Create and update 'organisation' on GOV.WALES

Contact the Corporate Digital Team to discuss using this type.

Use for:

• bodies listed on the Welsh public bodies register
• formal Welsh Government groups advising a Cabinet member, most members are usually not Welsh Government staff

Use to:

• give an overview of the organisation's work, responsibilities and priorities

Content is both from and about the organisation, for example

• minutes and reports published by the organisation
• the organisation's remit letter published by Welsh Government

This means the summary text on the organisation's home page is written to be about them and not from them, for example:

• correct: the Wales Tree Health Steering Group advises on pests and diseases affecting trees
• incorrect: we provide advice on pests and diseases affecting trees

When publications are correctly tagged to an external organisation, they will appear on the organisation homepage. 

Contact the Corporate Digital Team to create an organisation. Once created, you can edit and add content to it.  

Editing an existing internal organisation

1. Log in to GOV.WALES and LLYW.CYMRU.
2. Find the existing organisation either by browsing the public site or select Workbench then All recent content. You must do this on GOV.WALES as the English content must be edited first.
3. Open the organisation.
4. Select EDIT DRAFT or NEW DRAFT.
5. Do not edit the Title field.
6. You can choose to add additional information in What we do - read more. Enter the title of a Corporate information item type to link to.
7. If you want to edit or start using FEATURE VIEW ALL BUTTON contact the Corporate Digital Team.
8. Edit any existing GUIDANCE INFORMATION AND SERVICES links. If you are not using this field and would like to, contact the Corporate Digital Team.
9. Use CORPORATE INFORMATION AND SERVICES to link to information such as membership and terms of reference.
10. Start typing the name of the page that you want to link to in the top box.
11. Select the correct page from the drop down list.
12. If you want to use an alternative title for the page in the organisation, type this in the Link text box.
13. Select Add another item to link to more items and repeat steps 9 to 11.
14. Make sure that CONTACT INFORMATION is correct.
15. If you want to edit or start using SOCIAL MEDIA LINKS contact the Corporate Digital Team.
16. If you want to edit or start using Newsletter link contact the Corporate Digital Team.
17. Do not edit CATEGORY LINKS.
18. Add a Review Date.
19. Complete Revision log message (all languages) with brief summary of change.
20. Select Save and Create New Draft.
21. To add the Welsh content, select TRANSLATE.
22. Select Add from row labelled Welsh.
23. Update fields with Welsh language content.
24. To save changes without making them public select Save and Create New Draft (this translation). To save and make changes public select Save and publish (this translation).
25. Publish the Welsh and the English and check both languages, for example layout is correct and links work.

Editing an existing external organisation

1. Find the existing organisation either by browsing the public site or select Workbench then All recent content. You must do this on GOV.WALES as the English content must be edited first.
2. Open the organisation.
3. Select EDIT DRAFT or NEW DRAFT.
4. If necessary, edit the Title field.
5. If the organisation has an externally hosted website, you must select the External field on the left hand side.
6. Do not edit CATEGORY LINKS.
7. Add the organisation website in Organisation URL.
8. If you want to edit or start using Remit information contact the Corporate Digital Team.
9. Add a Review Date.
10. Complete Revision log message (all languages) with brief summary of change.
11. Select Save and Create New Draft.
12. To add the Welsh content, select TRANSLATE.
13. Select Add from row labelled Welsh.
14. Update fields with Welsh language content.
15. To save changes without making them public select Save and Create New Draft (this translation). To save and make changes public select Save and publish (this translation).
16. Publish the Welsh and the English and check both languages, for example layout is correct and links work.

Close an organisation when it is permanently no longer active.

If it may become active again in the future:

• leave it open
• consider adding some text explaining why there is no recent activity

1. Find the existing organisation either by browsing the public site or select Workbench then All recent content. You must do this on GOV.WALES as the English content must be edited first.
2. Open the organisation.
3. Select EDIT DRAFT or NEW DRAFT.
4. Check if the Teaser is different to the What we do section. If so, change the text to the past tense. No need to change if it displays [node:field_summary].
5. Edit the What we do section to change the text to the past tense. Mention if the functions of the organisation have transferred to a different organisation.
6. If the organisation has an externally hosted website which has also closed, select External. Delete the organisation URL.
7. Review the Contact information. If the functions have transferred to another organisation then add a link to the new organisation. If there is no longer a way to contact the organisation or a related Welsh Government department, change this to customerhelp@gov.wales.  
8. Scroll down to the end and select Closed (all languages).
9. If you know the date that the organisation closed add this to Closed date (all languages).
10. Complete Revision log message (all languages) with a brief summary of changes.
11. Select Save and Create New Draft.
12. To edit the Welsh content, select TRANSLATE.
13. Select Add from row labelled Welsh.
14. Update fields with Welsh language content.
15. To save changes without making them public select Save and Create New Draft (this translation). To save and make changes public select Save and publish (this translation).
16. Publish the Welsh and the English and check both languages, for example layout is correct and links work.

Once published a call out box will be displayed at the top of the page stating ‘This organisation is no longer in service’. If you’ve added a closed date then this will also appear. The What we do section will become What we did.