USC Aiken CMS Manual. A manual on using the basic functions of the dotcms system. Office of Marketing and Community Relations-USC Aiken

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1 USC Aiken CMS Manual A manual on using the basic functions of the dotcms system Office of Marketing and Community Relations-USC Aiken

2 Table Of Contents Introduction/How to Use Manual... 2 Logging In... 3 The Website Browser... 4 Creating a Page... 5 The Edit Mode... 8 Changing Page Properties... 9 Adjusting the Menu... 9 Creating/Editing Content The ADD/EDIT Content Screen Creating a Link Removing a Link Creating a Table Inserting an Image Uploading an Image or File Creating a Folder Creating a Menu Link

3 Introduction In order to provide a more unified, more up-to-date web presence, the Office of Marketing and Community Relations has implemented a Content Management System (CMS) to allow for more timely maintenance of the USC Aiken Website. A CMS is a web-based application designed to simplify adding and editing content to a website. The USC Aiken CMS system is designed so that web associates can maintain their pages and not be concerned about disrupting the look or feel of the page. In order to maintain a more unified presence, the CMS limits font and color usage, but also provides Automatic menu generation Easy image upload A means to access and edit content from any web browser. How To Use This Manual This manual is designed to provide instruction on some of the basic functions of USC Aiken s CMS system. Every attempt has been made to provide images and diagrams when appropriate in order to simplify the process of editing your content. For more advanced questions or to set up more advanced options contact the Web Development Office at

4 Logging In The CMS system is web-based, so you can login to the system from any web browser. To login simply: Type in the web browser Enter your Network Username and Password Click Sign In Note: Your username is NOT your full address. In almost all cases your network username will be the first part of your address WITH- OUT Some browsers may automatically populate the ID Box with your full address. This will need to be changed or you will get a login error. (ex. JHSmith) Upon logging in, you should see a screen similar to the diagram below. If you are given the warning that No pages have been set up for this user., please contact the web development office at

5 The Website Browser The initial screen when you first log in will be of the Home tab. In order to access all of your files and folders, and contribute content you will need to: Click the tab titled Website Editor/ Web Browser The Website Browser will be where you find all your folders and files that you have access to. From here, you will also be able to create new folders, pages and upload images. The Website Browser has two columns. The Sites and Folders (far left) column will show you any folders that you have access to and any sub-folders. When you select a folder in the Sites and Folders column, all of its contents including the sub-folders, will appear in the far right column. When you select a folder in the Sites and Folders column, all of its contents, including subfolders, will appear to the far right. 4

6 Creating a Page There are many tasks you can perform from the Website Browser, including creating a page. To create a page: Decide which folder you want to contain the new page Double Click or Right-Click (Mac Users Control- Click) on that folder. You will see a pop-up menu. Select NEW From the next pop-up menu select HTML PAGE 5

7 Enter a title for the page (This will also be the title that shows on your menu) A Page URL suggestion will automatically appear after you give your page a title. If you do not like the URL suggested, create your own. Note: This screen will also be referred to as PAGE PROPERTIES where changes such as the Template, Page Title, and Show on Menu can be adjusted. Choose a Template (Most Web Associates will need to pick a template with a Department Logo) 6

8 If you choose to have this page show on your general menu, click the Advanced Tab then Show on Menu Click SAVE or SAVE AND PUBLISH NOTE: Choosing SAVE saves the page as a working file. This is one that is NOT visible to the public or in the LIVE TAB in Edit Mode. SAVE AND PUBLISH saves the page as LIVE and is visible by all. 7

9 The Edit Mode The Edit Mode is a screen that allows you to ADD or EDIT content on an HTML page. You may also adjust your navigation from this screen. Here you can preview how your page should look as well as adjust the properties of your page. The features of Edit Mode consists of: An option to change the PAGE PROPERTIES of the page you are currently working on (IE Page Title, Template, Show On Menu) An option to ADD, EDIT or REUSE CONTENT on the page 8

10 Changing Page Properties After creating an HTML Page, you may decide that you want to change the title, the template, or determine whether it should appear on your menu or not. From the Edit Mode: Choose the Page Properties option on the left hand menu. You will be taken to the Add/Edit an HTML Page screen. Make your changes Choose SAVE or SAVE AND PUBLISH Adjusting the Menu If you decide that you need to rearrange the order of items in your page menu, this can be done from the Edit Mode. From the Edit Mode: Click the arrows above the MENU. Select the item to change Drag it to the desired postion Click SAVE CHANGES This change will occur on all pages using this menu in your site 9

11 Creating/Editing Content From the Edit Mode you can add content to a page or edit content that currently exists on a page. From the Edit Mode: Click on the ADD CONTENT button near the center of the page To Add New Content (Content that has not been entered in the system before) Click NEW CONTENT The ADD/EDIT Content Screen Once you have selected to ADD Content and selected NEW CONTENT you will be taken to the ADD/EDIT Screen. This is a WYSIWYG screen that will allow you to type in your content, create links and insert pictures. 10

12 To begin, give your content a title. This title will not appear anywhere in your page, but is to be used to differentiate this content from other pieces of content. It is recommended that you use your department name in the title to make searching for this content at a later date easier. (Example: Admissions- Application Deadlines) The Body section is where you will type your content, create links and insert photos. When pasting from a Word document click Paste From Word Document to help with the formatting. 11

13 The Toolbar gives you many options to edit your content. To make editing easier, the body section may be enlarged by clicking the WIDESCREEN TOGGLE BUTTON. NOTE: In the widescreen mode there is no option to SAVE or SAVE AND PUBLISH. Once edits are made, click the WIDESCREEN TOGGLE BUTTON again to return to a "normal" mode and an option to save. Creating a link You can add a link to an object in the body of your content. Click on the object or highlight the text to be linked. Click the INSERT/EDIT LINK button If you are linking to a site or folder outside of your site or USC Aiken (for example: Google) enter the ENTIRE URL in the LINK URL box To link to a file or page in your site, click the BROWSE Button 12

14 Expand the menu From the Sites and Folders window that pops up, Choose your file or page Removing a Link You can a link from an object in your content. Click on the object or highlight the text to be Unlinked Click the UNLINK button 13

15 Creating a Table You can create a table to organize some of your content Click your cursor in the body area where you would like to insert the table Click on the INSERT TABLE button Enter the number of Columns and Rows that you would like in your table Click Insert To insert a column or row to an existing table Click into a cell of the table Click the INSERT ROW BEFORE or INSERT ROW AFTER button to insert a row before or after the cell that you are in Click the INSERT COLUMN BEFORE or INSERT COLUMN AFTER button to insert a column before or after the cell that you are in To remove a column or row Click into the column or row that you would like to remove Click the REMOVE ROW BEFORE or RE- MOVE ROW AFTER button to remove a row before or after the cell that you are in Click the REMOVE COLUMN BEFORE or INSERT COLUMN AFTER button to insert a column before or after the cell that you are in (Insert Row Before) (Insert Column Before/After) (Delete Row) (Delete Column) 14

16 Uploading an Image or File Before you can insert an image or link to a file, it must be uploaded into the CMS. You upload a file from the WEBSITE BROWSER screen. To get to the WEBSITE BROWSER, click the WEBSITE tab and select BROWSER Open up the folder you want the image to be stored in On the right side column, Select ADD NEW, IMAGE OR FILE (or MULTIPLE FILES for multiple uploads at once Choose CHOOSE FILE on the IMAGE UPLOAD screen Select the file or image and click CHOOSE Give your file a title and description Click SAVE or SAVE AND PUBLISH Now that your image or file is uploaded, you may find the page or content that you would like and insert it. Inserting an Image NOTE: BEFORE YOU CAN INSERT AN IMAGE INTO A PIECE OF CONTENT, YOU MUST UPLOAD THE IMAGE INTO THE CMS SYSTEM. (SEE UPLOADING AN IMAGE OR FILE) Click in the body window where you would like to insert an image Click the INSERT EDIT IMAGE button Inserting an Image Enter a URL or click the BROWSE BUTTON In the SITES AND FOLDERS window, choose the folder that contains the image 15

17 Click on the image when it appears to the right (NOTE: Once you select the image, the window WILL NOT CLOSE. YOU MUST X OUT or close the window on your own to return to the previous window.) At the INSERT EDIT IMAGE window you may click the APPEARANCE TAB to adjust the alignment of the image, add a border, etc. When you are finished, click INSERT 16

18 Creating a New Folder You can create a new folder from the WEBSITE BROWSER in the SITES AND FOLDERS column. If you choose to make a sub menu on your navigation, this is done by creating a new folder. In the SITES and FOLDERS column, click ADD NEW, FOLDER Give your folder a title. (If you choose to show this folder on your menu, this will be the title that shows on the menu) Click in the URL box. This will autopopulate with a URL name. You may change this if you choose. If you choose to show this folder on your navigation, check SHOW ON MENU Click SAVE or SAVE AND PUBLISH If you have chosen to show this folder on your menu, whenever you create a new page in that folder and choose to show that page on the menu, it will appear as part of a sub menu. (NOTE: If you choose to have a folder appear on your navigation in order to create a sub menu, you must have a page for the user to initially go to when clicking on the folder name. Each new folder that is going to appear on your navigation must contain a new html page named index (lowercase). SEE CREATING A NEW PAGE #5 ) 17

19 Creating a Menu Link You may choose to have a link on your main menu to something other than an html page that you create. (Example: a PDF or another website) To create a menu link: Choose the folder that contains the pages that you want to display the link (For example: if you want this link to appear on every page in your site, choose your main folder. If the link should appear only on a submenu, choose a subfolder.) Go to the folder you want the link to appear in On the ADD NEW menu click Menu Link Give the link a title (this will appear on the menu) Select the link TYPE. For an internal link (a link that connects to something in the CMS system,) enter the URL or BROWSE for the file. An external link requires the URL Check SHOW ON MENU Click SAVE or SAVE AND PUBLISH 18

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