Technische Universität Berlin

Migration -Transitioning to and Using the New TYPO3 Web Design Kit

Period of the migration process

When can the new TYPO3 be used?

The TYPO3 web construction kit has been available to all University units since 16 November 2020.

Please note: Since the cyberattack on TU Berlin in April 2021, we have been unable to accept migration requests for the new website. We ask for your patience and understanding until Campus Management has restored the infrastructure needed to manage migration requests and user roles.
We will inform you on this page as well as in the Campus Management traffic light list detailing the availability of services as soon as this is possible again. A circular announcing the availability of the service will also be sent.
Organizational units who successfully submitted a migration request and assigned the relevant roles for TYPO3 before the cyberattack can continue to edit their websites. However, it is not possible to assign new or additional roles to web editors.

More specifically, this applies to the following types of units (as entered in TU Berlin’s Organization Management database):

  • Departments (ABT)
  • Faculties (FAK)
  • Academic chairs (FG), including: academic chairs with a strong experimental focus (FGA), experimental focus (FGB), some experimental focus (FGC), a theoretical focus (FGD), research units in the Institute of Chemistry (FGR), and academic chairs under the direction of retired university professors (PNS)
  • Junior research groups (NWG)
  • Institutes (INS)
  • Sections (REF)
  • Staff units (STB)
  • Joint research projects (VBF) - currently there are some limitations for this group; please contact the relaunch support to discuss your specific case
  • Centers (ZE and ZEN)
  • Central institutes (ZI)

Central representative bodies and central committees such as the:

  • Staff Council
  • Staff Council for Student Assistants
  • Academic Senate
  • Board of Trustees
  • Coordinating Office for Women’s Advancement and Gender Equality/Main Women’s Representative
  • Office of Staff with Disabilities

can also migrate as long as they have their own organizational ID (e.g. 10 0000 0815) in TU Berlin’s organization management (OM). Central representative bodies and committees currently must submit their migration request via email to support(at)relaunch.tu-berlin.de.

Other units will have the opportunity to migrate at a later point. Relevant information will be provided in due time.

Please note that your eligibility for a website is based on the data recorded in TU Berlin’s organization management database.This applies not only to websites but also other IT resources.

Please note that the structure of the new web environment is systematically linked to the correct hierarchical assignment of all facilities. This means that the website of a subordinate institution (e.g. department/Fachgebiet) can only be requested if the website of the corresponding superordinate institution (e.g. institute) has been applied for and successfully created. The website of the superordinate institution explicitly does not have to be filled with content and activated/published; it just has to be correctly created/ available in the system.

Subsites

If your unit is directly subordinate or assigned to another unit with regard to its resources or if your unit is not a central unit, you have the option to receive a so-called subsite. Subsites are websites which are hosted under the website of the “parent” unit. This structure is reflected in the subsite URL

www.tu.berlin/institut_xy/labor_xy. A separate migration request is not required for subsites. These can be activated using the Self Services function in the TU portal. However, the parent unit must already have a website in the new web construction kit. Subsites are scheduled to be made available beginning 2022. We kindly ask for your patience and understanding until then.

 

Duration of the migration process

The migration process is scheduled for two years and is to be completed by the end of 2022. At the end of 2022, the old server will be deactivated.

The new web construction kit will also be available to new organizational units.

Each organizational unit should plan its migration to the new web system in good time. We strongly advise against waiting until the end of the 2022 to migrate. Before migrating content, you should consider which content needs to be transfered and which may no longer be needed as well as which topics you would like to feature on your website. Continuing Education is now offering new training courses designed to help you create an outline and concept for your new website (see further information below under “Trainings”).

© Brian A Jackson/shutterstock.com

Multilingualism

The new TU Berlin website is completely bilingual: in German and English. The standard language of the website is German pursuant to the University’s language policy.
A simple export/import application is used for the English translation of web texts. TU Berlin Translation Services is closely involved in this process. Initial translations provided during the web relaunch are free of charge for the entire University.

Steps of the migration

Step 1: Activate new TYPO3 website

Each unit must first submit an online form requesting the new TYPO3 website to be activated. This form is only accessible to the respective unit’s manager in the TU portal and can be found under “IT-Anträge” and then “TYPO3-Website anlegen”. This step is necessary to review essential organizational data, thus ensuring that the website is correctly created.

All units, with the exception of the faculties, must complete this step.

Please note: Since the cyberattack on TU Berlin in April 2021, we have been unable to accept migration requests for the new website. We ask for your patience and understanding until Campus Management has restored the infrastructure needed to manage migration requests and user roles.
We will inform you on this page as well as in the Campus Management traffic light list detailing the availability of services as soon as this is possible again. A circular announcing the availability of the service will also be sent.
Organizational units who successfully submitted a migration request and assigned the relevant roles for TYPO3 before the cyberattack can continue to edit their websites. However, it is not possible to assign new or additional roles to web editors.

Step 2: Assign roles and rights

The role administrator for your unit must now assign everyone responsible for editing the new website the editor role for the new "Webseitenredaktion” application. This step is still required even if they already have editing rights for the old TYPO3 system.

Alternatively, the business role titled “Webseitenredakteur” can also be assigned, granting not only TYPO3 editing rights to TYPO3 web editors but also the rights for two additional applications introduced together with the web relaunch:

You can learn more about the roles and applications on the Campus Management (ZECM) website under "Role Concept".

Useful information

It is technically possible to assign rights, for instance for web editing, to people who are not members of your unit. Within the Role Administration menu, switch to the section titled “Mitarbeiter/innen”. On the left hand side you will then see a list of all staff members in your unit and a search bar on the right hand side. Use the search to find staff from any TU Berlin unit and assign them the desired business role.

Access to new TYPO3:

https://redaktion.tu.berlin/typo3/

Step 3: Create an editorial plan for the migration

Once the website has been successfully activated and rights have been assigned to editors, you are then able to create or add content in the TYPO3 editing system (https://redaktion.tu.berlin/typo3/). Before you begin working with TYPO3, you must first familiarize yourself with the new web construction kit and its features in a TYPO3 training course.

We recommend taking a close look at the scope and content of your current website and considering how to best integrate this into the new menu and page structure. The migration also offers an opportunity to trim content and discard information that is not longer up-to-date. In many cases it will be necessary to revise or rewrite texts.

Further information about all trainings offered to help you with migration and creating a concept for your new website is available below.

The TYPO3 manual including an overview of functions available in the backend offers an initial look at the new TYPO3 web construction kit.

Step 4: Translate content or have content translated

Once you have finished designing and adding content to the German web pages, these must be translated into English. The new TYPO3 editorial system easily allows you to export and import files for translation.

TU Berlin Translation Services can provide assistance with initial translations free of charge. Learn more about the new website’s multilingualism and the support offered by Translation Services.

Step 5: Publish website

Once you have finished entering all content in German and English, the website is ready to be published. This final step is essential. Here the pages are transferred from the editing system to the website’s live system via a TYPO3 publishing module, making the new content visible to everyone. Read more about this new publication step in our description of the TYPO3 Content Publisher.

It is possible, for example, that a unit will go live with the most important content on its new website and offer supplementary information by temporarily linking to the old website. However, doing so requires a thorough editorial plan as visitors must be able to return to the new website after viewing the old one. Alternatively, you can have links open in new tabs so that visitors to your website do not have to leave it when accessing further content.

Automatic forwarding from the former website to the new one should also be put in place to allow URLs published on flyers or brochures or saved by Google to redirect visitors to the new content. This forwarding function should only be temporary. New URLs are to be published and communicated wherever necessary.

You can learn more about forwarding in the TYPO3 manual.

Who is required to migrate?

In February 2020, the University’s Executive Board passed a resolution requiring every organizational unit to publish an informative and comprehensive website in the new design on TU Berlin’s server by the end of the migration phase. TU Berlin organizational units are not permitted to use University budgetary funds to create, contract, or maintain a website on external servers.

Training & Support

Trainings

Staff Development and Continuing Education offers TU members a number of courses focused on work related to the new web construction kit (TYPO3 Version 8.7):

  1. Trainings to use the new TYPO3 web construction kit >> see course offer
  2. Web page and website design in the new web construction kit >>see course offer
  3. Rights and obligations when publishing text and media >> see course offer

All editors are strongly encouraged to attend a TYPO3 training as the new web construction kit differs fundamentally from the previous system.

Support

Organizational units will receive special support by phone and email while migrating to the new TYPO3 system.

A comprehensive TYPO3 editorial manual will be provided online, offering detailed instructions on how to use the new web construction kit.