UW WEB CONTENT MANAGEMENT SYSTEM (CASCADE SERVER)

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1 UW WEB CONTENT MANAGEMENT SYSTEM (CASCADE SERVER) LEVEL 1 Information Technology Presented By: UW Institutional Marketing and IT Client Support Services University of Wyoming

2 UW CONTENT MANAGEMENT SYSTEM TABLE OF CONTENTS Recommendations/Notes...2 Additional Resources...2 Overview of CMS Interface...3 CMS Training Level Log into the Cascade system...4 Navigate to the train account...4 Creating a new folder...5 Uploading files...6 Uploading Multiple files...8 Creating new pages...10 Creating Hyperlinks...14 Inserting an image...16 How to edit and resize images...17 Publishing Your Site...19 Using the University of Wyoming Photo Database...19 Ordering Photos...19 RECOMMENDATIONS/NOTES The Content Management System (CMS) can be used on PC or MAC. o Operating Systems and Browsers must be up- to- date. o Firefox recommended. Working from off campus- - use WyoSecure to log onto the CMS site: https://wyosecure.uwyo.edu Any CMS questions or issues can be directed to: o Send an to: o Call (766- HELP) o ADDITIONAL RESOURCES Manuals, Training Materials, Tutorials, and FAQ: Americans with Disabilities Act (ADA) Guidelines: UW Web Style Guide: UW Photo Database (Login Required): https://www.uwyo.edu/uprphotos/ 2

3 OVERVIEW OF CMS INTERFACE 1. Site Dropdown use this to select the site you want to edit. 2. Main Menu bar this menu housing the tools to create and edit pages, files, and folders. 3. Side Bar/Site Tree This area shows all pages, folder and files in a site. + and symbols can be used to expand folders. 4. Account Links Shows username, settings, and the log out button. a. * Make sure to logout at the end of the work session. If the browser is simply closed, the user is still logged on. If the user does not log out, it creates a security issue (if on a shared machine) and maintenance issue (in case the systems group needs to reboot the server, etc.) b. * The system will automatically log out a user after 60 minutes of inactivity. 5. Work Area The work area displays the dashboard and the input fields used to edit all assets. 6. History shows recent files the user worked on. 7. Messages shows all publish logs in the CMS, these can be sent to if an issue occurs. 8. Stale Content Shows all content that has not been updated within the last 60 days. 9. Drafts any saved versions of the web pages that have not been published or submitted on the edit screen. 3

4 CMS TRAINING LEVEL 1 LOG INTO THE CASCADE SYSTEM On Campus: https://cmsdev.uwyo.edu:8443/login.act Off Campus: login to the UW Secure Portal at https://wyosecure.uwyo.edu o Once logged in, click the link for the CMS Development NAVIGATE TO THE TRAIN ACCOUNT In the dropdown menu select the train account (your train account number may differ). 4

5 CREATING A NEW FOLDER In the main menu bar, click New Default Folder The work area will populate with the fields shown below. o System Name is what the URL path will be. This should never contain capitals or spaces (use dash instead). o Select the parent folder ( [/] indicates that the file will be created under the base folder) Parent folder is the folder the new asset will appear under. For instance, if you wanted to create an images folder inside the _files folder, you would select _files as the parent folder. o Leave Metadata set to default. If this checkbox is selected, the folder will show in the navigation section on the web page When creating the _files folder, deselect the Include when Indexing checkbox. o Deselecting Include when indexing checkbox will remove a folder from the left- hand navigation. 5

6 Click the Metadata tab Add a Title to the folder o The title will be how the folder appears in the left hand navigation. Leaving this field blank will result in the system name being used for the left hand link. UPLOADING FILES Create a folder called _files to store all images, docs, etc. Within this folder, users should create a folder named images and a folder named docs. Within these subfolders, other subfolders can be created. 6

7 It is best to load files into the _files folder before creating pages. 1. Click on the _files folder. 2. Select New Default File to open the file upload window. 3. Click Browse and locate the file you want to upload from your machine. 4. Select the file you want and click upload/open. 5. The user will see a preview of the image in the work area if the upload was successful a. The CMS will support.jpg,.gif, or.png image files and.pdf or.docx document files. 7

8 6. The System Name will automatically update to the name of the file. The name can be changed, but must follow these guidelines: a. No spaces dashes can be used instead b. No capitalized letters c. The file must end in the proper extension (.jpg,.gif,.png,.docx,.pdf) i. If the file name does not have its correct extension, the CMS will give you errors. d. It is highly recommended that the file name be short and make sense to users who will have access to the site. 7. Click Submit at the bottom of the screen to save the file. 8. Publish the file before linking to them (See page 19 for instructions on publishing). UPLOADING MULTIPLE FILES To upload a large number of images or documents, the quickest way to do so is to create and upload a compressed (zipped) folder. To accomplish this: 1. Open the My Documents window and browse to the location of your documents/pictures. Hold the Ctrl key on your keyboard, and click the files that you would like to upload. This will allow you to select multiple files, as seen below: 8

9 2. Right click on one of the images you've selected, and select Send to, then Compressed (zipped) folder. A folder similar to the one seen below will be created: 3. Go to the CMS, open the _files folder, and select the appropriate subfolder where the uploaded files will reside. Then, select the Tools menu, Zip Archive: 4. Select the folder where the files will reside by clicking on the Search link next to Placement Folder. 5. Use the Browse button to select the zip folder created earlier; click Submit to upload the files. 9

10 6. Once your zip file is successfully uploaded, the list of files uploaded will be displayed. 7. Your zipped files are now available for use on the site. Make sure to publish the files before linking to them. (See page 19 for instructions on how to publish.) CREATING NEW PAGES Click New Default Page. Click the System tab; the System Name should be index. 10

11 Select the Content Type link to select the Template to use for the page, and then click Browse. o On the Content Template page, select the from the drop- down menu to see all the templates available on the UW site. Select the 2 Column Page for the Content Type. o For a list of templates and suggested template use, check out the UW Web style guide at: Click Confirm. o The Inline Metadata can now be added for this page. 11

12 Enter the Display Name o The Display Name should begin with a keyword or phrase that indicates what the topic of the page is. o Followed by Department Name University of Wyoming. The symbol is called a pipe- bar, and can be used by holding shift and hitting the \ key, above the enter/return key on your keyboard. o The Display Name will show in search engine results. Each page on your site should have a unique Display Name. Enter the Title o The title should be the same as the keyword or phrase used in the sentence (the information before the first pipe- bar, in this example the title will be Alumni and Development ). If the Display Logo option states Yes, select No. This will turn off the required fields so you can submit the page. Click the Submit button. After submitting the page, the system will return to the View tab; click the Edit button, then Metadata. 12

13 In the User Metadata section, enter a brief (~100 characters) description that provides someone with a clear idea of the contents of the page. Each page on your site should have a unique description. Next, select the Content button under Edit. Enter the Section Title o The Large Title should be consistent on each of the pages. This populates the masthead on the webpage. o On your homepage, the Small Title should include the name of your college or parent division. o On other pages, you may use the large title for the name of other programs within your department, but you must always keep your department name in the Small title field. Now, the Main Content of your page can be added. It is recommended to bring your text content into Notepad first, and then copy and paste into the CMS. This extra step will strip any formatting that may have carried over from the original web page or document to the new CMS page. If adding content from a Word document, use the Paste from Word option. 13

14 Once the content has been pasted, some formatting fixes will need to be done. The first headline on every page should be formatted as Heading 1 style. Sub- headings should be formatted as Heading 2, 3, 4, 5, or 6 styles. The text in your content should be formatted as Paragraph style. Heading 1 and Heading 2 styles are picked up by search engines Any bulleted lists should be re- applied in the content editor. Content of your page must be compliant with the Americans Disabilities Act. To learn how to make your content compliant, please read UW s ADA guidelines for CMS websites at: CREATING HYPERLINKS There are four types of hyperlinks that you can create using the CMS: 1. Links to addresses 2. Links to documents 3. Links to an internal page 4. Links to an external page To begin building any link, first highlight the text you want linked in the WYSIWYG editor, then click the hyperlink button in the toolbar at the top of the editor (it looks like chain link). 14

15 If you re linking to an internal page or a document select the internal tab in the pop up window. Click on the search link and navigate to the page or uploaded file that you want the text linked to. For internal links, always keep the Target as Same Window. Optional: You can enter a brief description of what you re linking to in the Title field; this text will be seen when a cursor hovers over the link. If you re linking to an external page or an e- mail select the external tab in the pop up window. 15

16 If you re linking to an external page, paste the full URL of the page in the Link field. (Be sure to include the or https:// of the URL). In the Target drop down menu select same window if you want the page to which you re linking to replace your current page, or new window if you want the page to which you re linking to load in a new window. Select insert, submit your page and test the link in the page viewer. If you re linking to an e- mail address, type in the Link field. Nothing needs to be selected in the Target dropdown. INSERTING AN IMAGE If the image resides in the CMS in the _files folder: Use the Insert/Edit Image button (tree icon). 16

17 This will open the Insert/Edit Image window (similar to the hyperlink window prior). Click the search link, then click browse. In the dialog box that appears, navigate to the image you would like to insert, then click confirm. You can also upload images on the fly using the upload button in the menu bar. After clicking confirm, you will be returned to the Insert/Edit image dialog box. Fill out the Alternative text. Alternate text must be entered; it is not recommended to use the width/height settings here use a photo editor instead. Alternative text is required for ADA compliance. Alternative text short is a brief (100 character or less) description of the photo. For more information on ADA compliance, check out UW s ADA guidelines for CMS websites at: HOW TO EDIT AND RESIZE IMAGES If you upload an image and decide that it needs to be cropped, flipped, rotated or made a specific dimension, you can make these types of minor alterations from within the CMS. 17

18 1. Click the image you want to alter from the site tree and select Edit. 2. You will now see the options to change the dimensions of the image, rotate the image clockwise or counterclockwise, flip the image vertically or horizontally, and crop the image. 3. Be sure to keep the Maintain Aspect Ratio option engaged, so as not to warp your photo when resizing. on: off: 4. Once you've made the necessary changes, select Submit.You will also need to publish the image for the changes to be visible on the live site. (See page 19 for instructions on publishing). Specified Dimensions on the UW Site Some images on the UW CMS must be a specific dimension to display properly. Image Location/Type College Landing Page Slideshow Department Landing Page Slide show Callouts Directory Faculty, Staff or Student Profiles Summary Size Specification 781x x wide 125 wide, 125x150 ideal 205 wide 125 wide Logos No side greater than

19 PUBLISHING YOUR SITE Once your site is ready to be published, first ensure that all updates have been submitted. 1. Select the Publish tab 2. Best practice is to first publish your site to webdev.uwyo.edu to test it before uploading it to the live site. a. To do this, select only DESTINATION- WEBDEV- SITENAME as the destination, b. Select the checkbox Generate a publish report message and the Publish option. c. Click submit. The site can be reviewed by visiting 3. After review of the development site, Publish the site again, this time: a. Select the checkboxes for DESTINATION- WEBDEV- SITENAME and DESTINATION- WWW- SITENAME b. Click the Submit button - the website is now live on the site. USING THE UNIVERSITY OF WYOMING PHOTO DATABASE UW's award-winning photo services department has 100's of photos available to all UW personnel for use on UW websites. If you don't already have access to the database, submit a password request through the Project Request Form at ORDERING PHOTOS Once you have access to the database follow these steps: 19

20 1. Login to the Photo Database at https://www.uwyo.edu/uprphotos/ 2. Use the dropdown menus across the top of the screen to locate photos in the database that fill your needs. 3. Select the photo(s) you want, and click Add This Photo to Cart at the bottom of the page. 4. Once you have added the photo(s) you need to your cart, click the View Cart link on the right side of the page. 20

21 5. Select For Web for each of you photos, type the name of your website in the field that asks What publication will you be using these photos for, select your department or division from the list, and click Send Photo Request. 6. You will receive an e- mail when your photo request has been fulfilled. 7. To retrieve your photos from your cart: - Windows users: \\warehouse\uprphoto$\upr\users\yourusername - Mac users: smb://warehouse.uwyo.edu/uprphoto$/upr/users/yourusername - It takes about 5 minutes for these processed photographs to be copied to your folder after the order is complete. - Mac users: For information on how to map a network drive, see the IT guide: Mapping Network Drives. 8. To access the folder from off- campus or if having problems accessing using a Mac, go to https://wyosecure.uwyo.edu, once logged in, paste the above folder location into the browse field in the upper right section. You will see a list of folder content, if any. You can download the images to your computer. Also click on the Bookmark Folder icon in the upper right side. This will allow you to pin the folder to your WyoSecure home page so you don t have to paste the folder path in the Browse field in the future. 21

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