Newsroom Manager's Guide


POSTING PRESS RELEASES TO YOUR NEWSROOM


 
This is the section you’ve been waiting for—the ability to easily and quickly post news and information to your newsroom. It will be displayed on your online newsroom and automatically sent to Media Members (journalists) and other followers of your newsroom as soon as you publish it. Using the posting tools, you will be able to create new posts and edit those you’ve already created, even if you’ve already published them.
 
To create new posts, you will start with the Publish Posts menu heading on your menu bar (Figure 35):
 

Figure 35.
 
When you click on this menu, you’ll see that you can then choose which kind of post you want to create: Press Release, Article, Blog Post, Image, Video, Audio and Document. The ability to create different kinds of posts is another great strength of NEWSLINE360. You can choose what type of post is most appropriate for the news or information you wish to share.
 
This feature enables you to embellish a story with additional resources that will help Media Members or other followers better understand and/or cover the story. For example, posting a document, such as a product spec sheet or a “white paper” may be helpful in adding detail, depth or context to a press release about a new product.
 
Posting a new item works very similarly for all types of posts: press releases, articles, blog posts, image posts, video posts, audio posts, and document posts, so you will likely become quite comfortable with the process in a short amount of time.
 
IMPORTANT: Take the time to carefully go through the following steps that show you how to post a press release. Posting a press release is the most complex of all the NEWSLINE360 posting processes, although it’s quite straightforward, and once you understand the press release posting process, posting other kinds of items, such as articles, blog posts and media posts, will seem familiar and easy by comparison.
 

POSTING A PRESS RELEASE TO YOUR NEWSROOM: STEP 1, EDITING

 
Let’s learn how to post a press release! If you have one that is ready to go, meaning that it has been written, reviewed and approved, you can use that one. If you don’t have once that’s ready to go, find one that has already been distributed and use that. You can always delete it later if it’s old news and you don’t want it in your newsroom.
 
Click on Add Press Release from the Publish Posts menu. The Add Press Release window will appear (Figure 36).
 

Figure 36.

At the top, you’ll see three large white numbers on a green background: 1, 2 and 3. These are the three overall steps involved in creating and publishing a post. The three steps are common to all posts, no matter what type of post you are creating. In step 1, you will add and edit text content, select media contacts, and designate a publishing time and date. In step 2, you will add attachments to the post if you desire, such as images, video, audio and documents. In step 3, you will preview the post, review it to make sure it is correct, and then click the Publish post button. It will be published according to the date and time you designated in Step 1.
 
You’ll also notice that at the top of the window are two buttons: Save as Draft and Save & Continue. The Save as Draft button lets you save your work in progress. So if you need to work on Step 1 in more than one time period, the work you’ve already done will be saved and you can return to it later to continue. The Save & Continue button lets you save your work and then move on to the next step in the process. These two buttons will always be available, no matter what type of post you are creating. There will always be a button to bring you back to the previous step.
 
Let’s start posting a press release by completing Step 1. There are several fields that must be completed; they are marked with an asterisk (*).
 
The first section to fill out is your Dateline Location (Figure 37).


Figure 37.
 
Enter the country of your press release—there is a drop down list of all countries, with the U.S. and Canada displayed first.
 
TIP: We recommend that you enter the location to which your post applies. For example, if your company is based in Omaha, Nebraska but the release is about a plant opening in Sacramento, California, the location of the release should be Sacramento, where the plant is opening. By doing this you will be certain that if Media Members covering your industry only want news about what’s happening in California, they will get it. If the dateline location was Omaha, Nebraska, they wouldn’t get the news, even though it’s about something happening in California.
 
Once you select your country, the Dateline Location window will automatically add a field for State/Province/Region. You must choose the correct value for this field. Then you must enter the city, which you can choose from an automatically generated drop-down list of all the cities in the state/province/region you’ve designated. Click on Please Select and the drop-down will appear.
The next section to fill out is the Press Release Info, which is divided into several fields.
The first is the Headline, which is mandatory (Figure 38).


Figure 38.
 
You can key-in the headline or copy and paste it from a word processing file. You are limited to 325 characters for the headline.
 
The next section to fill out is the Sub-Head/Summary Lead (Figure 39)
 

Figure 39.
 
The Sub-Head/Summary Lead section is not mandatory; you can fill in this section at your discretion. You can either key-in the subhead/summary, or copy and paste it from a word processing file. You are limited to 375 characters for this section.
 
The Body section (Figure 40) is also mandatory.
 

Figure 40.

You can either key-in the body text, or copy and paste it from a word processing file. You do not have a limit as to the length of the text in the body section, and you can use paragraph breaks as you see fit. Notice the text formatting tools available for this section, including bullet points and numbered lists. They are similar to the ones you use in a word processing program. You also have tools for creating a table or inserting a special character.
 
The next section is the Company Boilerplate (Figure 41).
 

Figure 41.
 
You can key-in the text, copy and paste it from a word processing program, or to save time, click the Use my default company boilerplate button, and the default company boilerplate text that you entered when you first created your newsroom settings will automatically populate the field.
 
Remember that if you’ve started to add new boilerplate text, and then you decide to use the default company boilerplate instead, clicking this button will overwrite any working text you had in that field.
 
TIP: If you have minor, temporary changes to the default company boilerplate which you want to use in this release, you can click the Use my default company boilerplate button and then edit the text that has automatically populated the field. But if your boilerplate changes are permanent, you may want to go back to your newsroom settings and change the default company boilerplate first, then click the button.
 
The next section is called the Press Release Quote (Figure 42).
 

Figure 42.

The Press Release Quote section is an optional section. The purpose of this, if you wish, is to take a quote from the body of the press release and turn it into a nicely formatted pull quote that is displayed in the newsroom along with the press release. You are limited to 200 characters for your Press Release Quote.
 
The final section to complete is the Press Release Categories section. This is an important, mandatory field. This is where you identify the press release according to its related business categories, topics and news beats. From this information, Media Members (journalists) who want to receive news that is focused on any of those business categories, topics or news beats will automatically be notified when it is posted so they can view it. Media members can then view the post and/or choose to follow your newsroom so they will always get your news and information.
 
Being diligent in filling out this field is key to building a growing number of Media Members who are following your newsroom.
 
Notice that there are two ways to check off the correct news categories: the Quick Search and the Checklist (Figure 43).
 

Figure 43.
 
With the Quick Search, on the left, you can begin to key-in a category name, and NEWSLINE360 will find the category you’re looking for and provide a drop-down menu of all of its subcategories. When you find the subcategory that fits the release, click the Select this category button and the subcategory will be checked off on the checklist to the right.
 
If you prefer to use the full checklist so that you can see all of the available categories and subcategories, you can simply view the categories on the right side, expand the categories by clicking on the plus (+) sign to the left of it and the category’s subcategories will appear. You can then choose to check off any subcategories that are relevant to your press release. You can choose up to ten subcategories for each press release.
 
The next section to complete is the Publishing Date/Time section (Figure 44).
 

Figure 44.
 
You will select a specific date and time when the release is to be go live on the newsroom, at which time it also will be sent to people who are following your newsroom. You can designate a time/date manually, using the simple tools provided, or you can click on the field that says Schedule Publishing Date, at which time a second choice will appear: Use Current Date/Time. If you choose Use Current Date/Time, your release will be published immediately when you finish Step 3 of the posting process (to be covered below) and click the Publish Post button. Note that if you manually select a publication date and time, you can pre-schedule the release to go out well into the future, if you so desire.
 
For some newsroom managers, the ability to prepare press releases and other posts in advance of the publication date—particularly those that are not time-sensitive—will be a big productivity booster.
 
The next to last section to fill out in Step 1 of the posting process is the Media Contacts section
(Figure 45).


Figure 45.
 
There are two buttons. The first, Select Contacts, will let you view the list of contacts whom you have previously entered into your Contacts section of your Newsroom Manager. The second button, Manage Contacts, will take you back to the Contacts section of your Newsroom Manager where you can add new contacts. After you’ve added the new contacts, you can select the contacts that will apply to this particular press release.
 
When you choose Select Contacts, the Select Media Contacts window will appear (Figure 46).
 

Figure 46.
 
This window will display all of the media contacts you’ve entered into your Newsroom Manager. In this example, you’ll see two key people at Newsline360. (Aren’t we vain?)
 
To select any contact from the list, simply click the Select contact button to the right of the contact name and this person will be added to the list of media contacts for this particular release or posting. When you’re done selecting people, just click the Close button at the bottom right of the window.
 
If, instead, you want to add new contacts for this particular posting, you should first save your post and then click the Manage Contacts button. A new window will appear, floating on top of your press release in progress: the Contacts window of your Newsroom Manager (Figure 47).


Figure 47.
 
Go to this window and click the Add New Contact button at the top right. You will be able to add a new contact, just as you did when you first set up your newsroom. You can also delete any contacts that no longer apply to your newsroom.
 
TIP: Remember, this window displays all of your newsroom contacts, not just those associated with this specific press release or posting. So don’t delete any of the listed contacts unless they no longer will serve as a media contacts at any time in the future.
 
Once you’ve added any new contacts, you should close the Contacts window. The press release in progress will then reappear on your screen and you can return to adding these new contacts for this specific press release or posting.
 
Click the Select Contacts button, and select those contacts from the list (which should now include the new contacts you just added) whom you want to be associated with this press release or posting.
 
The final section to complete in Step 1 of the posting process is the Tags section (Figure 48).
 

Figure 48.
 
Tags really mean the same thing as key words and they have the same purpose here as they do in other key word search situations. They will help you identify your press release or post by key words so that Media Members who want to search for news from among the NEWSLINE360 newsrooms can type in a key word (or tag) and when their key word matches your tag, your news post will be listed among those they should look at.
 
To add tags, simply click your mouse on the Add a tag field and begin keying in a key word or phrase. When you are done typing, simply hit the “return” or “enter” key on your keyboard and another blank field will appear for entering a second key word or tag… and so on. You can add as many key words as you think necessary to help Media Members and others find your story. These tags will also be used in internet search engines!
 
Completing Step 1 of the posting process
 
Now that you’ve completed all of the above steps, you should now click the Save & Continue button and you will be automatically taken to Step 2 of the process: Attachments.
 

POSTING A PRESS RELEASE TO YOUR NEWSROOM: STEP 2, ADDING/MANAGING ATTACHMENTS TO YOUR PRESS RELEASE

 
You are now at Step 2 of the posting process. Having clicked the Save & Continue button, the Manage Attachments window will have appeared (Figure 49).
 

Figure 49.
 
In the center of this window you will see your press release listed. At the top right you’ll see two buttons, Edit This Post and Preview and Publish. You can leave these alone for now, but be aware that if you click the Edit This Post button, you will be taken back to Step 1, where you can make edits to the work you’ve already completed. This is a nice feature in case you forgot something or there were some last minute changes to the text, media contacts, categories and so forth.
 
If you click the Preview and Publish button, you will skip Step 2 and not add any attachments. You will be taken to Step 3 where you will preview and finalize your post. Not adding attachments is perfectly okay if you don’t need to do so.
 
If you want to add attachments, you should proceed with the following actions:
 
Attaching images to your press release
You will see four tabs under your press release listing in this window: Images, Documents, Videos, and Audio. You can attach any combination of these types of attachments to your press release. Each tab has a set of two buttons: Browse Images (or video, audio, or documents, depending on which tab you’re on) and Quick Upload.
 
If you want to attach images to your release, stay on the Images tab. If you want to attach an image that you have already uploaded to your Image Bank, you should click the Browse Images button. The Browse Image Files window will appear, with a Select Folder drop down menu letting you select All Files or choose the Image Bank folder containing the image you want to attach).
 
When you choose a folder (or choose All Images), all of the images in that folder will be listed (Figure 50), including a thumbnail of the image.
 

Figure 50.
 
Click on the Attach to post button to the right of the image you want to attach. The image will become attached to the release. The Browse Image Files window will remain open so that you can select additional images to post to this release. The number of images you can attach will be determined by the Newsroom Package to which your company subscribes.
 
When you are done attaching images from your Image Bank, click on the Close button at the top right of the window. You will notice that the images you attached will be listed on the Images tab, and to the right of them you will have three tools to either edit, view and remove these images from the release. If you choose edit, you can edit the name, description and caption of the image. If you choose view, a popup window will appear with a larger version of the image so you can see it more closely. If you choose remove, the image will detach from the release, although it will still remain in your Image Bank.
If you want to attach an image that isn’t already uploaded to your Image Bank, click on the Quick Upload button. The Image File Uploader window will appear. It is the same window that you used when uploading images to the Image Bank. Click the Browse… button and you will be taken to your file explorer window on your computer. Browse and find the image you wish to attach. Double click on the image or click the Open button in your file explorer window and you’ll see the image uploading. When it is done uploading, you’ll see a button called Attach to post. Click this button and the image will be attached.
 
When you are done uploading the image, the Image File Uploader window will remain open, allowing you to do a Quick Upload of more images. When you are done using the Quick Upload feature, click the Close button at the bottom right of the window.
 
You will now see that the uploaded image is listed in the Images tab, similarly to the images you attached from the Image Bank.
 
TIP: When you attach an image using the Quick Upload button, the image also will automatically be placed in your Image Bank in the Home folder. If you wish to move it to another folder, go to your Image Bank, find the image, click the Move button, and select the folder into which you want to move it.
 
Attaching documents to your press release
 
If you want to attach a document to your press release, such as a Microsoft Word document, Adobe Acrobat PDF file, Microsoft Excel spreadsheet or Microsoft PowerPoint presentation, click on the Documents tab. There you will see two buttons on the right side: Browse Documents and Quick Upload. The process will be nearly identical to attaching images.
 
When you click the Browse Documents button, the Browse Document Files window will appear (Figure 51), displaying the documents you already uploaded to your Document Bank.
 

Figure 51.

Choose All Files or select the folder that contains the document you wish to attach. Then click the Attach to Post button to the right of the document and, similar to attaching an image to a press release or post, the document will become attached and will be listed in the Documents tab under the press release or post you are working on.
 
NEWSLINE360 allows you to attach up to two documents, so if you wish to attach a second one from your Documents Bank, continue in the Browse Document files window and attach the second one. When you are done, click Close button.
 
If, instead, you want to attach a document that hasn’t already been uploaded to your Document Bank, click the Quick Upload button, and the Document File Uploader window will appear (Figure 52).
 

Figure 52.
 
Click the Browse… button and you will be taken to the file explorer window on your computer. Browse your computer for the document you wish to attach and double click on the document or click the Open button in your file explorer window. You’ll see a progress bar showing the file upload process. When the file is done uploading, click on the Attach to post button to the right of the document and it will be attached to the press release or post you are working on. The document also will be automatically added to your Document Bank in the Home folder. You can go to your Document Bank and move it to another folder if you would like.
 
TIP: Remember, you can only attach up to two documents to any press release post.
 
Attaching videos to your press release
 
NEWSLINE360 gives you two ways to add a video to your press release or other posts. The first is to add a link to a video that is hosted by YouTube or Vimeo, without having to actually upload it to your Video Bank. The second is to upload the video directly into your Video Bank.
Both methods have their advantages and disadvantages.
Uploading the video file directly into NEWSLINE360
 
Advantage:
  • You will be able to upload “clean” video that has no extra graphics or only those graphics that are associated with your company or brand
  • Disadvantages:
  • Video files in general are very large, which means it will take significant time to upload the video to NEWSLINE360 if it isn’t already in your Video Bank. Note that(the upload time is mostly determined by the size of the file and your internet connection speed.
  • Video files will use up a significant amount of space on the NEWSLINE360 server and, depending on the newsroom package to which you subscribe, you may run out of space if you upload many videos or your company will have to pay more each month for extra storage space. 
Linked Video from YouTube or Vimeo
 
Advantages:
  • You can quickly re-purpose a video that has already been uploaded and tagged in YouTube.
  • Your company may already have a library of videos on either of these social media platforms which you can now easily and quickly associate with your newsroom.
  • You won’t use up a lot of storage space on NEWSLINE360, because the video file will remain on the YouTube or Vimeo server, not on the NEWSLINE360 server.
Disadvantage:
  • It won’t be “clean” video: Typically when you play a video that is hosted on YouTube or Vimeo, you’ll see branded graphics such as the YouTube or Vimeo logo and other elements that are superimposed on the video. 
Here are some factors you may wish to consider when you are deciding whether you should add a linked video or upload the entire video file to your Video Bank:
 
FACTORS TO CONSIDER:
If it is important that the video is useable by a broadcast television news program or podcast/webcast, the producers will probably prefer to get “clean” video that has no additional graphics. They also will prefer an HD-quality video file (1080i or 1080p; at minimum, 720p). Therefore it would be better to directly upload the actual video file to your Video Bank even though it will take up storage space on the NEWSLINE360 server and take time to upload.
 
If you plan to use the video primarily as background information, (e.g., giving a journalist additional information to help them create a story) or if it is probably going to be used in a blog post by a blogger, then providing a hosted video may be all that is necessary.
 
If you are using the video primarily to encourage your other follower groups (customers, suppliers, industry partners, etc.) to view the video, you need to decide which type of video will best tell your company or brand story and enhance your company’s reputation, given the situation. Is this video going to be used in a formal or informal manner? Is it a serious video or is it humorous? These are some of the factors you should consider when making your decision.
 
How to attach a video to your press release
This process will seem familiar to you, for it’s basically the same process you will use to upload a video to your Video Bank.
 
When you reach Step 2 in the press release creation process, you’ll be at the Manage Attachments window. You’ll see four tabs: Images, Documents, Videos and Audio. Click on the Videos tab. You’ll come to the Attach Videos window (Figure 53).
 

Figure 53.
 
You’ll see a message that you can attach up to three videos to your post. You’ll also see that is tells you there are currently no videos attached to the post. To the right are three buttons: Browse Videos, Attach YouTube/Vimeo Video and Quick Upload.
 
Browse Videos: This button will take you to your Video Bank, where you can select a video that you’ve already uploaded. The Browse Video Files window will appear (Figure 54).
 

Figure 54.
 
Browse through the folders in your Video Bank and select the video you want to attach. When you find it, click the Attach to post button to the right and NEWSLINE360 will automatically attach the video to your press release. You’ll see a message that the video attached to your post successfully.
 
The Browse Video Files window will remain open so that you can select additional videos to attach to the press release. Remember, you can attach up to three videos.
When you are finished attaching videos, click the Close button. You will now see your attached videos listed (Figure 55), with a thumbnail of the first frame of the video. There will be a note that this is an “uploaded video,” distinguishing it from a video that is linked in from YouTube or Vimeo.
 

Figure 55.
 
There are now two action links to the right: edit and remove. If you click on edit, you’ll get the Edit Attachment window (Figure 56).
 

Figure 56.
 
You can now key in a good title for the video and add a lengthier description if you wish. When you’re done, click the Update button on the bottom right of the window. You’ll return to the Manage Attachments window.
 
Quick Upload: If you want to attach a video that hasn’t previously been uploaded to the Video Bank, click the Quick Upload button to the right. The Video File Uploader window will appear. It is the same window that appears when you’re uploading a video directly into the Video Bank, a process we showed you earlier.
 
Remember, it will take time to upload a video file, so please be patient.
 
When the video is uploaded, click the Attach to post button and it will be attached to the release. NEWSLINE360 also will automatically place the video in the Home folder of your Video Bank.
 
From here, you can either upload another video by clicking the Browse… button or you can return to the Manage Attachments window by clicking the Close button.
 
When you’re back at the Manage Attachments window, you should click on the Edit action link to the right of the video and key-in a title and description, just as you did for the previous videos.
 
Attach YouTube/Vimeo Video: This button will enable you to attach a linked video to your press release. Note that linked videos are not stored in your Video Bank.
 
When you click the Attach YouTube/Vimeo Video button, the Attach YouTube/Vimeo Video Clip window will appear (Figure 57).
 

Figure 57.
 
This window has two tabs: YouTube and Vimeo. If you’re going to link a YouTube video, stay on the YouTube tab. If you’re going to link a Vimeo video, click on the Vimeo tab.
 
There are three sections to fill in: YouTube (or Vimeo) URL, Title and Description.
 
In the YouTube (or Vimeo) URL section, key-in the full URL for the video; include the http:// in your URL. If you already know the video’s URL, simply key it in. If you don’t know it and want to find it, you can click the Browse/Search YouTube (or Vimeo) action link at the lower left portion of the window. A new web page will appear on top of your NEWSLINE360 page, taking you to http://www.youtube.com or http://www.vimeo.com/search, depending on which tab you’re in. How convenient!
 
Search for your YouTube or Vimeo video until you find it, and write down or copy the URL. You can then close the YouTube or Vimeo web page. You’ll return to your NEWSLINE360 page.
 
Enter the URL in the appropriate section. Then key-in the text for the Title and Description sections. Both of these sections are optional but we recommend, at minimum, that you fill in the Title section.
 
Once you’ve filled in these sections, you’re ready to link the video to the press release. Click the Attach YouTube Video or Attach Vimeo Video button (depending on which tab you’re in) on the lower left of your window. The video will automatically be linked to your press release or post.
 
Your window will close and you will return to the Manage Attachments window. You’ll see your video listed, with the note that it is a “Linked video” and that it came from either YouTube or Vimeo. To the right, you’ll see the familiar action links, edit and remove. The edit link will let you go back and edit the three sections, as described above. The remove action link will delete the video from your press release.
 
That’s it! You’ve now successfully attached videos to your press release!
 
How to attach audio files to your press release
 
To attach audio files to your press release, you’ll move to the Audio tab of the Manage Attachments window (Figure 58).
 

Figure 58.
 
You can attach an audio file to your press release in two ways: First you can upload an audio file from your computer. Second, you can link in an audio file that is hosted at SoundCloud.com.
You’ll notice three buttons at the right of your Manage Attachments window: Browse Audio Files, Attach SoundCloud Clip and Quick Upload.
Browse Audio Files: this button enables you to attach an audio file that has already been uploaded to your Audio Bank. Click on the Browse Audio Files button and the Browse Audio Files window will appear (Figure 59).
 

Figure 59.
 
You should then navigate through your Audio Bank folders (or choose All Files) and select the audio file you wish to attach. If you’re not sure which audio file to select, you can double click on the icon to the left of the audio file. An audio player will launch and play the audio file.
 
When you’re certain you’ve found the correct audio file, click the Attach to post button on the right, and NEWSLINE360 will automatically attach the audio file to your press release.
 
You will see a message that your “audio file attached to post successfully.”
 
If you wish to attach more audio files, you should again click the Browse Audio Files button and begin the process all over again. When you are finished attaching audio files, click the Close button on the bottom right of your window. You’ll return to the Manage Attachments window and you’ll see the audio files listed (Figure 60). There will be a note saying that these audio files are Uploaded Audios.
 

Figure 60.

You will notice the two action links to the right, edit and remove. The edit button will open up an Edit Attachment window, where you will fill in information in two sections: Title and Description. Both sections are optional, but we recommend that, at minimum, you fill in the Title section.
 
When you’ve completed editing the attachment, click on the Update button at the bottom right of the window. You’ll be taken back to the Manage Attachments window.
 
If you wish to remove the audio, click on the remove action link and your audio file will be detached from your press release.
 
Quick Upload: if you want to attach an audio file that has not yet been uploaded to your Audio Bank, you can use this button to browse for the audio file on your computer and attach it to the press release.
When you click the Quick Upload button, the Audio File Uploader window will appear (Figure 61).
 

Figure 61.
 
Click on the Browse… button and you’ll be taken to your computer’s file explorer window. Browse your computer for the audio file you want, and either double click on it or click the Open button. Your audio file will upload; you’ll see a progress bar as it uploads. When it’s done uploading, you’ll see a message telling you that it has uploaded. Click the Attach to post button, and it will be attached to your press release. The audio file also will be automatically saved in the Home folder of your Audio Bank.
 
If you want to attach more audio files, simply click the Browse… button again and begin the upload process as before.
 
When you are finished uploading audio files, click the Close button in the lower right corner of your window. You will be taken back to the Manage Attachments window. Your audio files will be listed and you’ll see the edit and remove action links, whose purpose we explained above.
 
Attach SoundCloud Clip: If you would like to attach an audio file that is hosted on SoundCloud, click this button. The Attach SoundCloud Clip window will appear (Figure 62).
 

Figure 62.
 
In the Attach SoundCloud Clip window, you’ll have three sections to fill in: SoundCloud URL, Title and Description.
 
SoundCloud URL: If you know the web address (URL) of the SoundCloud clip, simply key-in the URL. Be sure to include the http://.
 
If you don’t know the URL of the audio clip, click the Browse/Search SoundCloud action link. A new browser window will launch, and you will be taken to www.soundcloud.com/explore. Search SoundCloud for your audio file and once you find it, write down the file’s URL or copy it so that you can paste it into the SoundCloud URL section. Be sure to include the http:// in the URL.
 
Title: In this section, you should key-in the title of the audio clip.
 
Description: This section provides a place for you to add a lengthier description of the audio clip.
 
Both the Title and Description sections are optional but we recommend that, at minimum, you fill in the Title section.
 
Once you’ve completed the three sections in the Attach SoundCloud Clip window, click the Attach SoundCloud Clip button at the lower left of the window. Your audio clip will automatically be linked to your press release. You will see a message that the audio clip has successfully been attached.
 
If you want to add more linked audio, click the Browse/Search Sound Cloud button again and you’ll repeat the process for more linked audio files.
 
When you’re done attaching linked audio files, click the Close button at the lower right of the window and you’ll be taken back to the Manage Attachments page, where you will see the note that it is a linked SoundCloud clip. Use the edit or remove action links to the right if you want to edit the three sections or remove the clip from the press release.
 
Completing Step 2
Now that you’ve completed adding attachments to your press release, you are ready to complete Step 2 and move to the final step, Preview and Publish.
 
At the top right of your Manage Attachments window, you’ll see a Preview & Publish button. You’ll also see an Edit This Post button which lets you go back to Step 1 to edit the information you completed earlier.
 
If you’re ready to proceed to Step 3, click the Preview & Publish button. You’ll be taken to the Publish Press Release page (Figure 63).
 

POSTING A PRESS RELEASE TO YOUR NEWSROOM: STEP 3, PREVIEWING AND PUBLISHING YOUR PRESS RELEASE

 
On the Publish Press Release page, you’ll see the publishing date listed and, at the lower left of the page, three buttons: Save as Draft, Preview Post and Publish Post.
 

Figure 63.
 
Save as Draft: If you’re not quite ready to publish the press release, you can click this button and NEWSLINE360 will save a draft copy of the press release. It won’t appear on your newsroom or be sent to your newsroom followers. You can return to it later to complete it and publish it. If you need to get final approvals before you publish, you can return to this draft at any time to let others in your company preview it and approve it.
 
Preview Post: Clicking this button will bring up a window that displays the press release as you have formatted it in Steps 1 and 2. It will look exactly as it will look once it is published on your newsroom. If you see something that isn’t right, don’t worry, you can easily go back and edit the press release and any information you’ve entered, including attachments. Here’s how:
 
There is an action link at the bottom of the preview page, called Edit Post. When you click on it, you will be taken back to Step 1, where you go back and edit any section you need to change. You’ll then go through the process again, changing whatever needs to be changed.
 
When you’re certain that the press release is ready for publishing, close the window that has taken you back to Step 1. You will again be at the Publish Press Release page.
 
Publish Post: This is the final step. Click on the Publish Post button and you will schedule the publication of your press release. The publication time and date will be determined by the information you entered during Step 1. If you said use current date and time, it will be published immediately. If you manually chose a later date and time, it will be published then.
 

EDITING A PRESS RELEASE AFTER IT HAS BEEN PUBLISHED

 
Even after you’ve scheduled publication, you can still edit the press release if necessary. Stuff happens, as we all know. Here’s what to do:
 
In your Newsroom Manager, click on the View Posts menu, and choose Press Releases (Figure 64).
 

Figure 64.
 
You’ll be taken to the Press Releases page, where you will see all of your press releases (Figure 65).
 

Figure 65.
 
Find the press release you need to re-edit. You’ll see that on the right there is a note saying whether it is scheduled for publication or it is already published. Either way, you can go into the press release and re-edit it. You’ll see four action links at the lower right of your window: Preview, Edit, Attachments and Delete.
 
Preview: This button will open the preview window so you can see your press release as it will be or was published.
 
Edit: This button brings you back to Step 1, where you can re-edit any section.
 
Attachments: This button will send you to Step 2 where you can make changes, deletions or additions to the attached files or links.
 
Delete: This button will delete the press release from the newsroom. If it was already published, those people who follow your newsroom will have already received it, but it will no longer be viewable on your newsroom.
 
FACTORS TO CONSIDER: Re-editing a press release or other post after it has already been published should happen only in rare instances. We strongly encourage you to proof and double-proof your press releases, and get the necessary approvals, before you press the Publish Post button.
 
If you need to re-edit a press release after you’ve scheduled publication for a later date and time, it will probably not make any difference, since no one has seen it outside of your company’s approval cycle.
‚Äč
If you need to re-edit after the press release has already been published, or gone “live,” you may want to add the word “correction” in the headline or somewhere else where it will be easily seen. Journalists are accustomed to correcting mistakes by issuing a “correction”, and so an occasional correction on your part won’t necessarily hurt your credibility. But if you make frequent corrections, your value as a reliable news source may be called into question.
 
So, check and double check your press releases before they go live. If that means scheduling your publication for a later time and date, rather than using the current date and time, so you will have some extra time for last minute changes, so be it.