1 NJCU WEBSITE TRAINING MANUAL Submit Support Requests to: (Login with your GothicNet Username and Password.) Table of Contents NJCU WEBSITE TRAINING: Content Contributors... 2 Getting started with the NJCU Website Content Management System (CMS)... 2 Navigating to your Website Folders and Content... 4 Introduction to editing the content within an HTML Content Block... 6 How to Save, Check-In and Submit or Publish your Changes... 8 How to Preview Content Changes before being Submitted or Published Previewing Submitted Changes using the VIEW DIFFERENCE Feature Logout when you are done making Changes Important Content Editing Tips and Suggestions How to Paste Text into a Content Block How to Force Two Lines to Stay Together How to apply a Header Style to a line of Text How to Upload a Document and create a Hyperlink To It How to Hyperlink an Address to Someone s Name How to Hyperlink Text to a Website Address NJCU WEBSITE TRAINING: Content Approvers How to Review and Approve Submitted Changes Useful Resources FULL SCREEN VIEWING OF THE VIDEO TUTORIALS: To view the video tutorials in Full Screen mode, click on the little window icon, in the lower right hand corner of each video file. In order to exit the Full Screen mode, click the [Esc] key.
2 NJCU WEBSITE TRAINING: Content Contributors Getting started with the NJCU Website Content Management System (CMS) Welcome. This training module will assist you in Getting Started with the NJCU Content Management System. The term Content Management System, (also referred to by the initials C.M.S. ) is a software application designed to allow non-technical people to edit and update content on the NJCU website. This training will provide you with step by step instructions for most of the common tasks you ll be performing. It is highly recommended that you review the Governance Document and Style Guide for additional information regarding things such as the goals of the NJCU website, role assignments and responsibilities, copy guidelines, and more. A link to these recommended documents, as well as other useful resources, can be found within the PDF version of this training. Here is an overview of some important tips to help you get started. 1. If and when you have any questions or require additional help, please visit our online Web Support System at You can log in using your GothicNet Username and Password. After logging in, simply follow the prompts to submit a ticket into the Web Support System. You will be contacted shortly by the person who is assigned to your ticket. 2. When logging into the CMS to make edits, to the content for your assigned website area, be sure to always use Internet Explorer (v7 or higher on a PC) or use Firefox or Safari (on a MAC). While the NJCU website is compatible with both PC and MAC computers, when logging into the CMS to make edits, it is preferable to use a PC. 3. The NJCU Main, Public Website URL, (which is also referred to as a website address), is Note the initial www portion. This indicates that you are referring to the PUBLIC and current version of the NJCU website. 4. The NJCU STAGING or DEVELOPMENT Website (URL) is cms.njcu.edu. Note the initial cms portion. This indicates that you are referring to the WORKING AREA and the NON-PUBLIC version of our website. We have two systems that have been set up. The cms.njcu.edu system is where you will be logging in and performing your work. After your edits have been published and approved, the CMS will automatically push the changes to the MAIN, PUBLIC Website URL, which again is 5. In order to log into the CMS, you will need to go to this URL (or website address): Notice again, that we are using CMS.NJCU.EDU and not because we are accessing the development server for the NJCU website. All work that is performed here will be automatically pushed up to the main public NJCU website server, within approximately one hour after the content is published. By published we mean that the content has been approved and is ready to be displayed on the main NJCU website. Upon visiting you will see these two buttons: Click on the Login button
3 Upon clicking the initial Login button, a new and smaller window will open. Within that window, you should then enter your own username and password and then, click the Login button. You will be assigned your own username and password after you have completed either the in-person or online training. (For this example, I will use my username and password.) A few seconds after clicking the Login button, the new smaller window will have disappeared and you will now have access to four new buttons. The last two buttons are not important at this time. Therefore, the two buttons that we will talk about are the Logout button and the Workarea button. The Logout button is only used when you are finished editing the website and want to logout completely from the CMS development area. The Workarea button will provide you with access to the website development area, where you can edit your website pages. After clicking on the Workarea button, a new window will open up to the Desktop area and present a series of tabs. Next to the Desktop tab, you will see another tab titled Content. After clicking on the Content tab, you will see a list of folders on the left. Each folder contains related content for that section of the website. This concludes our Getting Started with the NJCU Content Management System training module.
4 Navigating to your Website Folders and Content Welcome. This training module will assist you with Navigating to your Website Folders and Content. As a Content Contributor, you will have access to update and edit certain content sections of the NJCU website. Upon receiving your login credentials, you will also be informed as to which folders and/or files you can access and edit. Let s take a look at how you will navigate through the folders and content areas in the CMS. After you have logged in and accessed the Workarea, you will need to click the Content tab in the menu bar. After clicking on the Content tab, you will see a list of all folders on the left. As you click on any of the folders that you have access to, the files that are within that folder will appear on the right. If you notice that you cannot click on certain folders, this simply means that you do not have access to that section but, you may have access to a sub folder. In this example, we will navigate to the Student Affairs folder, which can be found by first expanding the About NJCU folder (by clicking on the small plus sign icon or the yellow folder.) The Student Affairs folder is actually within the Governance and Organization folder. Next, expand the Governance and Organization folder (by again clicking on the small plus sign icon or the yellow folder). And finally, click on the name of the folder Student Affairs. This is considered the top level folder for the Student Affairs section. If any sub folders exist, they will appear below the top level folder as shown.
5 As you click on any of your assigned folders, the list of files (within each folder) will appear on the right. Each file will display information such as the name of the file, type of file, the last date it was last modified, and the last editor that made changes. Each Content Contributor will be provided with step by step instructions on how to navigate to their assigned folders, similar to how we found and navigated to the Student Affairs folder area. Within each folder, you will typically see one or more files. The only files you will be editing are the ones identified as HTML Content. Look at the column titled Content Type to identify which files are HTML Content files. Then, the TITLE of the file will typically include a brief description of the content that is included in the file. For example, if the word content appears in the TITLE, this indicates that this HTML Content file contains the Main Content for this folder or web page. Or, if the word contact appears in the TITLE, this indicates that this HTML Content file contains the Contact information for this folder or web page. In this example, there are two HTML Content parts that are used and displayed within one web page. Let s see how this looks. Back in the Work Area: If you happen to see any other file types in your folders, such as images, PDFs, and so forth, you can simply ignore them. Any files other than the HTML Content file types that may show up in your folders, are simply being stored there, but not meant for you to modify. This concludes our Navigating to your Website Folders and Content training module.
6 Introduction to editing the content within an HTML Content Block Welcome. This training module will provide you with an Introduction to editing the content within an HTML Content Block. In this example, we will edit the main content section (for the body of the web page) of the Student Affairs website, we will click on the title: Student Affairs Content (This is called a Content Block since it is a block or piece of content that will be placed onto a page.) By clicking on the title of this Content Block, we will first enter what is called VEIW mode and see a preview of the content block. It is important to understand that we are currently only in View mode at this point, which means, we can see the content but we cannot make any changes to it yet. In order to edit the content (or any other information for this Content Block) we need to click on the edit top tool bar. icon in the
7 The pop up tool tip for the Edit icon will say Click here to edit this content block when you put your mouse over the icon. After clicking this Edit icon, we will change into Edit mode and a new looking window within the Workarea will appear, as shown here: You will also see, above the content is a tool bar similar to what you might see in Microsoft Word, displaying many different icons. This tool bar will allow you to bold or italicize text, add bullets, and much more. Be sure to NEVER change the title of the Content Block. You should only modify the main content area that is beneath the tool bar. Now, click your mouse into the main content area, and (as if you were working in Microsoft Word) you can just delete text that you want to remove, type and add content that you want displayed on the page, and so forth. This concludes our Introduction to editing the content within an HTML Content Block training module.
8 How to Save, Check-In and Submit or Publish your Changes Welcome. This training module will show you How to Save, Check-In and Submit or Publish your Changes. In addition to adding, editing or deleting content within a Content Block, you will also be Saving, Checking-In, as well as Publishing or Submitting the Content Blocks after you make your updates. Here are some examples Saving you work (after making your changes): You need to click on the SAVE icon (which looks like an old floppy disc ). This will save your changes to the CMS. This is the third icon from the left. The step of saving your changes does not make the changes active. It simply saves your current work into the Content Management System. Checking In your work: Click on the Check-In icon, which is the second icon from the left. The Content Management System uses a check-in and check-out security system. Meaning, once you have started to work on a Content Block, no one else (other than a system administrator) can access or modify your file. When you are done making your changes (even if it s just for the time being), it s recommended that you CHECK-IN the file. This will then allow another person (who also may have permission to work on the same files as you) to open and continue editing the file. Otherwise, no one else will have the ability to EDIT the Content Block. It is considered LOCKED until you CHECK it in. After clicking on the Check In icon, you will be returned to the View mode screen. (To review, the View mode screen is the screen that was displayed prior to clicking on the Edit icon. Submitting or Publishing your work: When you are done making all of the changes within a Content Block, you are now ready to submit or publish your work. While in edit mode, you can save, check-in and submit or publish your work using this one icon, in one step. Just click on the SUBMIT or PUBLISH icon, which is the first icon from the left. Depending upon your role, the icon may appear slightly different. If you are a Content Contributor (or a Content Approver that does not have final approval permissions), you will see a graphic representing a little person with an arrow indicating that one or more other people will need to approve your change(s) before it can be published and pushed up to the main NJCU website.
9 If you are the Final Content Approver, you will not see a graphic of a little person with an arrow. You will instead see an icon representing a document with an arrow. This indicates that you have permission to PUBLISH your work. It s also important to understand that you may have a dual role. It is possible that you could be a Content Contributor and a Content Approver.. all in one. So, to summarize when a Content Contributor submits their changes, it may be sent to one or more Content Approvers, who will review the changes that were made and either a. Accept the changes and publish the Content Block so it will be pushed to the main NJCU website within an hour, or b. Deny the changes and send it back to the Content Contributor, requesting additional modifications and repeat the process again, or c. The Content Approver can make any final changes on their own (if any are needed) and then publish work. This concludes our How to Save, Check In and Submit or Publish your Changes training module.
10 How to Preview Content Changes before being Submitted or Published Welcome. This training module will show you How to Preview Content Changes before being Submitted or Published After changes are made to a Content Block, the Content Contributor (and/or the Content Approver) can view the changes (as it will appear on the page) using the PREVIEW button. For this example, we will simply modify the Content Block titled Student Affairs Content and add three letters to the end of the last paragraph. Then, we ll preview the content. After adding the three letters to the last paragraph, we then need to SAVE the change by clicking on the Save icon. Next, we can click the PREVIEW button, which is directly to the right of the Save icon, to display the content within the simplified sample template. Clicking the Preview button will open a new window and display the Content Block section only (within a simplified sample template, just for previewing).
11 It will look like this: Notice that in the simplified sample template, there is no navigation menu, etc. Just the primary website content area displaying the Content Block. Once the changes have been previewed and appear as expected, you can close the preview window and then the Content Block can be Submitted or Published. This concludes our How to Preview Content Changes before being Submitted or Published training module.
12 Previewing Submitted Changes using the VIEW DIFFERENCE Feature Welcome. This training module will assist you with Previewing Submitted Changes using the View Difference Feature. The Content Contributor and the Content Approver can both view the difference between the Last Published content and the new Submitted change. After a Content Block change has been SAVED, CHECKED-IN and/or SUBMITTED, the difference between the last published Content Block and the new changes that have been made, can be viewed using the View Difference feature. From the View Mode screen, click on the VIEW DIFF icon (which is the icon to the left of the lock icon in the toolbar). This will open a new smaller window. It will allow you to view the content in one of three options. You can use the Difference tab to view a combination of the last published content and the new content, in one window. This will highlight the differences so you can easily see what has changed. Or, you can use the Last Published tab to view just the content that was last published. And last, you can use the This Content tab to view everything that is being submitted, but without the highlighting. Using the Difference tab, you ll notice that the text that was added is highlighted in yellow, and any deleted text would have been highlighted in red with a line through it. This will help to quickly identify the changes that have been made. This concludes our Previewing Submitted Changes using the View Difference Feature training module.
13 Logout when you are done making Changes Welcome. This training module will explain why and how to Logout when you are done making changes. When you re done making your changes to a Content Block, you need to remember to: 1. Save your work. 2. Check the Content Block in. Then, regardless of whether or not you submit or publish your changes at that time, you should always Logout when you re done making changes. To properly log out, here are the steps to follow. 1. If you are still in the Workarea meaning, in the window that displays the folders on the left, the menu bar at the top that says Desktop.. Content.. Library and so forth, you will first want to close this window by simply clicking on the red X in the upper right corner of the window. (If you remember, the previous window opened up after you logged in and clicked on the Workarea button. 2. You now need to make sure you see the Login window for the Content Management System, except you should see the Logout button in the top left corner. This window displays the NJCU logo in the middle with the Logout.. Workarea and other buttons in the upper left. If the window does not automatically appear after closing the Workarea window, you may need to look at any other browser windows that you have open, until you see this. Click on the word Logout to begin the logout process. 3. Next, a new and smaller popup window will appear. In this window, again, click on the word Logout.
14 After logging out, the button options will change back to the way they were before you originally logged into the CMS. This concludes the information regarding how to Logout when you are done making changes training module.
15 Important Content Editing Tips and Suggestions Welcome. This training module will provide Important Content Editing Tips and Suggestions When you are looking at the tool bar in the editing window of a Content Block, you ll notice many familiar icons that will allow you to: Add and create Bulleted Lists Align text and other items so they can be centered, left justified, right justified or fully justified. Import text using the Paste Plain Text method(which is the recommended way to paste content into the editor) Find Text that may exist within the Content Block Insert Bookmarks.. so you can create a link from one item to another, often on the same page Create links to other websites or web pages using the Hyperlink Manager Easily Removing Links that are no longer needed Access the Library which contains documents, photos and images (so you can easily upload and create links to documents as well as to access photos from the library that you may want to display in your website) Add a single line, also referred to as a Horizontal Rule (which is often used to separate content on a page) Hide and Show Web Page Elements, that may typically be hidden from view, such as paragraph markers Apply Header Styles using the drop down menu Add things like Bold or Italics to text And, as a special note, it is highly recommended never to Underline text. The reason is,.. text that is underlined, typically indicates that the underlined text is linked to something. When you create a link to another webpage, a website or even a document, an underline will automatically appear. Therefore, you should never underline text using the UNDERLINE icon. Another important note is.. that all photos and images need to be reviewed and approved by the Marketing department before they can be added into the Library. Once photos and images have been added into the Library, you ll have access to view them, select them, and add them into your website. This concludes our Important Content Editing Tips and Suggestions training module.
16 How to Paste Text into a Content Block Welcome. This training module will provide information about How To Paste Text Into A Content Block It is recommended to always paste text (that has been copied from another source, such as a Word document, another website, and so forth) using the Paste Plain Text option. After you paste the text into your Content Block you can then format it by separating the content into paragraphs, bolding or italicizing parts of the text, create hyperlinks to documents or web page, add photos or images, etc. Here s an example of how to use the Paste Plain Text option. You first open the Content Block that you will be pasting the content into, and click into the editing window to the exact place where you want your new content to be added. Then, you can open the source document (such as a Word document) that has the content you want to copy. Next, copy the text content from your source, and then go back to the Content Block and click on the icon for the Paste Plain Text option. A new window will open allowing you to paste your copied content into the window (using Control V on your keyboard). Finally click the OK button in order to add the new text into your Content Block. Now your new content has been added and is ready for you to apply any formatting that you might like. As a alternative, you can use the Paste From Word icon (if you are copying and pasting from a Microsoft Word document, an Outlook , or any other Microsoft Application. Follow the same copy and paste instructions as mentioned before, but click on the Paste From Word icon (instead of the Paste Plain Text icon) in this situation. After pasting your text content into the new window, and finally clicking on the OK button, your new text will appear your Content Block, except when you use the Paste From Word icon, most of the formatting will remain in tact. Then, save, check-in and submit or publish the Content Block and you re all done. This concludes our How To Paste Text Into A Content Block training module.
17 How to Force Two Lines to Stay Together Welcome. This training module will provide information about How to Force Two Lines to Stay Together Typically, when adding content to a page, after clicking the Enter key, it will create a new paragraph (and therefore it will place a blank line s worth of space between the first and second segment of text. While this is perfect if you are trying to create multiple paragraphs, it may not always be the effect you re looking for. So, if you don t want the extra space to appear between the two lines of text that happens naturally when you click the Enter key, here s what you ll need to do. At the end of typing the first line, instead of hitting the Enter key, hold down the Shift key and then click the Enter key once (and then you can let go of the Shift key). This will allow you to force the end of a line, and start the next new line, but without the blank line of space separating the two lines of text. So, here we see an example of several text segments, each separated with a blank line between them. Again, this will occur by clicking the Enter key (alone) at the end of a line: This is line one. ( > Enter) (see the blank line between the two) This is line two. (see the blank line between the two) This is line three. (> Hold the Shift key and then press the Enter key once.) This is line four. (see the blank line between the two) This is line five. Now, here is another example of four text segments, but we re going to hold down the Shift key and then click the Enter key (once), at the end of each line. This will force each line to appear directly below each other without any blank line separating them: This is line one. (> Hold the Shift key and then press the Enter key once.) This is line two. (> Hold the Shift key and then press the Enter key once.) This is line three. (> Hold the Shift key and then press the Enter key once.) This is line four. ( > Hold the Shift key and then press the Enter key once.) (Notice in these examples, that we don t have a spaces between the lines.) Therefore, if you ever need this effect, remember hold the shift key and then click the enter key once. But, what if you have a few lines that are already separated by a blank line, how can you get rid of the blank lines. You can accomplish the same effect by placing your cursor at the end of one of the lines.. and then click the delete key once. This will remove the blank line separating the two lines and put the two lines together. So, in order to force a line break at that exact position, but without adding a blank line of space below the line you are on, you simply need to Hold the Shift Key and then press the Enter key once and you will end up with two lines of text, one below the other, and no blank line of space separating them. This concludes our How to Force Two Lines to Stay Together training module.
18 How to apply a Header Style to a line of Text Welcome. This training module will provide information about How to apply a Header Style to a line of Text If you would like to add a Heading or a Subheading to your page, in order to make a short segment of text stand out, you can use the HEADER styles to accomplish this. The key is to use the HEADER 1 style only once on any individual page. If you have one or more subheaders, you can use the HEADER 2 and/or HEADER 3, multiple times as appropriate and as needed. (It s recommended that you do not overuse the header styles or they become less effective and less meaningful.) First, select, by highlighting (with your cursor) the text you want to apply a Header Style to, and then click on the Paragraph Style Drop Down Menu to select the Heading of your choice. (such as Heading 1, Heading 2 and so forth.) After clicking on your Heading choice, it will automatically be applied to the text. HERE S AN IMPORTANT NOTE: The text for a heading will need to be on a line all by itself. And, it may display in the editing window with extra space above and below the Heading. In most cases, it will display properly once you save and submit or publish the content. Remember, you can always click on the PREVIEW button to see how your changes will look once published. This concludes our How to apply a Header Style to a line of Text training module.
19 How to Upload a Document and create a Hyperlink To It Welcome. This training module will provide information about How to Upload a Document and create a Hyperlink To It Step 1: Have the document that you want to upload and link to.. ready and in the appropriate format. It is recommended that all documents be in the format of a PDF. With Office 2007, you can simply save most documents as a PDF, which helps to secure the content and limits the ability for other people to change your information.) NOTE: It is a good idea when naming and saving your files to include the month and year to the end of the name. Such as document-name docx. This way, in the future, when and if you need to change the document, you can easily identify an older version of the document from a newer version. Also, when naming documents, you should use letters, numbers and hyphens, and avoid blank spaces as well as other special characters. Step 2: In the Workarea, while editing the Content Block, enter the title of the document (as text) onto the page, exactly where you want the link to appear. Step 3: Highlight the text, which again is the title of our document. Step 4: Click on the LIBRARY button. Step 5: A new window will open. Click on FILES in the drop down list. You will then see a list of the files in your current folder. You will need to add your document into the Library at this point. Step 6: Click on the Add Library icon (which is the little blue icon with the small green plus sign). The window will now change, allowing you to enter the TITLE of the document and browse your computer so you can upload it (add it) to the Library. Be sure to provide a title that properly describes the document. Use letters, numbers, and hyphens only. No
20 spaces or other special characters. It s recommended to enter a descriptive title along with an appropriate date, but without any document extension, such as docx or pdf. Step 7: When ready, click on the multi-colored Add Library icon to add the document to the Library. Step 8: Once done, you will then see the text you highlighted in Step 3, will now be hyperlinked to the document. You are all set. Here s an optional step if you would like to force a document to open up in a new and separate window, which is often recommended so that your website visitors can easily get back to your website after opening and closing a linked document. Here are the additional steps needed, after the hyperlink has been created and applied to the text on the page. Click anywhere on the text that is already linked to the document. Click on the Hyperlink Manager icon. This will open a new smaller window displaying additional options that can be set. Within the Link Manager window, you want to first.. click on the drop down menu that should say Target, in the Target section of the window. This will then display several options. Second you ll need to click on the New Window option and then third click on the OK button to finalize this change. Lastly, you ll need to save the Content Block, Check it in, and Submit or Publish the changes, and you re all done. This concludes our How to Upload a Document and create a Hyperlink To It training module.
21 How to Hyperlink an Address to Someone s Name Welcome. This training module will provide information about How to Hyperlink an Address to Someone s Name By following these steps, you ll create a link that will automatically open an client (such as Microsoft Outlook) when anyone clicks onto the person s name. So, instead of displaying someone s full address on your web page, the person s name will appear instead, and the link to their address will be hidden in the background. Let s start with step 1: From within the Content Block (editing window), you need to highlight the person s name that you want to create as a hyperlink to an address. (The word hyperlink is often shortened to the word link which means the same thing. So, it s important to understand that these two words can be used interchangeably.. and very often are.) Let s start by highlighting the person s name. Step 2: Click the Hyperlink Manager icon, in the tool bar. Step 3: Click on the tab in the Link Manager window. Then, enter the address for the person s name which you highlighted in the earlier step. Step 4: To finalize this process, just click on the OK button. After clicking the OK button, the Link Manager window will disappear and the link will have been added to the person s name. You should now notice that the person s name is automatically underlined, indicating that a link is attached to it. This concludes our How to Hyperlink an Address to Someone s Name training module.
22 How to Hyperlink Text to a Website Address Welcome. This training module will provide information about How to Hyperlink Text to a Website Address By following these steps, you ll create a link that will automatically open to a new webpage or website. So, instead of displaying an entire website address or URL, like you ll be able to just display the words Deborah Cannon Partridge Wolfe College of Education or just College of Education for short, and the link to the appropriate website address will be hidden in the background. Let s see how this can be done. Step 1: From within the Content Block (editing window), you need to highlight the text that you want to create as a hyperlink to the website address. Step 2: Click the Hyperlink Manager icon, in the tool bar. Step 3: Make sure you are on the Hyperlink tab in the Link Manager window. Then, type or paste the entire website address in the open box below where it says URL. Be sure it begins with http. Step 4: When creating a link to a website (that is not part of NJCU), it is recommended that you also change the Target so the website will open into a new window To do this, find the section called Target and click on the drop down menu where it says Target and choose New Window. By doing this, when someone clicks on the link you created, the new website will be forced to open in a new browser window (leaving the previous window easily available to return to at any point). Step 5: To finalize this process, just click on the OK button. After clicking the OK button, the Link Manager window will disappear and the link will have been added to the text you selected. You should now notice that the text is automatically underlined, indicating that a link is attached to it. This concludes our How to Hyperlink Text to a Website Address training module.
23 NJCU WEBSITE TRAINING: Content Approvers Welcome. This training module will provide information about the Role of the Content Approver Let s begin with some general information. All of the training information that we ve prepared for Content Contributors can also be applicable for Content Approvers, because a Content Approver has all of the same permissions as a Content Contributor, but with one exception. Content Approvers can review and approve changes that have been made by a Content Contributor, and then finally.. the Content Approver can SUBMIT or PUBLISH the changes. Here s a general overview of how the process works, depending upon how many Content Approvers are involved. To begin, a Content Contributor makes a change to a Content Block. Once the changes have been SUBMITTED by the Content Contributor (not published.. which is the absolute final step, but submitted, meaning additional approvals are still required), an notice will be sent to the first Content Approver in the Content Approval Chain. Yes, there can be more than one Content Approver in what we call the Content Approval Chain. If there is only one Content Approver, then that person will have the ability to PUBLISH the changes (that were made by the Content Contributor), because that Content Approver is the final person in the Chain. But, if there s more than one Content Approver in the Content Approval Chain then, each Content Approver (prior to the last and final Content Approver) will only have the ability to APPROVE and SUBMIT, DECLINE and/or EDIT the submitted change. Only the last and final Content Approver will have the ability to PUBLISH the changes. If any of the Content Approvers should Decline the changes, then an will be sent to the original Content Contributor notifying them that the submitted changes were declined along with an optional message from the Content Approver explaining why as well as any follow up comments or instructions provided. Optionally, if a Content Approver should choose to Edit the Content Block, they can either PUBLISH the changes (including the modification they have added) if the Content Approver has permissions to PUBLISH; otherwise, the Content Approver can submit the changes, and it will continue onward to the next Content Approver (in the chain). Within the message that is sent to the Content Approvers, after the Content Contributor submits the changes they have made, instructions are provided as to what content has been updated and when it was submitted for approval. Here s an example of the message: When a Content Approver logs into the CMS, within their Dashboard, you ll want to look at the section called Content Awaiting Approval in order to easily and quickly identify what needs to be reviewed and approved for publishing.
24 If you don t see the sections displayed called Content Awaiting Approval and Content Checked Out, this means you ll need to add them to your Desktop display in the Workarea. You can easily drag and drop these items to your desktop area. The Content Awaiting Approval and Content Checked Out are the two most useful items. It s important to remain aware of these two types of content at all times. Make sure that you APPROVE content awaiting your approval (as soon as possible) and make sure that you Check-In any content once you are finished making your edits. It is the responsibility of any Content Approver, to review as soon as possible.. the changes that have been made after receiving the notification that content has been submitted and awaiting approval, and to either APPROVE the changes that were submitted (by the Content Contributor) or to DECLINE the changes. Anytime a Content Approver declines the changes that have been submitted, this will generate an that will be sent back to the Content Contributor notifying them that the changes were declined and the Content Approver will have hopefully provided a reason for the decline along with instructions or comments on how to correct the work. If a Content Approvers declines the changes that have been submitted and receive by them for approval, the Content Approver will see a box that says Enter a reason for declining this content (optional): but it is always recommended to provide an explanation for the Content Contributor. Optionally, the Content Approver, instead of declining the changes made by the Content Contributor, may also elect to click on the edit button and make any minor and final changes on their own, and then submit or publish the content, and continue onward with the remaining process. This concludes our information regarding the Role of the Content Approver training module.
25 How to Review and Approve Submitted Changes Welcome. This training module will provide information about How to Review and Approve Submitted Changes After logging in and clicking on the Workarea button, you should now see your Desktop along with any items waiting for your approval. Next, in order to approve and submit or publish the submitted changes, here are the steps to follow. 1. Locate the item or items waiting within the Content Awaiting Approval section to be published. 2. Click on the Title of the content. If there s more than one, perform these steps one at a time for each piece of content. 3. After clicking on the title, the window will change, and you will see the available options, which may include Submit or Publish, Decline, Edit, Preview or View Difference. You can perform any of these actions, as needed. 4. You may want to first view the difference between the last published content and the newly updated content. To do this, you can click on the View Difference icon and view the difference in a new window that will open. If everything looks good, you can close this new window and submit or publish the content. 5. Or, if the submitted changes are not acceptable, you can click on the edit icon and make the final changes yourself, and then submit or publish the content block. Or.. you can click on the Decline icon and add your instructions or comments that will be sent back to the Content Contributor so they can make the corrections, and resubmit the Content Block for your approval again. 6. But again if everything is okay, you can just click on the submit or publish icon. Upon doing this, the content will have been approved and will either be submitted to another Content Approver (in the chain) or the content will be published and will therefore be pushed to the main NJCU website within the hour. This concludes our information regarding our How to Review and Approve Submitted Changes training module.
26 Useful Resources NJCU Governance Document NJCU Website Style Guide