Create news and calendar events on the staff portal

All employees or affiliates to KI can create news and calendar events on the staff portal to their own group at KI. This is the manual on how to do this.

Which group you belong to is based on information from the ID and Accessystem (IDAC). You can create news or calendar events aimed at the smallest group you belong to, usually research group or unit. Which one that is is stated on your profile page as well as when you are logged in to the Staff portal. 

Editors can change and expand the target groups of any news you created. This can happen if they think your news should reach more groups, or if you were asked to create a news in a topic you know best. If the rights of who can see your news change, you can no longer edit it.

Create news article or calendar event 

To create news, log in to the Staff portal via the link in the top menu, marked with a red arrow in the image below. You can also see the tabs "My groups" where you will find news and operating info directed to your group marked with green arrows.

Staff portal first page
The Staff portal start page

The black list at the top of the page indicates that you are logged in. In the list there are links to Create News Article and to Create Calendar Event. Much of what you can then do is the same for both types of content. You can also now see news, operating info and calendar events directed to your group marked with green arrows in the image below.

Staff portal first page
Staff portal start page when logged in.

On the appearing page all mandatory fields are marked with a red asterisk.

In the target group field "Employees" is pre selected. Only editors can make other choices. Under the heading "Groups from IDAC" you will see which group (s) you can publish to - usually only your own group at the lowest level. If your news concerns more or other people than your group, you can ask your editor to change your target audience so that the news can reach other groups as well.
If the news is translated to Swedish, you can connect the language versions in the Language version field.
The title is the basis for the web adress (URL) of the news or event.The lead is the basis for searchability and is the text that appears in search. Therefore, always use the lead field for a summary of the news.

Screen shots from when logged in
Only editors can publish news or calendar events to groups other than your own. This is why the selection "external" is not active.


Here you add all content, in blocks. Read more in the section below about blocks. 

Content curator

Content curator – responsible for the content of the page. You have to insert a KI ID. The content curator should make sure the information is correct, and is normally a different person from the page editor. 

Last updated by – the person who last updated the page. If there is any problem with the content, the user should be able to contact the content curator and/or an editor to ask questions or report incorrect information.

Metadata for search engines - Only fill this in if you want a different metadata text than the one you entered as a lead. Google and other search engines use this field to pick text for the "snippet" displayed with the search results. The text in this field is also used by social media, and becomes the summary that appears when you share the page. 

Published and Unpublished - When you create and edit a page, you can choose to save it as published, or unpublished. You can unpublish a news page or calendar event when it is no longer (or if new content is yet to be published) current and users should not be able to access it.

Edit a page

The easiest way to edit is to first log in to the system, then find the current page. Then click on the pencil in the upper right corner and select Edit.

The second way is to go into the Content menu in the logged-in mode. Find the content you want to edit and click edit.


Blocks are the base of content publishing content in Drupal. Each block is designed to present a specific type of content. The Text/Image block is added by default. Other blocks you can add to news or calendar events are Contact Card, Fact Box and Links.


Text with image. You can choose between three sizes for images, and left och right alignment for images smaller than 1/1. Read more about images in the manual. 

Captions are added in a separate field. 

Tools menu

In the text field there is a list of tools to edit text. Links to documents, pages, e-mails and Pubmedarticles can be created also in the Links block. Which method you choose depends on how you want your page to look. 

Under Styles, you find all headline formatting. 

I textfältet finns en list med verktyg för att redigera texten. Under Stilar hittar du all rubrikformatering.

Text body (P) – Paragraph

Heading 2 

Linked heading (h2) – Headline 2 that shows as a side bar menu (similar to anchor links). This will be collapsed in the phone view, so consider how you select these links. If the content is not too long, it's better to use the regular Heading (h2).

Heading 3 (h3)

Link symbol - Creating links both internally and externally as well as e-mail links. This feature can also be used to link to an uploaded document/file in the body text. There is also a block for links.

Pubmed - To insert a link to a publication in Pubmed, click on the DNA symbol and add the link, i.e 

Bullet and number list - If you use this at the end of a text block it can be tricky to add text after the list. Then you can use Source. 

Maximize- If you would like to see more text in the wysiwyg box/body, click Maximize. This expands the body text so it covers the whole screen, and you then see more content.

Contact card

Contact cards are created in the block Contact card with the KI ID for the person it concerns. 

Catalogue - Standard contact card

All employees and affiliates at Karolinska Institutet has a unique KI-ID. This is used in the standard contact cards accessible for all editors on the web site. The contact cards are connected to our ID and Access-system (IDAC). The info published in the contact cards is name, position, e-mail, phone and organizational affiliation. If the person has uploaded a portrait or a brief on themselves it can also be shown. You don't create this contact card as editor - it is already in the system. Once you are to add a contact card for someone who has a KI ID, this is what you use. 

Find a persons KI ID

When you search for a person at, you find the link to the profile page. The KI ID is a part of the URL in the search path, and normally consists of the first three letters in the name and surname. 

Insert a standard contact card

Select Add Block – Contact card. Select Catalogue. 

Here you can choose what parts of the profile page you want to add, provided there is information in these fields. If the person for example has not added a cell phone no, you will not receive a warning. You can also add a title if you want to override the one from Kimkat. This can be useful when a person appears in a context different from their main context. Eget kontaktkort (Custom card)

You can also create contact cards when you need one for a function, rather than a person, such as Registrator. Or when a person lacks a KI ID or need a contact card before the connection to IDAC is ready. Select Custom Card and use the fields you need. 

Use the text field for extra information you might need for a function or service. This will show below other fields in the contact card.  

Fact box

A fact box can be added to highlight something important or just to list facts related to the topic. A fact box can have several different frame colors and extends across the entire width of the page.


The links symbol is used to create internal and external links and email links. Du kan även länka till ett uppladdat dokument/fil i brödtexten med den här funktionen.

What is a good link?

The purpose of each link should be clear enough for the user to decide whether to follow it or not. Ideally it should be possible to understand where a link leads even out of context. Never write links of the type Read more or Click here.

An example of a good link is: "You can read more about the government's travel recommendations on the page The Ministry of Foreign Affairs' travel information on the website of the government."

Types of links

Links can be external, internal or email links. External links go to another webpage and look the same as in the address window, for example Internal links go to a page within and should therefore use the site's location within Drupal. This way the link is always correct and you do not need to keep track of whether the url changes.

External links

  1. Select the words (preferably a full sentence or part of sentence) you want to link in the text.
  2. Click the link symbol in the menu. 
  3. Fill in the external link under URL.
  4. Save

Internal links

If you link within, always use an internal link

  1. Select the words (preferably a full sentence or part of sentence) you want to link in the text.
  2. Click the link symbol in the menu. 
  3. Insert the title of the content you want to link to. You should be able to put only a few letters and get suggestions. 
  4. A list of options come up. They are shown in groups of pages, documents, news etc.
  5. Click the blue field once you found the correct content.
  6. If this is a page, the page ID or node ID is shown.
  7. Save

Email links

  1. Select the words (preferably a full sentence or part of sentence) you want to link in the text.
  2. Click the link symbol in the menu..
  3. Insert the email adress, like emailaddress@any.mail
  4. Save