Tips and Tricks The proper way to exit a webpage or other asset is to click on the Exit located on the top left of the top tool bar. Do not exit a webpage or asset by clicking on the standard exit window icon located at the top right of the window. If the exit icon in the top right hand corner is used, the asset being exited may not automatically be checked in and remained checked out. If an asset is in checked out status, no other user can edit the asset or make other modifications. Tips and Tricks All images that have been uploaded to collage must remain in the original size when uploaded. Do not modify an image’s size or the image will not deploy correctly. If the image is modified, it will seem to be okay in editing or preview modes within Collage but will not deploy to the web. Tips and Tricks Hitting the enter key while entering text or other content will automatically double space. If the desired spacing is to single space to the next line, hold in Shift and then hit Enter to single space. Tips and Tricks Text can be pasted into Collage if copied from another document outside of Collage. In order to alleviate future editing problems and other formatting issues, first remove all formatting before pasting. Removing the formatting can be accomplished by either pasting the desired content into Notepad, then copying the text and pasting in Collage or saving the desired content as a plain text document, extension .txt, before pasting into Collage. Although text content can be pasted into Collage, images should never be copied and pasted. All images must follow the uploading and insertion procedure for proper deployment. Tips and Tricks If anchors and tables are contained within the same webpage, first add all the anchors before building the tables. Creating anchors after a table has been created will often remove the formatting from the tables. Tips and Tricks The standard windows keyboard shortcuts work within Collage. The most common keyboard shortcut which is used is the undo function. Undo previous actions by holding in CTRL and pressing Z on the keyboard. This is a quick way to correct previous actions or undo actions. The following is a listing of other keyboard Windows shortcuts: F1 Universal Help in almost every Windows program. Ctrl +Z Undo previous action Ctrl + A Select all text. Ctrl + X Cut selected item. Shift + Del Cut selected item. Ctrl + C Copy selected item. Ctrl + Ins Copy selected item Ctrl + V Paste Shift + Ins Paste Home Goes to beginning of current line. Ctrl + Home Goes to beginning of document. End Goes to end of current line. Ctrl + End Goes to end of document. Shift + Home Highlights from current position to beginning of line. Shift + End Highlights from current position to end of line. Ctrl + Left arrow Moves one word to the left at a time. Ctrl + Right arrow Moves one word to the right at a time. Tips and Tricks As with most all content editing or creating, it is always good advice to save as you go. If adding content, saving as you go will always be helpful. Tips and Tricks Links are not limited to text only, but also can be images. To link an image, follow the same process and procedure as linking text except for choosing the image as opposed to highlight the text. Tips and Tricks Searching for checked out assets after completing a Collage session only takes a few seconds, but is very valuable for the seamless operation of a project. If assets are checked out, other users will not be able to edit the asset which is checked out. Tips and Tricks Ensure the Metadata for each asset is accurate before an asset is approved. Frequently Asked Questions Q. My manager is requesting that I change our department Web site, and I think it is in “Content Management.” How do I get started? A. You need to cover a couple of important issues before getting started with content contribution to your Web site. 1. Get the facts: 1. Find out where your Web site is physically located, and determine its official address. 2. Determine how the Web site is typically updated: a. maintained through CMS Web site (Content Managed) b. maintained internally by UCit staff c. maintained by UCit through Service Requests 3. Contact the people involved. 2. Get Help: 1. If the Web site is managed within CMS, seek training from those individuals who were originally part of the CMS implementation. Those individuals will have printed manuals and can quickly give you the basics. Check the http://www.uc.edu/web/cms/ for reference materials. 2. If the Web site is managed internally by your staff, then request instruction on how to update the Web site from those who are responsible for it. It is possible that you will require Web Editing software. 3. If the Web site is maintained by UCit, contact UCit to get proper instruction for submitting Service Requests for content updates. Details can be found at www.uc.edu/ucit/ 3. Get Access: 1. The normal procedure for requesting a CMS account or changes to a CMS project is to submit a Service request (http://www.uc.edu/ucit/departments/ServiceRequestForm .aspx ). 2. Please include your name, your 6+2, and if the person needs approver or contributor permissions, and if their permissions are restricted to particular folders. UCit will create the new CMS account upon receipt of the Service Request. 3. There is currently not a charge for this request. 4. Get Trained: 1. See Training for details Q How do I request new users or additional programming? A. Requesting new users can be accomplished through this process. Please include Name and 6+2 when available. Note that requesting multiple users in a single request will save time and money. New features are always being developed and discovered inside CMS. If you have new ideas, Web Communications would love to discuss them before you submit a UCit Service Request for development. Please call T.J. Iaciofano at 556-5226 for more details. example of UCit Custom Instructions Solutions Service Request Form. Visit UCit Custom Solutions Service Request (will load in new window) Request Type: Content Management System (CMS) Application Name: CMS include budget and authorization information attach any related documents, if more than 3 are necessary compress/zip the files and attach as one file Description: explain which project this programming should be added to and a general idea of what you require Once the request is processed, UCit will contact you for further details Q. What does this error message mean? A. The first time that you log into CMS and open your project, you will receive this message. CMS creates a file on your hard drive. This is your workfile location. CMS stores working copies of your assets when you check them out and uses this workfile location to determine where files should be checked in from. All you need to do is click the OK button. Another time that you will receive this message is when you have editted an asset on one PC and then log into another PC to edit the same asset. The reason for this is that CMS has a different version on the server than what is on your PC. By clicking the OK button, you are assured that you are using the CMS server version. Q. Why am I getting this error message which read contribution count limit reached? A. When you try to add a new page_footer or page_nav Document type to a folder that already has this document type, you will receive this message. The footer and navigation folders are limited to one asset per folder and this asset is always named "default". Q. What should I do if I accidentally delete an asset, file, image, document, PDF? How do I get it back? A. Contact the UCit Helpdesk at 513-556-4357. Ask the representative to restore the asset from Collage’s “Recycling Bin.” This will place the deleted document exactly where it was originally. Q. I am unable to create a “new link” in my Collage Project, and I could do it before. What happened? A. Contact the UCit Helpdesk at 513-556-4357. Explain the bad link problem. It’s possible your permissions were adjusted during a software upgrade and need to be corrected Where did my buttons go? Is something is wrong with the interface? A. In the upper-right corner of the application, you will see a button called “refresh.” By hitting that button, the browser will reload the page. If that doesn't resolve the problem, logout, terminate all instances of the browser (Internet Explorer) and begin a completely new session of Serena Collage. If this still does not resolve the problem, please contact UCit Helpdesk, 513- 556-4357. Q. I tried editing an asset and it stated that it was “locked.” How do I “unlock” it? A. When an asset is opened, it becomes locked to the user who opened it. This is called "check out." This is an indication that some other editor is working on that document at that time. Contact the user and explain that you would like to make changes to that asset. They can save their document and check the document back in to allow access for you. Q. When you create a new page in CMS, which field becomes the file name? When you “create a new page”, there are 2 fields that you should fill in on the New Document screen. In the Name field, type the name of the file. This Name field should only contain lower case letters and no spaces. In the Description field, type in a meaningful description for the file. The Description field can contain upper and lower case letters and spaces. Since the Description field is used by the site_map document type, this field must be filled in and contain a meaningful name for this new page. See the screen below: After the new document is created, preview the metadata screen to view the 2 fields that are shown in the above screen. In the above metadata screen capture, the Name field is the asset name which is the same as the file name when you create a new document. By viewing the file after it was created you can verify that the asset name and the file name are the same as shown on the below screen capture. You can change the Asset Name by editing the field on the metadata screen. The Asset Name was changed to tutoring_pgms, as shown in the below screen capture. The Asset Name is used by CMS. The File Name is the name that is important. The File Name is used when the site gets deployed to production and thus is used in the URL for the page. If another site will link to this page, the File Name is the name that the site will use in their link. NOTE: Please contact a CMS Admin if you need a File Name changed since only a CMS Admin can change the name of a file.