and some of your website content will disappear.

There are many editing functions in our Rich Text Editor (RTE). You can:

  • Add styles to text (to set block quotes and heading styles)
  • Make text bolditalic, underlined or struck through
  • Add bulleted list and numbered lists
  • Add hyperlinks
  • Add images
  • Add tables
  • Add HTML code

Tip: Icons for each of these functions are at the top of your text field. You can find out what each icon means by holding your mouse pointer still over one for a few seconds.

Good to know: Rich Text Editor (RTE) is the interface for editing rich text within web browsers. It reduces the effort for users to format text without coding it in HTML (a programming language).

Yes, you can. First publish your video at an external platform, for example Youtube, Vimeo, etc.

We recommend embedding videos from YouTube. Just follow these steps:

1. Go to YouTube and find the video you wish to embed.

2. Click the 'Share' button beneath the video player.

3. Click on 'Embed' button. Tick 'show player controls' among the Embed options.

4. Copy the code which appears at the top on the side of the video. You will need the full code to embed the video to your project page.

Once you have your embed code, you need to add it to your project page:

1. Log in to your admin account and start editing your project.

2. Go to the page/ section where you want to embed the video.

3. Click on the HTML code view button '<>'. The text field will now switch to black with white text and you will see the HTML code that makes up the content already added (if there is any).

4. Paste the Youtube embed code at the point on the page you want.

5. Save your changes and you will see the video once you refresh the page (Ctrl+F5).

Yes, you can to some extent. All editable text fields can be turned to HTML format by clicking on the HTML code view button '<>' at the top of the text field. 

You can use this to embed a video, an external application or other interactive content.

The image dimensions depends on where it will be used. See the details below:

  • Cover image: 1440x450px.
  • News and events images: 440x450px.
  • Partner logos on the 'Contact' page: 250x260px.
  • Call to actions cards: 600x400px.
  • Library cover image: 600x450px (please count with 30px at the top and bottom to be cut by automatic zoom in).
  • Library: scale to 440px height. 

Note: The size of the file shall be maximum 1 Mb. 

Editing your web pages

About the project

1. Log in to your admin account and start editing your project.

2. Go to 'About the project' tab.

3. Click on 'Choose file' if you have your image saved on the computer. If you do not have an image, click on 'Pick from pool' and select the image you like.

4. Save the changes you have made.

Note: If you use your own image, make sure it complies with the copyright rules and has the right dimensions  1440x450px and has maximum 1 Mb.

1. Log in to your admin account and start editing your project.

2. Go to 'About the project' tab to the field 'Project summary'. You will see that this field is prefilled with the information from your application form when your project page is generated.

3. Edit the text according to your wishes.  Your changes will not be overwritten with any future automatic updates from our side.

4. Save the changes you have made.

Note: Check our tips on how to edit the text.

1. Log in to your admin account and start editing your project.

2. Go to 'About the project' tab to field 'Page content' with title and text fields. 

3. You can update or delete the prefilled title 'What will this project change?' and add whatever text you like in the text field below.

4. Save the changes you have made.

Note: Check our tips on how to edit the text.

1. Log in to your admin account and start editing your project.

2. Go to 'About the project' tab to Facebook, Twitter, LinkedIn and YouTube fields at the bottom of the page.

3. Fill in your social media links there.

4. Save the changes you have made. The icons will display in the header of your landing page.

No, you cannot edit these fields. They are taken from the online system and automatically updated if need be.

Yes, you can. But only their description. For editing, follow the steps below:

1. Log in to your admin account and start editing your project.

2. Go to 'Policy instruments' tab and start editing the text of the one you wish to udate.

4. Save the changes you have made.

Note: The title of the instruments and partners involved are automatically imported from the online system and changes can be made only in online system (iOLF).

Currently, the localisation details of each partner on the map are automatically transferred from the iOLF (online application system). You can control what shows on the map by editing the GPS coordinates:

1. Log-in to your admin account and start editing your project website

2. Go to 'Contacts' tab

3. Edit the 'GPS latitude' and 'GPS longitude' details. You can get the  exact coordinates from websites like http://www.gps-coordinates.net/.

4. Don't forget to save your changes.

News and events

1. Log in to your admin account and start editing your project.

2. Go to 'News' tab.

3. Fill in all the fields on this page (title, date, summary, news text and tags). Do not forget to choose a nice cover image.

4. Save the changes you have made and your news item will appear on your project page.

Tip: If you add relevant tags/ keywords to your news, it will be much easier to find your stories for our website visitors using the site search function. You can add as many tags as you like. Choose from the drop-down menu.

Note: Check our tips on how to edit the text.

1. Log in to your admin account and start editing your project.

2. Go to 'News' tab. At the bottom of the page you will see an overview of all the news added to your project. In the 'Action' column you have an icon to edit or delete the news.

3. If you edit, save the changes you have made and your news item will be updated on your project page.

Note: Beware, once you delete an item it cannot be retrieved. Use carefully!

1. Log in to your admin account and start editing your project.

2. Go to 'Events' tab.

3. Fill in all the fields on this page: title, organiser, start and end date and time, venue address, country, contact information, summary, event text, website, registration url and tags. Do not forget to choose a nice image of the venue or the location.

4. Save the changes you have made and your event item will appear on your project page.

Tip: If you add relevant tags/ keywords to your event, it will be much easier to find it for our website visitors using the site search function. You can add as many tags as you like. Choose from the drop-down menu.

Note: The venue address fields put your event on the google map. In case the map on the event page does not show the venue, you need to update the venue address fields. You can consult google maps or another website such as gps coordinates  and adjust the venue address accordingly.

1. Log in to your admin account and start editing your project.

2. Go to 'Events' tab. At the bottom of the page you will see an overview of all the events added to your project. In the 'Action' column you have an icon to edit or delete the event.

4. If you edit, save the changes you have made and your event item will be updated on your project page.

Note: Beware, once you delete an item it cannot be retrieved. Use carefully!

Library

You can create folders containing related images, videos and/or documents.

We recommend to publish your documents (Word or Excel or open office equivalent) in .pdf format. 

Powerpoint presentations should to be converted to .pdf before uploading too.

The file names should not contain special characters.

1. Log in to your admin account and start editing your project.

2. Go to 'Library' tab. Make sure the 'Enable page' box is ticked and your library is visible.

3. Below the introductory text you will 'Add new folder' section.

3. Fill these fields: folder name, description, tags. Do not forget to select the topic(s) of the folder. You can also add an attractive cover image to your folder.

4. Click 'Save'. 

5. A new page opens where you can add content to the folder you have just created. Scroll down to 'Create folder' item section.

6. Select the type of content you want to add (image, video or document).

7. Click on 'Browse' to select the file you want to upload.

8. Give the item a title and a short description.

9. Click 'Save'. Your item appears in the overview table at the bottom of your page.

Repeat steps 6-9 to add additional items to your library folder.

Note: You can create folders with the same type of content (all images, all videos, all documents) or mixed. 

Tip: When uploading documents we recommend that you use .pdf format to limit the size of the document and prevent spreading viruses.

1. Log in to your admin account and start editing your project.

2. Go to 'Library' tab. At the bottom of the page you will see an overview of all the folders added to your project library. In the 'Action' column you have an icon to edit or delete the folder.

4. If you edit, save the changes you have made and your folder will be updated on your project page.

Note: Beware, once you delete an item it cannot be retrieved. Use carefully!

1. Log in to your admin account and start editing your project.

2. Go to 'Library' tab and select the folder with the item you want to edit/ delete.

3. At the bottom of the page you will see an overview of all the items in the folder. In the 'Action' column you have an icon to edit or delete the item.

4. If you edit, save the changes you have made and your item will be updated in your project library folder.

Note: Beware, once you delete an item it cannot be retrieved. Use carefully!

Sidebar

The programme does not provide you with the newsletter tool. You have to have one of your own. Follow these steps to add a link for people to sign up:

1. Log in to your admin account and start editing your project.

2. Go to 'Sidebar' tab and paste the link to your newsletter sign up. 

4. Save the changes you have made. Once a link is added, a box will appear in the sidebar of your page with a 'Subscribe now' button. When clicked, it will take the user to your newsletter’s sign-up page.

Tip: Services like Mailchimp offer links to newsletter sign-up pages.

Yes, you can. Just fill in the URL of your project's Facebook in the Tab: About your project. Just scroll to the very end of the tab and fill in the Facebook URL field. The timeline will be placed on the side of your project pages automatically.

Yes, you can. Just fill in the URL of your project Twitter account in the Tab: About your project. Just scroll to the very end of the tab and fill in the Twitter URL field. The timeline will be placed on the side of your project pages automatically.

Yes, you can add other elements to the sidebar on the right of your page. 

1. Log in to your admin account and start editing your project.

2. Go to 'Sidebar' tab and scroll down to 'Create custom sidebar Call To Action (CTA)'.

3. Fill in the fields: title, short description, button text and link. You can also add an image. 

4. Save the changes you have made.

Good to know: Call To Action (CTA) is a term used to describe an item on a website that prompts a user to click it in order to access another page/ feature. 

Tip: A good image will prompt more users to click on your Call to action element.

1. Log in to your admin account and start editing your project.

2. Go to 'Sidebar' tab and edit or delete the link to your newsletter sign up or the plug in codes to your twitter or facebook. At the bottom of the page you have an overview table with all other Call to action buttons. You can edit or delete any of them.

4. Save the changes you have made and they will be reflected on your page.

Partially. You can change the order of the calls to action that you have created. Social media feeds and the newsletter link, however, cannot be rearranged.

Extra pages

Yes you can add up to two extra pages, each of which can have up to two sub-pages:

Extra page 1

  •  Extra page 1 - sub page 1
  • Extra page 1 - sub page 2

Extra page 2 

  • Extra page 2 - sub page 1
  • Extra page 2 - sub page 2 

Note: It is not mandatory to add content to one or any of these pages, they are optional.

1. Log in to your admin account and start editing your project.

2. Go to 'Extra pages' tab. On this page you will find fields connected  to the two extra pages you can add (each with two sub pages).

3. To start editing your extra page, fill in all the related fields: page title, page body, tags. Select also a nice cover image. On this page you can format your text according to your wishes, you can add links or embed videos. 

4. Save the changes.

5. Once you have finished adding content to your page, make sure that the checkbox labelled 'Enable page?' above the page title field is checked. Your extra page will become visible in the menu of your page. 

Repeat these steps for the second extra page and sub pages should you wish.

Tip: Take your time to prepare your content. Your extra pages will not be visible to the visitors of your website until you click 'Enable page?' field.

Note: If your extra pages do not show after refreshing (Ctrl+F5), check whether the boxes 'Enable page?' on each of your pages are checked.

Good practices

A good practice should be linked to a project when it has been identified as part of the interregional learning process during an Interreg Europe project (i.e. to be reported under the indicator “number of good practices identified” in the progress report). 

If you are involved in more than one project, please choose the project for which you are submitting this good practice.

If you are submitting a good practice that has not been identified during an Interreg Europe project’s exchange of experience process, reply 'NO' in the good practice submission form to the question ‘Are you involved in an Interreg Europe project?’.

 

All project partners with an Interreg Europe community account can submit a good practice for publication.

 

Your project’s web administrator's role is to check the overall quality of the information about the good practice and validate its link to the project.

Once an author submits a good practice linked to an Interreg Europe project, the project web administrators receive a notification email. After login to the web admin account and under the Good practices tab, you will find a list of good practices related to your project. Please note that this tab is on your personal dashboard, not on your project editing dashboard.

Click on the title of the good practice with the status 'Waiting for approval'. Read the good practice description carefully and at the very end you will find three buttons:

If you find the good practice complete and linked to your project and you want it to be published on your project website, click OK. It confirms both its quality and the link to the project. The good practice is then published on the project website under Good practices and sent for further validation to the Interreg Europe team. If further validated, the good practice will appear also in the programme Good practice database. The status of the good practice changes to 'Published on project website. Under validation.'

If you find that the good practice does not come from your project, decline the good practice by clicking NO.

If you see that the good practice is linked to your project, but some information is missing, you can send the good practice for further improvement to the author by clicking MAYBE.

Contacts and users

Contacts

Yes. The contact details are automatically taken from the online system iOLF and therefore any changes need to be made there.

The information between iOLF and our website is synced once a week.

Follow the steps below or watch the tutorial (available below).

1. Log in to iOLF

2. On the homepage, look for 'Partner Contact detail' section

3. Go through the partners in the table and expand to see all the different versions that exist.

It is the latest 'submitted' version that will be synchronised on your project website. Latest submitted version means the most recent one (check date and time) and not version with the highest number.

What do other statuses mean?

'open' - you started working on a new form, you saved, but didn't submit to the system

'valid' - this version is the current official one, appearing in the application and/or progress report

4. In order to update / change contact details for a specific partner: select the corresponding partner > open a new version > make the desired changes > save > submit

Note: To change the contact details for a partner you need to be assigned to that partner.

In this video we show you how you can update the contact details in iOLF.

 

Yes, on the project page you can add:

  • a website URL of the partner institution
  • a short description of the institution (limited to 160 characters)
  • a partner logo
  • exact GPS coordinates (latitude and longitude) to reposition institution on partnership map

To update, follow these steps:

1. Log in to your admin account and start editing your project.

2. Go to 'Contacts' tab and add/edit the website, short description, the partner logo, GPS coordinates.

3. Save the changes you have made and they will show on the 'Contacts' page as well as on the partnership map.

Tip: Adding your partner logos makes your contact page more attractive. Make sure the image is 250x260px and maximum 1 Mb. See our video on how to adjust the logos.

Watch the guidance video on how to resize your logo here.

 Note: Your institutional logo should be 250x260px and maximum 1Mb.

Users

People involved in your project with an account in the Interreg Europe community can request to be linked to the project.

A tab Users on the web admin dashboard serves for administering such requests. It provides an overview of all people linked to the project and those waiting to have their link to the project approved by a web admin.

Once a request for being linked to a project is approved by the project web admin, contact cards of all people linked to the project show on the project Contacts page under People (under all the institutional contact cards with logos)

First, they need to log in to their community account and scroll down to Project contributions.

They can then click Add a project, search for their project acronym, and select it.

They can select multiple acronyms.

Once they update their profile with this new information, a notification is sent to the project web administrator. S/He then validates or declines their request in the User tab. 

Once the request is approved, their contact card appears on the project page under Contacts and contains a symbol showing that they are in a project.

Only people involved in a project and able to share information about the project activities with others should be linked to it.

More help and support

Log in to your admin account and start editing your project. On the top right you will see 'Need help?' button which takes you to this help page.

Here you can find many answers to your questions. Just explore this FAQ section or read the printable version of this guide.

If you really get stuck and can’t move forward, then contact your communication officer in the secretariat.

Note: If you are not the main communication manager of the project, please contact him/her first. Only the project’s communication manager should get in contact with us.

Each project is followed by three people in our secretariat from project, finance and communication teams. Your lead partner is in regular contact with the project and finance officers.

When you are editing your website and you encounter problems you cannot solve, it is your communication manager who should contact the communication officer following your project. You can find the communication person responsible for your poject in this list.

Yes, on 12 September 2019 we held a webinar for web administrators of fourth call projects. The discussed topics of the webinar were:

  1. how does the project website fits into the general Interreg Europe online ecosystem
  2. how to work in the website edit module, retain tips and avoid mistakes
  3. writing for the web
  4. what are the best channels to promote your website
  5. about the information included in your Google Analytics report

You can find the recording below: