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Content Managers' guide

Who is this guide for?

If you’re a content manager, this guide will show you how to:

  • Log in to Contentful and search for the pages you want to edit

  • Edit and publish your pages using the Contentful workflow tool

Before you start:

Watch a video demo of this guidance including how to log in, make edits and submit content for review.

1️⃣ Log in to Contentful

Log in to Contentful at this page. If you don’t have your login details, click on the “reset password” link or contact Lindsay Foley.

After you log in, the search page will appear automatically. If you’re in the right place, the word “Content” will be highlighted in the menu at the top of the screen.

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2️⃣ Find the page you want to edit

Type the name of the page you want to edit in the search box (next to where it says “Content type Any”). Press Enter. Then, in the search results, choose the result that includes the word “Page” in the Content type column.

In this example, I’m searching for the Network Rail page:

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You can also add a shortcut button to your browser bookmarks that makes it much easier to find and open a page. To install it, read this section "Neil's magic shortcut". You can also email Lindsay Foley for help.

3️⃣ Start a workflow to begin editing.

To begin editing your page, click on the blue “Start workflow” button in the top-right corner. A pop-up box will appear. In the first dropdown menu (under “Select workflow template”) choose England or Scotland.

  • If your page must be published on a specific date (e.g., the go-live date for an event), enter this into the date box. For urgent requests with a tight deadline, please flag this in your notes to the editor.

  • If your page has no specific date to be published, leave the date box blank and we'll publish it within a few days.

  • Then click “Start workflow”. You’ll see a red box in the top-right corner that says “Editing” with the date below, if you chose a date. You can now begin to make your edits.

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4️⃣ Make your edits and leave a comment

You can now make your edits - for example, updating copy, replacing an image, or replacing a file.

In every section where you make an edit, leave a comment for the editor outlining the changes you’ve made. This means the editor knows what to look for when they’re checking your work.

  • To make a comment, click on the little word balloon in the top-right corner of a block. A box will appear on the right side of the screen, with space to leave a comment at the bottom.

  • Write your comment for the editor (for example, “Updated the Network Rail logo to their new design”).

  • Then click on “General” to get back to the main section.

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5️⃣ Send your changes to the editor

When you’ve finished making your edits, click the button in the top-right corner, “Move to ‘in review’”.

  • A pop-up box will appear if you want to leave any more comments for the editor.

  • Click on “Move workflow to next step”

  • An email will automatically be sent to the editor, who will look at your changes.

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6️⃣ The editor will publish your page or request changes

The editor will now check your edits and, if everything is ready, publish the page on the date you’ve requested, or within a few days if no date was requested.

The editor may require you to make further changes before the page is published. If so, the editor will send you an email, and you can go back into Contentful to make further changes (as in Step 4).

7️⃣ Requesting for pages to be archived/deleted

Sometimes you may not want to make any edits to your page - you may just want it removed from the website and archived – for example, when a Shelter board member leaves, or a marathon event is discontinued.

If so, you can start a workflow for that page, and move it straight to the “in review” stage. When you are prompted to leave a message for the reviewer, just add a note such as “Please delete this page.”

 Any questions? Please contact Lindsay Foley in the Content team.

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