Cal Poly Pomona Cascade Server Beginning Web Author Training

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1 Cal Poly Pomona Cascade Server Beginning Web Author Training

2 Contents Recommended Browsers for using Cascade... 3 Content Management System Overview... 3 Content Management System Diagram- workflow... 4 Development, Test and Production environment... 5 Cascade Terms used (see Appendix)... 5 Cascade Organization... 5 Cascade User Roles... 5 Cascade Template... 6 Using the System... 8 Logging In... 8 Upon Login: CMS "Homepage"/welcome screen... 9 CMS Directory Structure Using the WYSIWYG (what you see if what you get) Editor Create a new file/page File Save/Publish Process Useful Training Video of WYSIWYG (what you see if what you get) Advanced Features How to upload Image files Inserting Horizontal Banner Inserting Right Column Section Inserting Left Side Navigation Create a new folder (example: /documents) Glossary Page 2 of 32

3 Recommended Browsers for using Cascade Internet Explorer 7+ Firefox 4+ (highest recommended by CPP) Safari 3+ Chrome (not recommended by CPP) Content Management System Overview 1. What is a Content Management System (CMS)? a. What is the core function of the CMS? From Wikipedia: A Content Management System (CMS)[1][2][3] is a computer program that allows publishing, editing and modifying content (published on Internet web pages) as well as maintenance from a central interface. Such systems of content management provide procedures to manage workflow in a collaborative environment.[4] These procedures can be manual steps or an automated cascade. b. What is the advantage of using CMS compared to using Dreamweaver/Contribute or other similar web publishing applications? - Content owners do not have to be technical users - Content owners can easily maintain their own website without knowing HTML code. - The contents will be accurate and be up-to-date. - System is User Friendly. - Provides an environment for decentralized web site management. - Ensures consistency in layout and accuracy of content. -Lowers support costs. - provides workflow to ensure content changes are approved by the right people. - allows sharing of content across multiple sites. - has automatic link checking, - Web Administrator perspective: Easier control of global items including overall site redesign and any changes on the header/footer area. 2. What is Cascade Server? Cascade server is an enterprise content management system from Hannon Hills. ( Page 3 of 32

4 Content Management System Diagram- workflow File Share (ZFS) Page 4 of 32

5 Development, Test and Production environment Development environment is where a user will do the actual development of your website. A user will NOT need any software installed on his/her PC. The development is all completed within an internet browser as well as the workflow process. The development URL is a different URL from the Test & Production URL. The website will be developed in the Cascade server: Upon creating a web page in the Cascade sever, a site will be available in two different locations: Production and Test environment. Test environment can be used as to review the contents and to test your website before publishing to a live site. An editor has an access to publish to TEST environment. ( Production environment is live site for visitors to visit to get the information. A Publisher and Site manager has an access to publish to the PROD environment. ( Cascade Terms used (see Appendix) Cascade Organization Cascade organizes websites into sites. For example is a single-site. is another single site. FYI, web core team will work with you on setting up your site and directory structure to meet your need. Cascade User Roles 1. Site Admin By default, each website will be assigned as a site admininstrator. The Admin Role is best suited for Users who will be managing entire sites whether they will be "sites" in the Global Area or actual Site objects in the system. Admins are granted access to the Administration area and the components contained within. Site admin will be able to add/delete Cal Poly users to his/her site. Site Admin has all the abilities of the Publishers. 2. Publisher Publisher has all the abilities of the Editors. Also, the publisher role has an ability to approve and publish contents to the Production environment. 3. Editor The editor s main role is to contribute content to a website within cascade. The editor s role has an ability to publish contents to the TEST environment. Page 5 of 32

6 Cascade Template There are pre-defined templates as such as shown below (Content Basic 3 column), so each content owner can concentrate on entering the contents without focusing on the design. The left-side navigation of the templates is reserved for links to university websites (wwww.csupomona.edu); links to external sites can be included in the body copy in the center of the page or in the right column when using the 3-column template. For this training, we will be using a template with a horizontal banner (IMG: Content Banner 3 column, see below). IMG: Content Basic 3 column Page 6 of 32

7 IMG: Content Banner 3 column Page 7 of 32

8 Using the System Logging In 1. Go to: cascade.csupomona.edu Page 8 of 32

9 Upon Login: CMS "Homepage"/welcome screen Choose a site that you are adding content to: For this training, you will be able to see two sites and Global on the top drop down menu. System/Interface Links and Menus Depends on the access level, you might not see all the menu available. Page 9 of 32

10 The system menu contains system wide search, configurations, utilities, and preferences, as is shown below: New Menu - allows you to access and create default assets such as a new file, folder, page, or block. Home Clicking 'Home' will take you back to the Dashboard home area. Page 10 of 32

11 History - Clicking on the History link in the upper menu bar will allow you to view and quickly navigate to all of your recently viewed assets. Administration- Available to Site Manager only. Clicking on the Administration area will allow you to view and edit all of the administrative Components of the system. Components serve many purposes including facilitating creation of content, managing and publishing content, and management of system users. Page 11 of 32

12 Dashboard The dashboard consists of 5 tabs: 1. Dashboard - offers quick access for creating content, outstanding items, and recently viewed assets. 2. Messages - used to display system messages as well as messages from other users to the user. 3. Workflows - displays all the user's active workflows. 4. Locked Assets - displays a list of all the assets checked out by the current user. The items in the Locked Assets are under review for the publish to production workflow. 5. Drafts Any draft of contents that you are working on, but haven t published yet. Page 12 of 32

13 CMS Directory Structure REMEMBER: Don t forget to make sure you are at the site that you want to work on when your ready to work on a site: 1. Folder Structure a. /Base Folder i. /inc navigation ii. /img image storage iii. Index This page is created automatically by default. NOTE: Base Folder is a top level folder in Cascade for a site. It is automatically generated with a creation of a site. Page 13 of 32

14 Using the WYSIWYG (what you see if what you get) Editor Create a new file/page In this training, we will show you how to create a page using Content Page template. Depends on the site, there will be more than one page template available in the Entity menu. For example, in the screenshot attached, there are currently two template pages available Content Page & Landing Page. Side Navigation is used for the creating of the left-side navigation. 1. Click on New Entity Content Page Page 14 of 32

15 Side sections (located in the Right Column) are optional. Page 15 of 32

16 Left Side navigation Center column Page Contents Right Column Sections Page 16 of 32

17 2. Inline Metadata is for storing the title, and the keywords storage for enhanced search feature. Keywords are part of the metadata content for pages used by search engines to determine the relevancy of individual pages or sites. Keywords are a comma-delimited list of words. Keep in mind that this meta data is used by search engines (like google) to ensure that your content is found when users search with the keywords you have provided. 3. Enter System Name NOTE: Use Unix naming conventions here. Please use all lowercase, letters, numbers, and dash( - ) only. The name should be concise and descriptive. This name shows up on the URL so it is important. You don t have to specify the file extensions (.html) System Name == File name This is the URL that users will see on the Internet Browser Page 17 of 32

18 4. Parent folder: Folder that the file will be inside of. Right now, it s in the root (or base) folder. 5. When click on Browse, you can choose a different folder that s currently available on the site. 6. Click on Submit Page 18 of 32

19 File Save/Publish Process 1. Publish (work flow Site Manager, Publisher, Contributor) a. Start Workflow This does NOT mean to publish to PRODUCTION. This means to start a workflow of publishing to Production. NOTE: It is a good practice to start with Publish to TEST options even if you are a site manager/publisher. Page 19 of 32

20 Publish to TEST vs. Publish to Production NOTE: Due date is not publishing date. The Due Date should be filled in with the specific date by which changes should be completed. If the Due Date is left empty, it will default to seven days from the current date. 2. Click Submit. Due date does NOT automatically publish any contents on the specific date. It is only used as a REMINDER tool for publishers to know when a user wants the content published. Page 20 of 32

21 3. Upon Submission, your screen will be similar as the following screenshot. a. View/Edit/Move/Rename/Copy b. Layout/Preview/Live/Properties/Lock/Outputs c. Outputs: Hypertext/Hypertext Preview/XML 4. To view the content in the template mode (as it would be viewed in the browser): 1. Click on Preview Hypertext Preview. Page 21 of 32

22 The page should look similar to below screenshot. Note: Editing the content page changes the main content and the side content (if used). Content owners won t have access to change the Header/Footer area including the global navigation menu. 5. View your published-to-test content in the TEST environment: Page 22 of 32

23 Useful Training Video of WYSIWYG (what you see if what you get) Useful Training Video of WYSIWYG (What You See Is What You Get) During the training, Show the following 4 contents. What is covered in this video: General word processing techniques in cascade, bold, underline, justification etc Inserting a Link Inserting an Anchor Inserting an Image Inserting a Table Horizontal Ruler Cleanup Code and Remove Formatting Toggle Guidelines/invisible Elements HTML View Help Advanced Features How to upload Image files Note: The same steps apply for uploading all non-html files (PDF/MS Office docs and etc). 1. New Entity File 2. Click on the Browse button in the Data section. NOTE: When uploading, leave System Name blank so that the file name from the computer would be the same when uploaded Page 23 of 32

24 3. Click on Submit. Note: For the image files, step 4-5 is not necessary, because the image used in a page will be automatically published when the page is published. For other file types (pdf/ms office docs), please proceed to step 4 and Click on Edit Choose Publish to Test Submit. 5. Finish the work flow by click on the Submit button. Page 24 of 32

25 Inserting Horizontal Banner 1. Select the page from the Cascade Directory Structure Click EDIT tab. 2. Inserting an image for the Horizontal Banner NOTE: This only applies if you are using the Horizontal Banner Template. a. Click on SEARCH b. Choose an image from IMG folder, and click on Confirm. NOTE: Images predefined in the design template as such as Horizontal Banner images should be in a specific dimension prior import into Cascade. 3. You should also specify the Horizontal Banner ALT field so that the page can maintain accessibility standards (the ALT field should be text describing the image). Page 25 of 32

26 Inserting Right Column Section Page 26 of 32

27 You can add more side sections to a page by pressing the + box in the top right corner NOTE: Button URL: If you are trying to link to another Cal Poly Pomona site, please use the following format: site://group.<group-name>/<path>/<filename> Bottom Content Image: Be sure to specify a value for the Bottom Content Image ALT field to maintain accessibility compliance (the field should give a short description of the Bottom Content Image). Page 27 of 32

28 Inserting Left Side Navigation NOTE: The Left Side Navigation file is provided by I&IT. Page 28 of 32

29 Create a new folder (example: /documents) 1. Click on NEW Entity Folder. 2. System Name should be entered. NOTE: Use Unix naming conventions here. 3. Remember to double check the Parent folder value- is it being created where you want it to be? 4. Display Name under the Inline Metadata section will be used as a Breadcrumb name. Make sure Publish & Index choices are checked. Page 29 of 32

30 5. Click on Submit. 6. After the folder is created, the index page is automatically created. The index page is required in each folder in order for the breadcrumb link to function properly. NOTE: The index page content can be modified/deleted. HOWEVER, index page CANNOT be deleted. Breadcrumb This is a location of the page within the directory structure of a site. NOTE: It is important to change the display name for the BASE FOLDER. Otherwise, the base folder section of the breadcrumb which is the link in the breadcrumb that shows right after HOME will be not be properly defined (have a default value of / ). Ask the trainees to bring up their sample page they created. ( * Exercise of making the breadcrumb user friendly at the Base folder level. Page 30 of 32

31 Glossary Asset- Assets are resources, (Wikipedia- anything that is capable of being owned, controlled or produce value) and this is the term that Hannon Hill (the makers of Cascade Server) calls Content. Template- (Wikipedia) a pre-developed page layout in electronic or paper media to make new pages with a similar design, pattern or style. Meta data- keywords, (Wikipedia) "data about data content" or "content about content", In the case of a web page it is data that is used by web crawlers to associate keywords with web pages for searches. Parent Folder- the highest-level folder of a web site. Due Date- In Cascade the Due Date should be filled in with the specific date by which changes should be completed. If the Due Date is left empty, it will default to seven days from the current date. The Workflow expiration checker runs in the background at all times. When it runs, it looks for all non-completed Workflows whose due date has passed and "expires" them. On expiration, it sends an to the Workflow owner and to the owner of the current step. It then lists the Workflow under the "Reports" tab of the Administration area for any administrators to review overdue Workflows. Workflow- In cascade when creating web content (a page, file, image, etc.), a workflow is a series of ordered steps that the content must go through to be quality-checked, and either approved, modified, or disapproved by the appropriate user (an approver) before being publish-ready. Workflows can be customized or created from scratch. Workflows provide Cascade Server users with a customizable, assignable method of ensuring that content (any asset) is checked multiple times by multiple users before being published. The resulting review of input is designed to ensure that content is accurate and presented in a professional manner. Keyword- In Cascade, keywords are part of the metadata content for pages, files, folders, blocks and external links, and are used by search engines to determine the relevancy of individual pages or sites. Typically, keywords are a commadelimited list of words used on pages and generated in such a way that the page can receive higher points in a search engine query. Breadcrumb- Breadcrumbs are a type of Dynamic Navigation typically used for every page except the home page. By showing a navigation trail from the home page to the current page, breadcrumbs ensure that users know where they are and how they got there. In Cascade, breadcrumbs are created via the use of Index Blocks. Base Folder- The base folder is the top-level folder for assets located in the Home area. Within the Asset Tree to the left of the Dashboard, all assets are ordered hierarchically and have a parent folder, including folders themselves. The top-level folder is called the base folder because it is the only folder that does not have a parent. Therefore, the base folder is the root folder for all other assets managed within a particular website (see note below) or instance of Cascade Server. Page 31 of 32

32 The base folder is automatically generated with the creation of the site. The display name needs to be defined to support breadcrumb navigation, it identifies what the site name is in the hierarchy is (otherwise all sites would have the same name of / in the breadcrumb). Web Site- is a set of related web pages served from a single web domain. A website is hosted on at least one web server, accessible via a network such as the Internet or a private local area network through an Internet address known as a Uniform Resource Locator (URL). Multiple web sites can exist on a single web server or under a single Organization, for example is a web site for Cal Poly Pomona, but there is also a web site that exists within the hierarchy of that website that the College of Agriculture has ( INDEX.HTML - The default name for a home page in a Web server. The page is appropriately named, because the home page is an index to the entire Web site. When you type in a URL such as it is the same as entering By default the index.html file is opened unless another file name is specified in the url. Unix Naming Conventions- The following are general rules for both Linux, and Unix (including *BSD) like systems: 1. All file names are case sensitive. So filename vivek.txt Vivek.txt VIVEK.txt all are three different files. 2. You can use upper and lowercase letters, numbers, "." (dot), and "_" (underscore) symbols. 3. You can use other special characters such as blank space, but they are hard to use and it is better to avoid them. 4. In short, filenames may contain any character except / (root directory), which is reserved as the separator between files and directories in a pathname. You cannot use the null character. 5. No need to use. (dot) in a filename. Some time dot improves readability of filenames. And you can use dot based filename extension to identify file. For example:.sh = Shell file.tar.gz = Compressed archive NOTE: When cascade saves the file it automatically appends the.shtml extension at the end so there is no need to include this in the name. 6. Most modern Linux and UNIX limit filename to 255 characters (255 bytes). However, some older version of UNIX system limits filenames to 14 characters only. 7. A filename must be unique inside its directory. For example, inside /home/vivek directory you cannot create a demo.txt file and demo.txt directory name. However, other directory may have files with the same names. For example, you can create demo.txt directory in /tmp. Linux / UNIX: Reserved Characters And Words Avoid using the following characters from appearing in file names: 1. / 2. > 3. < : 6. & Page 32 of 32

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