USM Web Content Management System

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1 University of Southern Maine USM Web Content Management System USM Web CMS Technical Development Group 4/26/2011

2 Content o Introduction o Login o User Roles o Group Member o Group Publisher o Group Admin o User Management o My Groups o My Groups o My Account o Log Out o Content Types o Pages o News Item o Events (calendar) o Audio o Video o Forms o Galleries (image collections) o Promo Items o Office Hours o Quick Links and Resources Blocks o Social Dashboard o Biographies o Degrees & Certificates o Creating a Page o Paste from Word o Linking Internal External o Images o Uploading and Linking Files o Revision Information List of Revisions View Publish This Compare to Current o Un-Publish o Scheduling

3 Web CMS Documentation Advantages of the Web CMS There is no software to download or install You do not need any knowledge of HTML Can be done with either a Windows or Macintosh Login Launch one of the following internet browsers: Firefox, Safari, Opera, or Chrome. Note: Internet Explorer is not currently compatible with the Web CMS backend and should not be used for site editing tasks. Enter into the URL address. This will direct you to the login screen for the Web CMS. Figure 1- Login URL Figure 2 - Login Page You will be required to use your UMS User ID and Password (i.e. maine.edu , Blackboard or MaineStreet). 1

4 Figure 3 - UMS ID and Password This first time login will not allow you to do anything; this login simply establishes your username within the Web CMS System. You should now logout. If you are successfully able to login, you will see your My Groups page. Figure 4 - Default Start Page User Roles The Web CMS has divided all offices, departments, schools, colleges and institutes into what are referred to as Groups. Each person will belong to one Group though some may belong to multiple groups as their job requires. 2

5 Within each Group are several different roles: Group Member Group Publisher Group Admin Each role is slightly different and each includes the permissions of role(s) below it. Each Group will assign roles as they see fit and multiple roles are allowed. Group Member This is the basic role everyone has. As a Group Member you can create and edit content within your Group. However, your content will not be made public and someone with a higher role will be required to perform this task. Group Publisher This is the most common role and will be the one you have been assigned by your Group Admin. As a Group Publisher, you will be able to everything a Group Member does plus publish and un-publish content yourself. Group Admin The Group Admin is the person recognized by the Web CMS as owning the Group. This role has the abilities of all roles below it along with managing higher level functions of the Group page. The Group Admin has the ability to manage users, grant users the role of Group Publisher, and grant Group Admin status to other group members User Management (For Group Admin) Note: before you can add users to your site, they must login to the CMS once. Contributors to your group (site) will have one of three statuses: Member, Publisher, or Admin. Group Admins can perform the user management tasks below. Login to the CMS at and choose My Groups/ View Members. Figure 5 View Members Link in My Groups Listing 3

6 Adding Members Member is the lowest permission level. Members can author content, but cannot publish it. They cannot manage the list of site users. To add members to your site, choose the Add members tab. Type in the UMS ID of each user, and click Add users. Figure 6 Add Members Designating Publishers Publisher is the next permission level. Publishers can author and publish content, but they cannot manage the list of site users. To grant a member the Publisher role, choose Configure roles and check the group publisher checkbox next to the user s ID. Click Save. 4 Figure 7 Configure Roles

7 Granting Admin Status Admin is the highest level of permission available. The Admin role is reserved for regular USM staff members and should be granted with caution. Group Admins may author and publish content. They may also add members, grant Admin status to members, and remove members from the group entirely. To grant Admin status, choose List and click Admin: create next to a user s ID. Figure 8 Admin:Create Link in Group Members List My Groups Once you have been added to a Group, when you login to the Web CMS you will encounter this screen. Figure 9 - My Groups 5

8 This will be your default start page upon accessing the Web CMS. You will see under My Groups the Groups you are a member of. Under your UMS ID is your User Menu. This menu will be on every page you have access to within the Web CMS. The options under it are My Groups My account Log Out My Groups This is simply another way to navigate back to the My Groups page. My account Figure 10 - My Account This will show you all the options connected to your account. First you see another listing of the Groups you belong to. 6

9 Figure 11 - Broken Links Broken Links This shows you all the content you have created in which one of the links you added no longer works. This will allow you to quickly see when something is not working correctly. Figure 12 - File Browser The last tab is the File Browser where you may add or delete attached files from your Group directory. All uploaded content for your Group will be listed here, PNG, XLS, JPG, PDF, GIF. 7

10 Log Out Use this to log out of the Web CMS when you are finished. Content Unlike HTML where it is your responsibility to create different types of content, in the Web CMS are many different types of content already available to use. Pages News Item Events (calendar) Audio Video Forms Galleries (image collections) Promo Items Office Hours Quick Links and Resources block Social Dashboard Biographies Degrees & Certificates Pages Figure 13 Page 8

11 Pages are the basic building block of the Web CMS. Use this when you want static content added to your Group, e.g. Mission Statements. Images may be added to Pages. News Items Figure 14 - News Item News Items are for small informational items that are felt to be important and need to be featured on the front page for your Group. These may be aggregated to or from other Groups within the Web CMS. Events (Calendar) Figure 15 Event Events also are featured on the front page, similar to News Items, but for time dependent items. These may also be aggregated to or from other Groups within the Web CMS. 9

12 Figure 16 - Calendar of Events Audio Figure 17 Audio Audio files may be added to your Group. These files should be hosted on the USM Media Server or another outside source, not from your Group s file directory. 10

13 Video Figure 18 Video Video files can be added either within a Page or independently. Video must first be uploaded to a YouTube account, either your department s own account or the University s account. Posting video content to YouTube takes care of all file format conversions and requires no advanced technical knowledge. 11

14 Forms Figure 19 - Forms Forms are easy to build and require no coding knowledge. You can add RSVP, Contact Us, or any other type of online form you might need. 12

15 Galleries (Image Collections) Figure 20 - Galleries Galleries are perfect for displaying pictures from an event or a function your group hosted. You may add captions to each image and create multiple galleries to suit your needs. 13

16 Promo Items Figure 21 - Promo Item Promo Items can be used to feature information on your site s landing page. These are more static than News Items. Up to 3 Promo Items will display on the landing page, and each item can be weighted to control the order of display. Office Hours 14 Figure 22 - Office Hours Office Hours is for displaying your hours for that day that a student lands on your page. You can enter the various hours for each day of the week and it will change them automatically. Exceptions for vacations and breaks can be entered ahead of time as well.

17 Quick Links and Resources Figure 23 Quick Links and Resources Quick Links and Resources are lists of popular or important links for your site s visitors and are persistent throughout your sub-site. For optimal display, Quick Links and Resources should be entered as unordered (bulleted) lists of links. 15

18 Social Dashboard Figure 24 - Social Dashboard Social Dashboard links bring all of your Group s social media links (Facebook, Twitter, Flickr, etc) together in one prominent location. Biographies Degrees & Certificates Creating Content Start by selecting a content type you wish to create from the Admin Toolbar. 16

19 Click on the content type, such as Create Page. Figure 25 - Admin Tools 17

20 Figure 26 - Create Page You have several fields here. The Title will serve as the title of the page and the basis for the URL for the page. Next you have the Body where the main content goes. The Body is a What-You-See-Is-What-You-Get (WYSIWYG) Editor, which means how it looks to you is how it will look for everyone. 18

21 Figure 27 - WYISWYG Editor The Toolbar contains many of the functions you already know such as Bold, Italic, Cut, Paste, etc. There are also several new or modified functions to share with you. Paste from Word Figure 28 - Paste from Word Button The Paste from Word function opens a new window and allows you to paste directly from any version of MS Word directly into the Body of the Page without worrying about extra information being added. Figure 29 - Paste from Word 19

22 Adding Links Another function that is different is adding Links. In the Web CMS there are two types of Links: Internal and External. Internal Links Internal Links are those that link to content created in the Web CMS and are added by using the Link to Internal Content button. Figure 30 - Link to Internal Content This will open a screen where you can locate the internal content you wish to add from all content in the Web CMS. Figure 31 - Link to Internal Content You can locate your desired content alphabetically, or by selecting Filters and narrowing the list down by content type. 20

23 Figure 32 - Filtered List of Internal Content Once you find your content, simply select Insert Link. External Link If you want to link to something outside the Web CMS, highlight the text and use the External Link Button. Figure 33 - External Link Button 21

24 Figure 34 - Adding External Link Adding Images Select the Insert Image button. Figure 35 - Insert Image Button The Image Properties screen appears 22

25 Figure 36 - Image Properties Select the File Browser to upload an image from your computer, flash drive or from the network. The File Browser is located to the right of the URL field. 23

26 Figure 37 - File Browser This directory lists all the existing files you or other members of your Group have added. Selecting the Upload feature allows you to add to the directory any image file you do not already have. When you have selected the image you wish to use, select Insert File to go back to the Image Properties Screen. 24

27 Figure 38 - Image Properties Screen Important: When uploading images, always enter an image description in the Image Description field so that screen readers and other accessibility programs can describe the image to users with visual disabilities. Image Description information is also indexed by search engines. Image Positioning The default position for images is lined up with the base of any text next to the insert location. If you need to adjust this, select the Apperance tab from the Image Properties Screen. 25

28 Figure 39 - Appearance Tab You may also wish to float the image, i.e. have the image stand to the left or the right of the text rather than in it. Select the either Float Left or Float Right from the Class field to achieve this. Note: do not use the Alignment setting to float the image, as these styles will be stripped from the page when published. Once you have finished adding your Content, scroll down to the bottom of the page and select the Save Button. 26

29 Figure 40 - Saving Content Note: Saving does not publish content for public use. Content must be Published separately (see Revision Information, below). Uploading and Linking to Files If you require a non-image file to be part of your Page content, begin by selecting the text you wish to link to the file. Next, select the link button for Adding an External Link. 27

30 Figure 41 - Linking Uploaded File However, instead of entering the URL, you will select the File Browser to open the File Directory. 28

31 Figure 42 - File Directory Select Upload to locate and upload your file. Once uploaded, the file will appear in your Group s File Directory. Figure 43 - New File Added Next, select your file name, select Insert File, then Insert. Your file is now linked from the Page content and, when published, will be accessible to anyone. 29

32 Figure 44 - Uploaded File Link Revision Information 30 Figure 45 - Publishing Content

33 If you have the role of Group Publisher or higher and you select Save, the Revisions Tab will appear displaying your recently created content. You will see several options of what to do next. List all revisions View Edit Publish this Compare to current List all revisions Figure 46 - List of Revisions This shows all revisions made to the content and the status of each. In draft/pending Publication is not public Current Revision is public Archived is not public Selecting two revisions and choosing Compare will display both versions of the content side-by-side. From this screen you may also un-publish a revision and make the previous version public. View View simply shows the most current revision of the content. 31

34 Edit Edit allows you to return to the creation page and change your content. Publish This Figure 47 - Publish This To make your content public, select Publish This. A confirmation screen will appear asking you to confirm that you want to make your content public. Selecting the Publish button will complete the process. Unpublishing To remove content from public view select Content List from the Admin Tools. 32

35 Figure 48 - Admin Tools From the Content List screen you may browse to locate the content you wish to unpublish or sort the list by Content Type. 33

36 Figure 49 - Content List Selecting the check box to the left of the desired content and selecting Unpublish will unpublish that Content. Scheduling Scheduling allows Publishers to schedule content to be published and/or unpublished automatically. Near the bottom of the create screen is Scheduling options 34

37 Figure 50 - Schedule Content This allows for content to be published and unpublished as needed. 35

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