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									Maintaining a Website
Using Collage
Training Guide




                 Office of Information Technology
                 Creation Date: 10/05/2005
                 Last Modified: 02/20/2007
TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................................................2
CHAPTER 1: GETTING STARTED ........................................................................................................................3
    INTRODUCTION ..........................................................................................................................................................3
    NEW CONCEPTS .........................................................................................................................................................3
    LOGGING IN ...............................................................................................................................................................4
    ABOUT THE COLLAGE INTERFACE .............................................................................................................................5
    CONTENT CONTRIBUTION ..........................................................................................................................................5
    CHANGING YOUR PASSWORD ....................................................................................................................................7
    UPDATING YOUR EMAIL ADDRESS ...........................................................................................................................8
CHAPTER 2: CREATING NEW CONTENT AND UPDATING EXISTING CONTENT .................................9
    CREATING A TASK .....................................................................................................................................................9
    OPENING A TASK ..................................................................................................................................................... 11
    CREATING NEW PAGES FOR A WEBSITE / EDITING EXISTING PAGES ....................................................................... 11
    CREATING A BULLETED LIST ................................................................................................................................... 13
    INSERTING IMAGES .................................................................................................................................................. 13
    INSERTING TABLES .................................................................................................................................................. 14
    INSERTING INTERNAL LINKS .................................................................................................................................... 16
    INSERTING EXISTING EXTERNAL LINKS ................................................................................................................... 16
    ADDING NEW EXTERNAL LINKS .............................................................................................................................. 18
    FINISHING A TASK ................................................................................................................................................... 19
CHAPTER 3: UPLOADING CONTENT INTO COLLAGE ............................................................................... 21
    CONVERTING WORD/EXCEL FILES TO PDF FORMAT ............................................................................................... 21
    INCLUDING NEW CONVERTED FILE AS AN ASSET IN COLLAGE ................................................................................ 21
CHAPTER 4: MANAGING TASKS ....................................................................................................................... 24
    ADDING USERS TO WORKFLOW............................................................................................................................... 24
    ADDING ASSETS TO AN EXISTING TASK .................................................................................................................. 27
FAQ’S ......................................................................................................................................................................... 30
GETTING HELP ....................................................................................................................................................... 30
Chapter 1: Getting Started
Introduction

Collage is the web content management solution selected by UMass Lowell through a
bidding and evaluation process. This web-based application separates content from design
which provides several advantages:

       The design is maintained by the Web Office ensuring a consistent look and feel
        across all UML web pages. This universal design will identify or “brand” the
        University on every page and offer visitors a quick way to return to the main site or
        other areas.
       Users do not need to use third-party applications like Microsoft FrontPage or
        DreamWeaver to update their sites.
       Users can focus on the messages they are communicating rather than the design
        aspect.
       Collage uses workflow to move updates from an edit stage to a review stage to an
        approval stage and, finally, to deployment.



New Concepts

There are several new concepts with which users may be unfamiliar.

Project: For simplicity, think of a project as YOUR website that
you will maintain. For example, the School of Health &
Environment website is one project. When a project is created by
the Web Office, it includes HTML files, style sheets, images,
usernames, permissions and templates. As shown below, users
may have access to one or more projects (websites).

Task: Users must create a task to make any changes to their
project (i.e. website). Whether you are fixing a simple typo or
building ten new pages for your site, you must create a task to
accomplish this. Once you have completed this task, you send
the changes all at once to the next step in the workflow (i.e.
reviewers, approvers).




Assets: Assets are files you will include in your project including xml pages, image files,
PDF files or other documents. Assets with this icon      are not approved. All approved
assets will be available to you as you work in a task. Unapproved assets must be added to
the task to force them through the workflow/approval process.




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                                                                         Version #1 of this asset has been
                                                                         approved.




                                                                         Version #2 of this asset has been
                                                                         approved; version #3 is being
                                                                         worked.

Workflow: Collage uses workflow to process changes to websites. The workflow is created
when a user creates a task. To view the workflow for any task,

        navigate to Home > Inbox
        click on the Task
        click the Edit, Department Approve or Approve icons at left
        the users from the state you select will appear in the right window




Overview of Process: The bold steps below indicate a typical process for a website
maintainer using Collage:

Login > Create a Task > Edit/Create Content > Mark Task Done > Workflow > Deployment




Logging In

1. Using Internet Explorer, go to http://collage.uml.edu.




2. Enter your Username and Password.

3. Click Login.

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           4. If a Login Options box appears, select uml.edu from the drop down menu and click
           Open.




           About the Collage Interface

           Users who maintain websites will need to be familiar with Collage‟s interface and its four
           major areas as shown below.


                                                                                                   Global Navigation
Menu Options:
Home, Content
                                                                                                   Button Bar




       Tasks




           Content Contribution

           Content Contribution is a feature that enables website contributors to write and edit just the
           sections of a page for which they are responsible in an easy-to-use editing environment.
           This environment can display pages as they will appear after they are deployed, it provides
           a full set of formatting tools.

           The Web Office determines how much formatting control the contributors can apply to their
           content for all of the different editable sections.

           While editing the web page in Collage, a user might see this:




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                                                                         The formatting tools
                                                                         that are available will
                                                                         depend on the pre-
                                                                         defined design. In
                                                                         some areas of the web
                                                                         page, users will have
                                                                         little control. In other
                                                                         areas, users may be
                                                                         able to add tables,
                                                                         bulleted lists and
                                                                         images.




              The end-result is a web page that looks like this:




                                                                       Branding & Global
                                                                       Navigation

   Logo / Text identifier




Section / Page Identifier
                                                                       Breadcrumbs

             Navigation

                                                                       Body Text & Images




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Changing Your Password

Users should use strong password and change their password on a regular basis. A strong
password incorporates capital and lowercase letters as well as numbers.


1. Click Preferences            on the global navigation menu.




2. Click User in the User Preferences window.

3. Enter your current password in the Old password field.

4. Enter your new password in the New password and Confirm password fields.

5. Click Apply.

6. Click OK when the confirmation box appears.




   NOTE:
             The password change will be in effect for the next time you login even though the User
             Preferences window remains open.




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Updating Your EMail Address

Users can receive notifications from Collage when new tasks are created or as tasks move
through workflow. Users should verify that their email address is correct and update as
necessary.


1. Click Preferences          on the global navigation menu.




2. Click User in the User Preferences window.

3. Enter your valid email address in the EMail Address field.

4. Click Update.




5. Click OK when the confirmation box appears.




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Chapter 2: Creating New Content and Updating Existing Content
Before you can create new pages or update existing pages you must create a task. Once
the task is complete, you must close the task and it will move through the pre-defined
workflow. This chapter will step users through the process of creating a task; opening a
task; creating new pages and updating existing pages.

Creating a Task

1. Navigate to Content > Contribution.


2. Click New        button to create a new task. The New Task window will appear.




                                                                          Select the appropriate
                                                                          task template.

                                                                          Give your Task a
                                                                          descriptive name.




                                                                          Explain what the task is
                                                                          for so the Reviewer and
                                                                          Approvers know what to
                                                                          expect.




                                                                          Turn ON Track Task Status is you
                                                                          want to receive an email
                                                                          notification as the task moves
                                                                          through workflow.




3. Select a Task Template from the drop-down list. The task template you select will
determine who is assigned this task and the workflow.

4. Enter a name for the task in the Name field.

5. In the Description field, provide a detailed description of what the changes or additions
will include. This info will be valuable to the other reviewer or approvers.


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6. Click Next.

7. If your access permits, you will see a User Assignment window. By clicking on each
state (i.e. Edit, Department Approve or Approver), you can see which users are part of the
workflow process. You may have the ability to add users to any state by using the Add
button (see Adding Users to Workflow). Click Next.

                                                        There are two users in assigned to the Edit
                                                        state. If multiple users are assigned to the
                                                        same state, you must specify whether they
                                                        are „serial‟ users or „parallel‟ users. Parallel
                                                        users can make edits concurrently while
                                                        serial users must wait for the task to be
                                                        completed before making their edits.




                                                        There is one user assigned to the
                                                        Department Approve state. Multiple users
                                                        can be assigned to this state, if needed.




                                                        There are two users assigned to the Approve
                                                        state. Once tasks are approved at this level,
                                                        they are moved to the „stage‟ from which
                                                        they will be deployed to the production (i.e.
                                                        live) website.




8. The New Task - Assets window will appear. Any assets that have been approved for use
on your website will be available to you so there is no need to add them. If you need to

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edit existing assets (e.g. xml pages) that have not been approved yet, you will need to add
them to your task here. For information on adding assets to your task after it has been
created, see the Managing Tasks section.

9. Click Finish.


   NOTE:
              The task has been created and the users in the Edit stage of the workflow will receive a
              task notification via email and through the Collage interface.




Opening a Task

   NOTE:     A task can be access in many ways, we will review the most common ones.


1. Click on the briefcase in the upper left-hand corner of the Collage interface; select the
desired Task from the list.




2. In Home> Inbox click on the Task Name link.


   NOTE:
              When you open a task, the Task Name will display next to the briefcase in the upper
              left-hand corner.




Creating New Pages for a Website / Editing Existing Pages

You must work within a task to create new pages for a website. If you have not created a
task, you must do so before continuing. Refer to Creating a Task for more information.

1. Verify that you have opened a task (see above).
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2. Navigate to Content > Contribution.

3. Expand the uml folder           to display the project folders to which you may
contribute content. To create a new document, refer to steps 4-6. To edit existing
documents, go to step 7.

4. Click on the New Document button.




5. When the New Document window opens, enter a name for the new page and a
description.




                                                                                    The Name will appear in
                                                                                    the breadcrumbs on your
                                                                                    finished page.




6. Click OK.

7. Click on the asset name (link) to open the asset (e.g. an xml page). If the asset you
need does not appear, it has not been approved. You will have to add this asset to your
task. See Managing Tasks.

8. Enter the text in the fields on the page and apply formatting, if needed. Depending on
the design of the website, the user may be able to perform one or more of the following
functions:




 Apply formatting to text including bold, italic, underline;             Align or indent text      Add images   Create tables
 changing color and size.                                                                           and links   and bulleted
                                                                                                                lists




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   NOTE:
              The level of control a user has over the formatting in a particular field is determined by
              the design of the page.



9. Click the Save       button throughout the process of creating and updating this page.

10. Click the Metadata button.

11. Select a Department from the drop-down list (if available) and enter keywords in the
Keywords fields (separate by commas).


   NOTE:
              Metadata information identifies keywords on your web page that will help visitors to the
              web site locate pertinent information when they use the search tools. Users should add
              Metadata information to each page they create.



12. Click the Exit      button when finished.



Creating a Bulleted List

Users must follow the process of creating a task, opening a task and creating/opening a new
document before proceeding with these instructions.

1. Click in the body text where you want to insert the bulleted list.

2. Click the List button and select the type of list you want to insert:

Type                           Example
Ordered - Type 1               1, 2, 3, etc.
Ordered - Type a               a, b, c, etc.
Ordered - Type A               A, B, C, etc.
Ordered - Type i               i, ii, iii, etc.
Ordered - Type I               I, II, III, etc.
Unordered - Type Disc               Example
Unordered - Type Circle             Example
Unordered - Type Square             Example

3. Enter the first item and hit Enter.

4. Enter the second item and hit Enter and so.

5. Hit Enter twice to end the list.

6. To change the list to a different type, highlight the list items and make a new selection
under the List button.



Inserting Images

Users must follow the process of creating a task, opening a task and creating/opening a new
document before proceeding with these instructions.


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   NOTE:
               Your security access and the design of the page will determine whether or not you can
               insert images.


1. Click in the field where you want to insert the image.

2. Click the Image button.




3. Expand the appropriate folders to locate the image.

4. Check the box next to the image of your choice.

5. Edit the Width, Height, Border and Padding fields as needed.

5. Briefly describe the image in the Alt field.

6. Click OK.



Inserting Tables

Users must follow the process of creating a task, opening a task and creating/opening a new
document before proceeding with these instructions.

1. Click in the body text where you want to insert the table.

2. Click the Table button and select Insert Table.



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3. Enter the number of Columns and Rows.

4. Enter a Width (in pixels) for the table.

5. If desired modify: Border, Cell Spacing, Alignment, Background.

6. Click OK. The table is created in the location you specified.




7. Click in each cell to enter text/data into the cells.




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Inserting Internal Links

Users must follow the process of creating a task, opening a task and creating/opening a new
document before proceeding with these instructions.


    NOTE:
               Your security access and the design of the page will determine whether or not you can
               create links.


1. Enter the text that will become a link and highlight it (or select existing text).

2. Click the Link button. The Link window will appear.

3. The internal link tab will open by default, expand the uml.edu folder                         , and

     then expand the UML Main Website folder                              . A list of all the

     departments in Collage will prompt.

4. Find your department folder and click it. A list of all the assets under your folder will

     come up on the right panel.

5. Select the asset you desire to link to. The asset name appears in the Name field.

6. In the Target drop-down list, select Current Window or New Window.

7. Click OK.



    NOTE:
               Internal links will only work if the asset you want to link to is part of your Project and
               it’s been previously uploaded.




Inserting Existing External Links

Users must follow the process of creating a task, opening a task and creating/opening a new
document before proceeding with these instructions.

External links are any links/web pages outside of your Project (department website)
including any email addresses.


    NOTE:
               Your security access and the design of the page will determine whether or not you can
               create links.


1. Enter the text that will become a link (e-mail) and highlight it (or select existing text).


2. Click the Link button. The Link window will appear.


3.   Click the External Link tab.

                                              Page 16 of 30
    NOTE:
              The external links library opens. This list contains all the external links added by the
              web office as well as users, links are ordered alphabetically. Links with a preceding
              http:// are websites, links with a preceding mailto: are email addresses for the UML
              community.


4.   Identify the desired link: http:// or mailto: and click, or select the check box.

5.   The name field will populate, in the Target drop-down list, select New Window.




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6.   Click OK.




Adding New External Links

Users must follow the process of creating a task, opening a task and creating/opening a new
document before proceeding with these instructions.

External links are any links/web pages outside of your Project (department website)
including any email addresses.


    NOTE:
                 Your security access and the design of the page will determine whether or not
                 you can create links.


1. Enter the text that will become a link (e-mail) and highlight it (or select existing text).

2. Click the Link button. The Link window will appear.

3. Select the external link tab.

4. Click the New Link button.




5. Type in the Name of the link you are creating.
6. Select a URL according to the type of link.
7. Fill the URL field with the proper website address or email address.
8. Click OK.


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9. The external links library will refresh. The link you just created will be stored in
    alphabetical order according to the name you assigned it. i.e. Jose Guerrero‟s email
    address will be found under the J for Jose, not the mailto:Jose_Guerrero@uml.edu.


Finishing a Task

If a user has completed all the work associated with a task, they must mark the task as
Done to move it along in the workflow process. If users have more work to do on a task,
they can Close the task and re-open later to complete the work. If users are not satisfied
with the work they have done in the task they could Reject the task. By rejecting a task all
the work within that task is deleted.


   NOTE:    More information about workflow is available in the section Creating a Task.


1. In the upper left-hand corner, the task name is to the right of the briefcase. Click on
and select either Close (you will re-open the task at a later date to complete the work),
Done (you are ready for the changes to be sent to the next state in the workflow process),
or Reject (if you want to delete all your work in the task).




2. If Done: Enter a Comment for the next user in the workflow process.


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3. Click OK.

4. If Reject: check on Roll back assets (This returns any assets that you used in this

   task), include a Comment.




5. Click OK.




                                     Page 20 of 30
Chapter 3: Uploading Content into Collage
Converting Word/Excel Files to PDF Format

If file is not open, saved and ready to be printed, please proceed to get your file at this
stage.

Once your file is ready to print:

   1. Select File > Print (or Ctrl+P).
   2. On the list of available printers select Adobe PDF.
   3. Click OK.




   4. On the Save PDF file As window; assign a storage destination for your file (i.e. My
       Documents, Desktop).
   5. Click Print.


File will automatically convert and show on your computer screen. Now the file may be
edited as desired.


Including New Converted File as an Asset in Collage-Uploading Content

   1. Launch Collage and Log In as if you were to maintain a page.
   2. Create a Task, and open the task.
   3. Navigate to Content > Contribution.




                                          Page 21 of 30
4. Expand                and find the folder for your department. If you have a folder
   dedicated to store documents open it, if not your department folder will be the
   location where this file will be uploaded.


5. On the button bar click Upload       .




6. On the Upload File window click Browse . . .




7. A new window will appear. Find the file; it should be at the same location where you
   stored it after converting it.
8. When located click on the file, then click Open.




                                      Page 22 of 30
   9. This will bring you back to the Upload File window, click OK.




Now your asset is ready to become part of a new or existing web page.




                                        Page 23 of 30
Chapter 4: Managing Tasks
Users who are more proficient with Collage may want to take advantage of some of its
advanced features.

Adding Users to Workflow

1. Navigate to Home > Tasks.

2. If you created the task, click on the Created icon at left.




3. Click on the task you want to update.

4. At left, click on the state to which you want to add users (e.g. Edit, Department Approve
or Approver).




                                          Page 24 of 30
5. Click the Add     button.




6. Select the user you want to add and click the „move‟ arrow.




                                        Page 25 of 30
7. Click OK when done. A Notify box will appear.




8. Enter a message for the user(s).

9. Click OK when the Add User confirmation appears.




   NOTE:    The user will receive an email notification and a notification via Collage in the Inbox.




                                            Page 26 of 30
Adding Assets to an Existing Task

   NOTE:
              Users do not have to manually add APPROVED assets to a task. All approved assets will
              be available to you for any task. Users must only add UNAPPROVED assets to a task.


1. Navigate to Home > Tasks.

2. Click on the Created icon at left.




3. Click on the task you want to update.



                                           Page 27 of 30
4. At left, click on the Assets icon. A list of assets will display (if any unapproved assets
were previously added or, if there were any approved assets used). Assets with this icon
      have at least one unapproved version. The version that is awaiting approval is in on
the right of the icon. The approved version number (that is available for all tasks) is on the
left of the icon. In the example below, there are no approved assets.




                                                                                     Tasks with the
                                                                                     pencil/paper icon are not
                                                                                     approved.



                                                                                     This asset has no
                                                                                     approved version.
                                                                                     Version #2 is being
                                                                                     worked.




5. To add more unapproved assets to you task click the Add icon          .




                                          Page 28 of 30
7. A dialog window will prompt; expand the UML folder.




8. Open the folder where the unapproved assets are located > select all the unapproved
   assets needed > click OK.




9. If you were successful adding unapproved assets you will get a dialog box letting you
   know about this. Click OK, your unapproved assets should be added to the assets list.




10. Return to Content > Contribution to continue editing your project.

                                        Page 29 of 30
FAQ’s

What do I do if I forget my password?
Users should contact websupport@uml.edu to get their password reset.

Can I update my site from home?
Yes, the Collage application is available anywhere you have Internet access.

Can I use a Mac when using Collage?
No, the collage application does not function properly on a Macintosh.

Can I upload my own files to Collage?
Users can upload and use any office document, PDF, and images: TIF, JPG, GIF, PNG.




Getting Help

Questions about…                  Contact/Department           Phone/EMail
                                  Jose Guerrero                x4768
Using Collage to update content
                                  IT - Training and Support    Jose_Guerrero @uml.edu

                                  Elaine Keough                x3325
Content or Navigation
                                  Communications               Elaine_Keough@uml.edu

                                  Gerry Nelson                 x3227
Design
                                  IT - Web Office              Gerard_Nelson@uml.edu

Access or Permissions             Web Office                   websupport@uml.edu




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