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									Content Management System – Managing Webpages
The integrated Content Management System (CMS) is a robust, easy-to-use web content manager
built upon a flexible application framework; this framework was developed using inexpensive,
open-source resources. It enables users to easily collaborate on creating and maintaining web site
content, and provides the contractual relationships between the roles of web site developers,
graphic designers, and managers, ensuring quality and integrity of content at all times.

CMS is suitable for just about any web site model, such as news publications, customer support
interfaces, Web portals, communities, project management sites, intranets, and extranets. Features
include role definitions and workflow customizability, integrated searchable help, a
clean modular system for extending the administrative interface, front-end content editing,
embedding components into pages, email distribution lists, a news application, discussion forums,
and much more. Planned enhancements include content syndication and aggregation, advanced
role definitions and workflow customizability, and modules. CMS currently requires PHP and
Apache. It has been tested on Linux and Windows environments; and while not currently
supported, it should run on MacOS X as well. The system natively runs on a MySQL database;
however, by using the integrated database abstraction layer, it is possible to use most popular
database systems including Oracle, Interbase, MySQL and MS SQL Server.

This tool is integrated with the Common Authentication System (CAS) to provide secure and
restricted access to site contents as required.


Frequently Asked Questions:
How do I access the CMS toolset?                                                 Page 1
How do I create a new webpage with basic features?                               Page 3
How do I add graphics to a page?                                                 Page 11
How do I use the advanced features in creating a web page?                       Page 14
How do I edit an existing page?                                                  Page 19
How do I upload a webpage created in another editor?                             Page 21
How do I manage documents & upload an existing document to the server?           Page 23
How do I upload images for use on the website?                                   Page 26
How do I delete a page?                                                          Page 28
How do I approve webpages prior to them going live?                              Page 29
How do I duplicate an existing page on the site?                                 Page 30
Where do I find page hits and other information about a page?                    Page 31
Important Notes Regarding the System                                             Page 33



How do I access the CMS toolset?

Content Managers and System Administrators may access the CMS toolset from the Intranet
page. It may be reached by using Quicklinks, selecting Intranet. Sign In to the site using your
assigned user name and password. After successfully logging into the system, you should see
“Content Management System” as an option in the main menu on the left-hand side of the page.
Click on this link to access the Content Management tools.



                                                                                           Page 1
While the actual appearance may vary by theme, the following page represents a typical “Content
Management System” page.




                                                                                       Page 2
How do I create a new webpage with basic features?

These steps will guide you through the process of creating a standard webpage; this process
should cover 95% of the pages you create (with the exception of adding images). If you wish to
add advanced features, you will create a basic page and then enhance it by adding the advanced
features as explained later.

The instructions provided for managing content assumes Content Managers are using MS Internet
Explorer 6.0; Netscape and older browsers may not provide access to the full suite of CMS tools.

If you require advanced formatting with tables or graphics, you may use a third-party webpage
editor such as MS Frontpage or Adobe GoLive to create these pages. They may be uploaded (vs.
Creating A New Page as described in this chapter); refer to “How do I upload a webpage created
in another editor?” It will still be necessary to edit the uploaded page to reinsert graphics as
explained later.

                                                                           Create a
From the Content Management System webpage, Content Managers should select “
New Webpage” from the Manage Web Pages section of the main menu. You will then be
taken to the WYSIWYG editor.

The image below shows the edit screen and the fields required to create most webpages.




                                                                                        Page 3
Steps to Creating a New Web Page with Basic Features.

1. Enter Page Name. This is the text that appears in the browser window’s Title Bar and is
   shown when results are returned by the Search Engine.
2. Enter Description. This should be a brief summary of the contents of the page; it will be
   shown in Search results and assist visitors in identifying the pages to best meet their needs.
3. Enter the Content Title . This is the title that will appear near the content (usually directly
   above it). This is often the same as the Page Name.
4. Click on the Save As button. This will open a new window that will let you indicate where
   you would like to save the page on the website.




    The first drop-down box lists the directory that you, as a Content Manager, have access to. If
    that directory has a subdirectory, a second drop-down box will appear. If another tier exists,
    yet another box will appear.




    In this manner, a Content Manager will be able to select where the webpage will reside on the
    server. It helps to ensure that Content Managers cannot modify documents owned by others
    and provides a quick view of the directory structure.

    Examples:
    • If you want the file to appear as hr/testfile.htm, you would select “HR” in the first box,
       but leave the second blank.
    • If you want the file to appear as hr/benefits/testfile.htm, you would select “HR” from the
       first box, “benefits” from the second, and leave the third drop-down box empty.
    • If you want the file to appear as hr/benefits/disability/testfile.htm, select the appropriate
       entries from the drop-down boxes.




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    NOTE: When you select your desired directory, you must wait until this value is
    inserted into the appropriate field on the edit page. This may take a moment. After this
    is done, you may click on the “Close” button to continue.

    As of this version, only System Administrators can create new pages to be used for saving
    web content. If you desire a new directory, please forward the request via the Change
    Request Form.

5. Enter the desired File Name. This is the name you wish to give the file; it should follow the
   following guidelines:

    •   It should be short.
    •   Describe the contents.
    •   Contain no spaces.
    •   Contain only lower-case letters as well as numbers and/or dashes.
    •   Typically, this name will end with a .htm or .html extension.

    Examples of file names are “testfile.htm” or “systembenefits.htm”

6. Type the desired text of the page into the editor. Alternatively, you may copy formatted text
   from MS Word (or other source) and paste it directly into the editor. This should retain most
   if not all of your formatting. There will be some pages that will lose formatting because it is
   not supported in HTML in the same manner as other applications. You will need to manually
   correct these formatting changes.


7. Edit the page to get your desired appearance. The edit tools work in nearly the same fashion
   as MS Word or Wordpad. To select or highlight text, place the cursor at the beginning of the
   section of text that you want, click and hold down the left mouse button, move the cursor to
   the end of the passage of text that you want to select. Then let go of the mouse button, DO
   NOT click anywhere else on the page, unless it is to perform an action, otherwise the text that
   you have selected will be un-selected.

    The following table highlights the edit functions available through the editor. In the future,
    additional functions should be added to better support tables and other HTML elements.




                                                                                          Page 5
       Available Actions:
       To perform an action simply highlight the text required and press the appropriate action
       icon.

                   Icon Function                                   Shortcut Key
                          Cuts the selected text from the page
                                                                      Ctrl+X
                          to the clipboard.
                          Copies the selected text from the
                                                                      Ctrl+C
                          page to the clipboard.
                          Pastes the contents of the clipboard
                          into the document where the cursor          Ctrl+V
                          is currently positioned.
                          Undo: This is a keyboard only
                          command that will undo the last few         Ctrl+Z
                          actions.
                          Redo: This is a keyboard only
                          command that will redo the last few          Ctrl+Y
                          actions that have been undone
                          Bullets: This creates a list. There is
                          no shortcut for this.
                          Numbered Bullet: This creates a
                          numbered bullet. There is no
                          shortcut for this.
                          Indent: If you wanted to indent a
                          paragraph or section of text put the
                          cursor somewhere in the text to be
                          indented and click this button. There
                          is no shortcut for this.
                          Outdent: This does the reverse of
                          the Indent Button. There is no
                          shortcut for this.
                    View Switch between the WYSIWYG View
                    HTML and the HTML Source View


       You may view this quick-reference table online by clicking on the Question Mark
       icon; this icon is on the upper right-hand side of the editor beside the Add button.

       Other icons are identical to those used in MS Word. To use them, highlight the text to be
       edited and click on the appropriate icon. These icons include Bold, Italics, Underline
       (use this sparingly – underlined text is often thought to be a link on a webpage), Left
       Justify, Center Text, and Right Justify.


Caution:      The View HTML button should only be used by Advanced users who are quite
proficient in the Hypertext Markup Language (HTML). Do Not Save a Page while in the “View
HTML” mode ; switch back to View WYSIWYG before submitting a page to the server.



To insert a Divider Line (known as a “Hard Rule ” in HTML), move your cursor to where you
would like the line to appear. Then click on the Line icon that appears next to the Outdent
button.




                                                                                          Page 6
Content Managers are able to use hyperlinks to link to other webpages, send mail to specified
email addresses, link visitors to an FTP site, or send visitors to a secure website. The steps below
outline how to accomplish each of these.

To create a standard HyperLink , type in the URL of the page you wish to go to (such as ga-
nc.ncsu.edu/hr/benefits/systemwide.htm or www.northcarolina.edu) in the input box to the left of
the “Add” button. Then, highlight the text that you wish to link to another page. You actually
create the hyperlink by pressing the “Add” button. Please note that the HyperLink type (as shown
in the pull-down box next to the ‘globe with the link’ icon) should be set to the default value of
“HTTP” to link to a standard web-page. It is helpful to gather the URLs of all your links prior to
creating a new web-page.

If you wish to use the HyperLink to link to an FTP server, follow the steps above. However,
you will change the HyperLink type from “HTTP:” to “          FTP :” Also, instead of a webpage
address, you will enter the address of the FTP server in the input box (such as
ftp.northcarolina.edu). Note: An FTP (File Transfer Protocol) Server, is a computer system used
to exchange files between users or make files available to the general public.

If you wish to use the HyperLink to send an email to a specific individual, follow the steps for
a standard hyperlink above. However, you will change the HyperLink type from “HTTP:” to
“MailTo:” Also, instead of a webpage address, you will enter the email address of the recipient in
the input box (such as admin@northcarolina.edu).

If you wish to use the HyperLink to link to a secure URL, follow the steps above. However,
you will change the HyperLink type from “HTTP:” to “HTTPS:” Note: A URL that uses HTTPS
uses encryption and is designed to keep others from reading messages sent between the visitor
and the web server; this is often used for Social Security Numbers and Credit Card information.
Usually the visitor will see a “closed Lock” at the bottom of the browser (or some simila r
indicator) when visiting a secure site. You may not use the HTTPS: HyperLink Type for sites that
are not secure; the connection will fail. If in doubt, contact the system administrator of the site
you would like to connect to.




To change the color of a font, highlight the text you wish to change. Then click on the box of
the appropriate color (on the right-hand side of the editor); this will update the font color. The
colors in the palette presented are those colors deemed to be HTML-safe. These should render
correctly in any non-text-based HTML browser.

You may change the font family, by highlighting the text with the mouse. Then click on the
“Select Font…” pull-down menu. We recommend you leave the font at the default value or
explicitly set it to Verdana. This will help improve readability for visitors.


At this point, you (as the Content Manager) have successfully provided all of the information
required for a basic webpage. You may now submit the page to the server or cancel your work.



                                                                                            Page 7
To submit the page to the server, click on the Submit button beneath the editor box. The
application platform can be configured to work in two modes: (1) allow real-time publishing of
content by Content Managers, and (2) submit a page for review prior to it being published. By
default, the pages go live immediately upon submitting them to the server.

The Content Manager will be taken to the new page immediately upon submitting it. Please
review the page to ensure it adequately reflects your intent; if not, please edit the page
immediately. You may also want to take note of the URL in case you wish to link to this new
content from a menu or a different page; you must then edit the appropriate menu or page to add
the link.

If you wish to erase all the contents in the edit box and start over, click on the Reset button.

If you do not wish to save this page , clicking on Cancel will take you back to the Content
Management System page with the associated menu.

For reference purposes, a completed example of a sta ndard webpage is shown below.




                                                                                           Page 8
Once saved, this will be wrapped in an approved template that provides the overall formatting to
the Content. An example of the output may look like the following:




You will notice that the bright blue bar at the top of the browser window contains the Page Title
you provided. Above the actual content is the Content Title (“System-Wide Benefits” in this
example); in the sample template provided, it is followed by a dark line to emphasize its
significance. Actual text appears in the Contents box as formatted by the Content Manager; you
may notice some attributes of the site (such as link color) is automatically adjusted to fit within
the approved Look & Feel of the site.




                                                                                           Page 9
If a search is done on “System-wide” and “Benefits” as keywords, then the following results are
returned (this page is sorted by newest pages first; therefore our newly created page should
appear at the top).




You can see that the Page Title and Page Description are presented for the new page; since this is
what the visitor will see when searching the site, it is important that these values be entered
thoughtfully. The second result of “Test” is a perfect example of an entry that would be all-but-
useless to a website visitor.

In the following sections, we will discuss the Advanced Options including how to insert graphics,
adding security, specifying menus, and setting expiration dates.




                                                                                         Page 10
How do I add graphics to a page?
Content Managers may add images to a webpage by using the WYSIWYG editor interface. This
may be done as a new page is created or while editing an existing page. This is a fairly straight-
forward process that is similar to the cut & paste operations in MS Word.


Adding Graphics to a web page
   1. Click on the “Photo Gallery” link in the Content Management main menu. This will open
      a new window from which you may select your desired image and paste it into your page.




    2. You may browse the Photo Library to locate your desired image, or (if you know where
       your image is located) you may select the appropriate directory and subdirectory to view
       your images.

        For illustration purposes, we will select “hr” – this presents us with thumbnails (smaller
        versions of the images) of available photos. To view the full-sized image, click on the
        photo.




                                                                                         Page 11
   The following illustrates a larger image presented by clicking on a thumbnail.




3. Once you have selected the image you wish to place on the page, use the mouse to
   highlight the image (as if you were going to cut & paste the graphic). The image should
   show up as highlighted (normally with a blue tint).




4. Move the mouse on top of the highlighted image. Click on the right mouse button and
   select copy.




                                                                                    Page 12
    5. Return to the webpage editor, click on the page where you would like for the image to
       appear. Either 1) Right click on the mouse and select paste, or 2) use the mouse to click
       on the paste icon in the edit box.




To resize the image, single-click on the image. A series of squares should appear at each corner;
drag a square at one of the corners to resize the image. Be careful to use the squares on the
corners vs. the squares on the sides/top/bottom of the image as much as possible; this will help
avoid image distortion.

To align the image , click on the image then click on the appropriate left-align, center, or right-
align icon.


Images should be used sparingly so as to create a pleasing appearance but not make the page too
busy. Another issue is that images tend to add substantially to the filesize of a webpage; this may
deter dial-up users from waiting for a page to fully download.




                                                                                          Page 13
How do I use the advanced features in creating a web page?

While editing an existing page or creating a new webpage, there are a number of advanced
features that may be used to customize the webpage. These options appear beneath the
WYSIWYG editor. The form to access these features appear as illustrated below:




                                                                                Page 14
Page Layout Modifications

By default, a webpage inherits the site’s Look & Feel as approved for identity and branding
purposes. However, there may be times when a Content Manager needs to select a different
appearance (ie using a different header or a different set of Quick Links). The options in this
section permit a Content Manager to do just that; however, they are restricted to a list of
predefined options; this ensures the site still complies with an approved design appearance.

To select a particular header, footer, menu or quiclinks, you may click on the Preview link next to
the parameter below. It will permit you to view your options; each is identified by a numeric
identifier or a name. To use this value, select it in the appropriate pull-down menu.


Normally, Content Managers should NOT need to modify these parameters.

        Theme Override – Some sites may maintain multiple themes. For instance, the look and
        feel that you want to present to the public but perhaps an additional theme as well that
        might be more ADA (American’s with Disabilities Act) compliant. Overriding a theme
        from within the Page Editor will override the personal preferences set by users and will
        apply to this page only.

        Use Blank Template – This yes/no option permits a user to completely bypass the look &
        feel of the site. Basically it removes the menus, header, and footer from the page and just
        renders the “contents” of the page. This may be useful for reports that do not need the
        ‘wrapper’ or for pages that will have their own particular look & feel.

        Header Override – This option permits you to select from various headers at the top of
        the page. These headers may give you options such as showing the date,
        including/excluding quicklinks, including/excluding horizontal menus, and so on.
        Overriding the header will apply to this page only.

        Horizontal Menu – If the webpage’s Header (see above entry) supports a Horizontal
        Menu, changing this option will determine the menu items that appear. Overriding the
        Horizontal Menu will apply to this page only. This should be used with caution as it may
        limit a visitor’s ability to navigate the site.

        Set the Menu – This option permits you to select from various Primary Menus that
        normally appears in the main menu on the left-hand side of the page. Overriding the
        menu will apply to this page only unless you specifiy otherwise below.

        Use the Menu for this Page Only – By default, selecting a specific menu (using “Set the
        Menu” above) will only change the menu for this particular page. It is useful for
        webpages or applications with specific menu needs; however, by default, this menu
        should not be retained once a visitor leaves the page. By changing this option, whatever
        menu is selected will stay with the visitor until another menu is specifically given. This
        option will normally be used ONLY on the site homepage and on the ‘homepages’ of
        major divisions/functions/audience types. USE THIS OPTION WITH CAUTION; IT
        SHOULD BE USED SPARINGLY.




                                                                                          Page 15
      Secondary Menu – The secondary menus allow for images and links (to related content)
      pertinent to the specific page to be used without changing the primary menu. It may also
      be used to view news updates, calendar of events, etc. Selecting a secondary menu will
      apply to this page only.

      Quick Links - This option permits you to select from various QuickLinks that normally
      appears in the header of the page. Overriding the quicklinks menu will apply to this page
      only.

      Footer - This option permits you to select from various footers at the bottom of the page.
      These footers may give you options such as showing the copyright notices, privacy
      statement links, and so on. Overriding the footer will apply to this page only.



Audiences

      The CMS allows you to tag pages as being of particular interest to pre-defined audiences.
      For instance, a webpage dealing with “University Admissions” may be of particular
      interest to “Students and Parents” but not necessarily of interest to the “Media and Press.”
      By tagging pages, it will make it easier for visitors to find content tailored to their needs.

      Currently, this functionality is only being used in the search engine and the site map. The
      plans for future enhancements include two items regarding audiences. First, a scoring
      mechanism will be added the internal search engine to determine the sort-order to the
      results; visitors will be permitted to define the audience types under which they fall in
      their profiles – the results targeted at these audiences will be given higher priority on the
      search results.

      Second, the automated workflow system will be enhanced. An organization may have a
      Content Manager for Finance and another for Human Resources; but both may post
      content of particular interest to the organization’s employees. It may be useful for an
      individual to keep track of those pages and consolidate links to create an Employee Portal
      Page routing them items of interest across the site. The improved workflow system will
      allow each of those Portal Managers to view new pages relevant to their portal; it may be
      used as a checklist to add new links.

      The Audience Comments input box is used by the Content Manager to send messages to
      these Portal Managers (for instance, ‘please add a link to this page from our “Employee
      Benefits” page’).




                                                                                           Page 16
Security

       The Content Management and Content Presentation Systems are tightly integrated with
       CAS (the Common Authentication System). This permits Content Managers to easily
       restrict access to particular web pages and menu options. The following parameters are
       used to implement page-based security.

       Required System Security Level – This mechanism is based on a user’s site-wide access
       level; it does not rely on users belonging to any particular Group. By default, any visitor
       (security level 0) can access a page. This is the minimum access rights required to access
       a page (a page requiring access level of 3, could be access by anyone with a level of 3-9
       inclusive). Utilized Security Levels are as follows:

                     0         Any Visitor
                     1         A visitor who is logged into the system but not considered an
                               “internal” user
                     2         A visitor who is logged into the system and is recognized as an
                               “internal” user
                     3         Any user who is authorized to access Content Management
                               Functions of the system
                     7         Content Reviewer (only used when content must be approved prior
                               to going Live)
                     8         Limited System Administration Rights (cannot manage users)
                     9         Full System Administration Rights


       Group Name – Content Managers and Administrators can define their own groups of
       users (refer to the document “Content Management System – Security ”). Using the pull-
       down menu, they may select from the list of established groups. To a           ccess a page
       protected by Group Name security, the visitor must be logged into the site and be a part
       of the specified group. Group-based security may be further tightened with the “Required
       Group Security Level” below. Note: System Administrators can also access Group-based
       security pages; this is necessary to maintain the site and fix any page-related issues.


       Required Group Security Level – Similar to System-level security levels, access to a page
       can be restricted based on permission levels within the group. Utilized Group-based
       security levels are as follows:

                           0         Any Group Member
                           7         Application Manager
                           9         Application Owner/Administrator

       Since the Content Manager can assign security levels within the group and can assign
       security requirements on a given page, the Content Manager is free to set up their own
       tiered access levels using Access Levels 1-6 inclusive.




                                                                                         Page 17
       Shared Password – If the Content Manager does not wish to maintain a list of Group
       members, a shared password may be created (refer to the document “Content
       Management System – Security”). The name of the group using this shared password is
       selected from the pull-down menu. Anyone wishing to access this page must know the
       associated password.


       NOTE: The security levels are cumulative. If you select all three methods of securing
       a site, the visitor must be logged in and meet all three criteria (have appropriate system
       rights, be a group member of sufficient rights, and know the shared password for the
       page).



Advanced Layout

       Head – This feature is reserved for advanced HTML programming. It permits HTML to
       be entered in the <HEAD> section of the HTML page. This is typically used for
       Javascript programming.

       Publish Date – The page will not become available until this date arrives. Note that there
       may be multiple ‘versions’ of the same page; if there are two versions, the first will
       appear until the publish date of the second occurs. The format for this is YYYY-MM-
       DD (year-month-day, as in 2003-01-31).

       Expiration Date – This is the last date that this version of a page will be available on the
       website. Note that there may be multiple ‘versions’ of the same page; if there are two
       versions and the second has an expiration date, the second version will appear until the
       expiration date occurs; then the first version would reappear. The format for this is
       YYYY-MM-DD (year-month-day, as in 2003-01-31).

       If you wish for a page to only appear on a particular date, both the Publish and Expiration
       dates would be set the same.


Search Tools

       Exclude from Search Engine – By default, all webpages housed in the system are
       included in the internal search engine. However, pages that should be restricted to only a
       limited number of visitors, should be excluded from the search engine. Otherwise, the
       visitors will see a link to the page but will be unable to access it.

       Include in Site Index – By default, pages are not included in the automated site index.
       The reason for this is that the Site Index should only contain major pages that link to
       related content. For instance, if an organization maintains employee profiles online, there
       should be a Site Index entry for “Employee Profiles” but not 300 distinct entries for the
       different staff members; this will assist in usability and site navigation.




                                                                                          Page 18
How do I edit an existing page?
There are two methods to edit an existing webpage. The recommended, and easiest approach, is
to follow the steps below:

  1. Navigate the website to view the page you wish to edit.

  2. Click on the Edit Page icon in the footer of the page. In most templates this will appear as

      a sheet of paper and look like the following:

  3. If you are not logged in to the Content Management System, follow the link to Sign In.

  4. You will then be able to edit the selected page.

  NOTE: When using this method, you should be aware of how this function works. It edits the
  last page loaded from the webserver. If you (1) load a page, (2) load a second different page,
  (3) hit the back button to view the first page, and then (4) hit the Edit Page icon, you will most
  likely end up editing the second page. This is because you are viewing the cached copy of the
  first page and the second page is the last one loaded from the server. If you must use the back
  button, click on the reload/refresh button prior to clicking on the Edit Page icon.




The second method of editing a page is done using the Content Management System menu. Select
“Edit an Existing Page” from the main menu. This will open a pop-up window similar to that
described on Page 4 of this document (refer to the Save As instructions for a new page). You will
use this interface to navigate through the directories and select the page you wish to edit; you will
only be able to browse those directories for which you have Content Management permissions.

NOTE: When you select your desired directory, you must wait until this value is inserted
into the appropriate field on the edit page. This may take a moment. After this is done, you
may click on the “Close” button to continue.

Once you have selected the page you wish to edit, you will be presented with a page nearly
identical to that used to create a new page. The exceptions are noted below:

    1. At the top of the page, there are three new buttons. The first is Rollback; in the event that
       you wish to undo your last “Submit” page, you may rollback to the last-saved version
       prior to the one currently being edited. Note that this is different than the “Reset” button
       beneath the edit window; the “Reset” button just undoes those changes made since you
       started editing the current page.
    2. The second new button is Copy Existing Page. This is an easy way to clone the existing
       page and save it under a new name or at a different location. This may be particularly
       useful if you have several pages with only minor differences in content.


                                                                                            Page 19
3. The third new button is Delete Page. As the name implies, this is an easy method of
   specifying a page to delete from the website. NOTE: If you delete a page from the
   website, you should also remove any links pointing to that webpage.
4. While editing an existing page, the URL of the page cannot be changed.
5. The Revisions input box should be used when an existing page is edited; this box
   may be found directly beneath the Edit box. Useful entries should summarize the
   changes made during this edit, for example: “added info on 401K benefits,”
   “updated formatting of page” and so on.
6. The Revisions input box should be used when an existing page is edited; this box may be
   found directly beneath the Edit box. Useful entries should summarize the changes made
   during this edit, for example: “added info on 401K benefits,” “updated formatting of
   page” and so on.




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How do I upload a webpage created in another editor?
If you opt to format the “Contents” section of a webpage using a third-party editor such as MS
Frontpage or Adobe GoLive, you may upload you page into the Content Management System.
To do so, select “Upload a New Page” from the main menu on the Content Management System
page.

You will be presented with an edit screen that prompts you for the following information: Page
Name, Page Description, and Content Title. These values will be used in the same fashion as with
the “Create a New Page” and “Edit an Existing Page” (both described elsewhere in this
document).

NOTE: Content Managers may upload HTML, HTM, and TXT files that will be included as
content within a webpage. By default, the contents is “wrapped” by the menu system, headers and
footers to appear consistent with the rest of the site; to disable this set “Use Blank Template” to
“yes” in the advanced options of this page. It is also possible to upload MS Word files, however,
they will be stored as .doc files in the system and will not appear as html pages.




The File Location field is used to identify the HTML file to be uploaded to the webserver; to
select a file, click on the “Browse” button and follow the prompts.




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Once you have identified the file, click on the “Save As…” button. You will be prompted to
identify where you would like for the file to reside on the webserver. You will be limited to
where the file may go based upon your access rights on the server. To upload the file, press the
Submit button.

NOTE: The webpage will have the same filename as the uploaded HTML page; if you wish
to use a different name, then you should rename the original file, prior to uploading. An
option to rename the file is planned for a future release.

NOTE: If the Content Manager wishes to upload documents other than HTM, HTML,
DOC and TXT files, they should consult the chapter “How do I upload an existing document
to the server?” elsewhere in this document. If they desire to upload an image into the
photolibrary, they should refer to “How do I upload images for use on the website?”




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How do I manage files and upload an existing document to the server?
Files on the File System (ie those files other than HTML pages and images) are managed by
selecting the “Manage Documents” menu item under the Content Management Menu. The
content manager will be presented with a menu similar to that below:




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Accessing the Files from the Web

                                                       n
This web interface permits you to manage documents o the file server. Files managed by the
document manager are available outside of the Content Presentation System; these are accessible
at <servername>/docs/<subdirectory>/<filename>.

For instance, assuming (1) the server is “ga-nc.ncsu.edu”, (2) the desired file is located in the “hr”
directory and (3) the file is “benefitssummary.doc” – the URL to access this document would be
ga-nc.ncsu.edu/docs/hr/benefitssummary.doc.




Managing Documents

This interface permits you to perform a number of functions to manage these documents. These
functions are outlined below:



Changing Directories – You may navigate the menu structure using a graphical interface;
Directories are shown with folder icons to the left of the filename – files use other icons
representing the file type.

To change directories, click on that directories name or click on the <<BACK button at the top of
the file list to move back up the directory tree. You may view your current directory by looking
at the PATH: at the top of the page.



Make New Directory – To create a new directory on the file system, change directories to the
parent directory under which you wish to make the new directory. For instance, if you want files
to be accessible under /docs/hr, you would go to the top of the directory tree (your Path: will read
“/” at the top of the page). Enter “hr” (use lowercase directory names preferably) in the input box
next to the “  Make Directory” button. After typing in the directory name, press the “        Make
Directory” button.

To make files available under /docs/hr/benefits, you would then click on the hr link in the menu
navigator to go to this directory. The Path: should now read PATH: /hr/. From here, enter
“benefits” in the Make Directory input box, then click on the Make Directory button.




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Upload a File to the Server - To upload a document to the file system, change directories to
the parent directory under which you wish to place the file. For instance, if you want your files to
be accessible as /docs/hr/benefitssummary.doc, you would go to the top of the directory tree, then
click on the “hr” link (to change directories). Your path should now read Path: /hr/.

Click on the Browse… button to select the file from your computer that you wish to upload.
NOTE: The uploaded file will have the same name as it is on your local computer; if you
wish to rename the file, you should do so before uploading.

Once you have selected the appropriate file to upload, press the “Upload” button to submit the
file to the server.




Opening a Document – You may open documents on the file server in two ways. First, you
may use the interface to locate the file; then click on the file name in the menu. Secondly, you
may access it directly from the web as explained above.

For instance, assuming (1) the server is “ga-unc.ncsu.edu”, (2) the desired file is located in the
“hr” directory and (3) the file is “benefitssummary.doc” – the URL to access this document
would be http://ga-unc.ncsu.edu/docs/hr/benefitssummary.doc.



Delete Files - You may use the web interface to delete documents from the file system. Use the
interface to locate the file; then click on the “delete” link to the right of the file or folder name.




Edit Files - You may use the web interface to edit HTML and TXT documents on the file
system. Use the interface to locate the file; then click on the “edit” link to the right of the file or
folder name. Note that editing HTML in this fashion uses a text editor, not a WYSIWYG editor.



Planned future enhancements include the following:

    •   Limiting access to directories based on user permissions; at this point, authorized users
        have access to all directories or none. At this time, please use caution and only manage
        those documents within your content areas.
    •   Storing uploaded files in an area that cannot be directly accessed via the webserver
        (bypassing the Content Presentation System). At this point, these files may be accessed
        directly and can bypass the integrated security system. The future version will require a
        webpage be setup for each file that is uploaded; this webpage will provide information
        needed by the search engine and integrated security system.




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How do I upload images for use on the website?
Images are stored on the File System and managed by selecting the “Manage Images” menu item
under the Content Management Menu. The content manager will be presented with a menu
similar to the following:




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Accessing the Images from the Web

This web interface permits you to manage images stored on the file server. Files managed by the
Image Manager are available outside of the Content Presentation System; these are accessible at
<servername>/docs/images/<subdirectory>/<filename>.

For instance, assuming (1) the server is “ga-nc.ncsu.edu”, (2) the desired file is located in the hr”
directory and (3) the file is “logo.gif” – the URL to access this image via the webserver would be:
ga-nc.ncsu.edu/docs/images/hr/logo.gif .




Managing Documents

For consistency purposes, the process for managing images is the same as that described in the
chapter “How do I manage files and upload an existing document to the server”. Please refer
to that chapter for details on using this tool.




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How do I delete a webpage?
There are two methods to edit an existing webpage. The recommended, and easiest approach, is
to follow the steps below:

  1. Navigate the website to view the page you wish to edit.

  2. Click on the Edit Page icon in the footer of the page. In most templates this will appear as a

      sheet of paper and look like the following:

  3. If you are not logged in to the Content Management System, follow the link to Sign In.

  4. You will then be able to edit the selected page.

  5. Click on the “Delete Page” button at the top of the page. Confirm the deletion and the page
     will be set to an inactive status.



The second method of editing a page is done using the Content Management System menu. Select
“Delete an Existing Page” from the main menu. This will open a pop-up window similar to that
described on Page 4 of this document (refer to the Save As instructions for a new page). You will
use this interface to navigate through the directories and select the page you wish to delete; you
will only be able to browse those directories for which you have Content Management
permissions. Once the page is identified, press the delete button and confirm the deletion.

NOTE: When you select your desired directory, you must wait until this value is inserted
into the appropriate field on the edit page. This may take a moment. After this is done, you
may click on the “Close” button to continue.




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How do I approve webpages prior to them going live?


The system can be configured to operate in two modes. The default, permits Content Managers
to post content to the site on a real-time basis; when a page is submitted, it is immediately
available to the public. The second mode puts all new pages and page revisions in a pending
mode; they are not viewable by the public until either a Content Reviewer or Administrator
approves the pages.

If it is necessary to approve pages, the Content Reviewer or Administrator will access the Content
Management Menu and select “Approve Web Pages.”

The Content Reviewer will then be presented with a list of pending web pages. Each page will
have the following items of information: Page Name, status, last modified date, last user to
modify the page, and revision notes. From this page the Content Reviewer may Approve pages,
Delete pages, or access the WYSIWYG editor to view/edit the document.




                                                                                         Page 29
How do I duplicate an existing page on the site?
In some cases, a Content Manager may develop a page whose format they would like to use on
other pages. To do so, they may copy the desired page and save it to a new file name after making
any required edits. The method of duplicating a page is done using the Content Management
System menu. Select “Copy an Existing Page” from the main menu. Click on the Select A Page
button.

This will open a pop-up window similar to that described on Page 4 of this document (refer to the
Save As instructions for a new page). You will use this interface to navigate through the
directories and select the page you wish to edit; you will only be able to browse those directories
for which you have Content Management permissions.

NOTE: When you select your desired directory, you must wait until this value is inserted
into the appropriate field on the edit page. This may take a moment. After this is done, you
may click on the “Close” button to continue.

Once you have selected the page you wish to duplicate, click on the Copy Existing Page button;
you will be presented with a page nearly identical to that used to create a new page. On this page,
the Content Manager will make any edits and save the file to a new name.




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Where do I find page hits and other information about a webpage?
In most templates, there is a Page Information Icon in the page footer. If a visitor is not a Content
Manager who is authorized to edit this particular page, they will be presented with a page
containing the following information.

    •   Page Title
    •   URL at which the page is located
    •   Version Number
    •   Name of the Content Manager who created the page
    •   Date on which the page was created
    •   Name of the Content Manager who last modified the page
    •   Date the page was last modified
    •   Name and an email link to notify the page owner of changes or problems
    •   Email link to notify the system administrators of web-related issues
    •   A link to easily permit Content Managers to Sign In and edit the page


A sample of the webpage is shown below:




If the user is a Content Manager who is authorized to edit the page, clicking on the “Page
Information” icon will take them to the WYSIWYG editor. At the bottom of the page, is the same
basic information presented in the following format.




System Administrators and Content Reviewers are also given the opportunity to approve a page
for availability. By default, pages are automatically approved upon creation; see the section on
approving web pages for more information. For Content Managers, the Page Approved field is
read-only.


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As part of planned future enhancements, reports will be generated to allow Content Managers to
quickly view statistics on those pages they have editorial privileges over.

NOTE: In addition to the internal information tracked on pages, it is also possible to use
third-party web statistics tools (if they are installed). These are tools that are not part of the
Content Management System/Application Framework. However, links to these web
statistics applications should be added to the Content Management System main menu.




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Important Notes Regarding the System
The integrated Content Management System (CMS) editing tools can only be used to modify
those webpages stored in the database-driven site; you must use external tools and the built-in
“Manage Documents” tool to manage those documents stored on the filesystem.




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