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Fields

 In Drupal, a “field” is a way to store specific types of information on your site, like text, images, dates, or numbers. Each field has two key identifiers: the label and the machine name. The label is the human-friendly name that you see when editing or viewing content, like “Profile Picture” or “Date of Birth.” The machine name is a unique, computer-readable identifier (e.g., field_profile_picture or field_date_of_birth), used behind the scenes by Drupal to reference the field in code. For example, a text field might be used for a “Biography,” an image field for a “Profile Picture,” or a date field for “Event Date.” Fields make it easy to organise and display information consistently across your site. 

Entity

In Drupal, an entity is a container for data that represents something on your site, like a piece of content, a user account, or a file. Entities are flexible and can hold various types of information through fields. Think of an entity as a broad concept that organises data into meaningful groups. For example, a single article, a user profile, or an uploaded image are all entities. An Entity may or may not have a path/url where it can be accessed. The important Entities Measures Library users should be aware of are:

Files - An uploaded file found inside Resources.

User - Represents a user account.

Group - Represents an external organisation using the Measures Library 

Content Types/Nodes

In Drupal is a Node is an entity that represents site Content viewable on its own url/page. Nodes have different Content Types. Article and Basic Page are examples of default Drupal Content Types. Measures and Resources are the core Content Types for the Measures Library.

Users with the Content Admin role have full control over user management, including creating, editing, and disabling accounts.

Accessing User Management

To manage users, navigate to the People administration page:

1. Click on the Admin Toolbar.

2. Go to Manage > People.

The People page provides an overview of all users registered in the Measures Library, including their roles, status, and last login.

Managing Users

Content Admins can:

• Create new users and assign appropriate roles.

• Edit user details, such as usernames, email addresses, and assigned roles.

• Reset user passwords if needed.

• Disable user accounts to restrict access without permanently deleting them.

Creating a New User

To create a new user:

1. Click the + Add user button on the People page.

2. Fill in the required fields:

• Username

• Email

• Password (optional, or allow the user to set it via email)

• Assign roles (see below for role descriptions)

3. Click Create new account.

New users will receive an email with login instructions if the “Notify user” option is enabled.

Editing a User

1. Find the user in the People list.

2. Click the Edit button next to their name.

3. Modify the necessary fields, such as roles or email address.

4. Click Save to apply changes.

Disabling a User

1. Locate the user in the People list.

2. Click Edit next to their name.

3. Set the Status to “Blocked.”

4. Click Save.

Blocked users will no longer be able to log in.

User Roles & Permissions

The Measures Library has several user roles, each with different permissions:

Content Admin

• Assigned to HQSC staff responsible for administering the Measures Library.

• Can manage users, taxonomies, and organisations (Groups).

• Can create and edit all site content, including Measures and Resources.

• Has permission to override the approval process, allowing them to move a Measure directly from Draft to Published without requiring approval.

Content Editor

• Assigned to HQSC staff who need to create and edit Measures.

• Cannot approve Measures or override the approval process.

Organisation Editor

• Assigned to users from external organisations that contribute Measures.

• Can create and edit Measures and Resources, but only within their assigned organisation (Group).

• Cannot edit Measures outside their organisation or manage users.

Approval User: Step 1

• Assigned to staff responsible for first-stage Measure approval.

• Can approve Measures that are in the Step 1 Approval Required moderation state.

• Will receive email notifications when Measures require their approval.

• Their User Dashboard will display a list of Measures awaiting their review.

Approval User: Step 2

• Assigned to staff responsible for final-stage Measure approval.

• Can approve Measures that are in the Step 2 Approval Required moderation state.

• Will receive email notifications when Measures require their approval.

• Their User Dashboard will display a list of Measures awaiting their review.
 

Organisations (Groups) & External Users

The site uses Groups, called Organisations, to represent external organisations that may wish to publish their own Measures in the library.

• Users from external organisations should be given the Organisation Editor role.

• Organisation Editors can only create and edit Measures and Resources within their assigned organisation.

• Content Admins can manage which users belong to which organisations.

In Drupal, revisions allow you to track changes to content over time. Whenever a Measure or Resource is updated, Drupal stores a new revision while keeping the previous versions intact. This enables users to view, compare, and revert to earlier versions. 

You can view Revisions using the Revisions tab while viewing or editing a piece of content.

If you revert an older draft revision while the node is already published, Drupal will create a new revision based on the selected draft. However, the currently published version remains unchanged until you explicitly set the reverted revision as the default or publish a new revision.

In summary:

• Each saved change can be stored as a revision.

• You can revert to an older revision, creating a new revision based on it.

• If the node is already published, reverting a draft does not affect the published version unless you explicitly publish the reverted revision.

Comparing Revisions.

In Drupal, you can compare revisions of a content entity (such as a node) to see what has changed over time. To do this:

1. Navigate to the content item.

2. Click the Revisions tab.

3. You’ll see a list of all available revisions with timestamps and authors.

4. Select two revisions and click Compare.

Drupal will then display a side-by-side comparison, highlighting added, removed, or modified content. This helps track changes and decide whether to revert to a previous version.