Web Content Management System User Guide [Essentials] v.4.0

Transcription

1 Web Content Management System User Guide [Essentials] v.4.0

2 Table of Contents WCMS User Guide [Essentials] Contents... 1 Getting Started... 4 Logging Into the WCMS... 4 System Essentials... 4 Session Timeout... 4 Auto-Save... 4 Assets Named index Should Not Be Renamed or Deleted... 4 Recycle Bin... 4 Navigating the WCMS... 5 The Dashboard... 6 Messages... 6 Asset Tree... 7 Quick Links... Error! Bookmark not defined. The Menu Bar... 8 Understanding the WCMS Structure... Error! Bookmark not defined. Assets... 8 Permissions... 8 Managing Content... 9 Context Menu... 9 Create a New Page... 9 Edit an Existing Page Content Editor Content Editor Toolbar Paste (from Word and Web) Edit in Full Screen Check Spelling Paragraph Styles Insert Table Are You Sure? Message... Error! Bookmark not defined. Submit Keyboard Shortcut Links, Files & Images Web Links in WCMS Steps for Creating a Web Link Link Targets and the Title attribute External Link with Redirect Page WCMS User Guide [Essentials] 1

3 Creating an External Link with Redirect Page Creating Links Utilizing Redirect Pages Additional Types of Links Files in WCMS Uploading Files Linking To Files File Upload Limit Message Images in WCMS Image Dimension Recommendations Uploading an Image Adding an Image with the Insert/Edit Image Tool Image Properties Advanced Image Properties Image Alignment Examples Image Spacing Examples Add Spacing Between Images and Text ALT Attribute for Images Image Editing Advanced Image Tools... Error! Bookmark not defined. Media Embed Button YouTube Media Embed Tip System Tools Delete Asset Restore Asset with Recycle Bin System Name & Move/Rename Live View Publishing Publish a Page or Folder for Preview Procedure to Publish a Page or Folder to Production Unpublish Before Rename Publishing Your Website Workflow Publishing Pages Publishing Folders Additional Resources WCMS Style Guide WCMS User Guide [Essentials] 2

4 System Name Hyphenation Internet, Technology & Social Media Terminology... Error! Bookmark not defined. Use of Embedded Content Section 508 Requirements Accessibility Checker Contact Us: WCMS User Guide [Essentials] 3

5 Getting Started Logging In Cascade Server is the University of Central Oklahoma s Web Content Management System (WCMS), which allows for the organization and management of website content across the organization. To start using the system, you must first log in by visiting: Note: You must be on UCO s internal network in order to access the Cascade server. Faculty & Staff: use Desktop username & password. Students: use UCONNECT username & password. System Essentials Session Timeout If your WCMS session is inactive for 60 minutes you will be automatically logged out by the system. Mobile Devices/Chrome/Firefox/Internet Explorer 9 & up Supported Most all current release web browsers are supported by WCMS. Support for IE8 has been discontinued. Please use a more recent version or another supported desktop or mobile web browser. Auto-Save WCMS will auto-save a draft your work when you briefly pause from adding content. Assets Named index Should Not Be Renamed or Deleted You must have a page with a system name of index (lowercase) for any of the navigation to appear, as well as for web browsers to display your site properly. For any page named index, do not rename it or delete it. Contact the UCO Service Desk if you have questions. Recycle Bin WCMS includes a Recycle Bin which will temporarily store deleted files. Storage is not permanent and all items will be purged after 15 days. Assets are permanently deleted after 15 days. WCMS User Guide [Essentials] 4

6 Navigating the WCMS There are multiple ways to navigate in the WCMS, including the Dashboard, the Menu Bar, Quick Links, and the Asset Tree. Site List Quick Links Menu Bar Toggle to Asset Tree Dashboard Select University of Central Oklahoma WCMS User Guide [Essentials] 5

7 The Dashboard Once you have logged into the system, you will see the Dashboard your WCMS control panel. From here you are able to navigate to outstanding items and current activity. Dashboard Widgets The WCMS Dashboard delivers useful content management information via widgets. The dashboard provides rapid access to data and frequent tasks. Customization is available since each widget may be relocated via drag-and-drop. Stale Content Report By clicking the Stale Content tab and adding a filter for a specific web folder, you will be able to view a list of assets in need of an update. This provides easy way to see what web pages need an update. WCMS User Guide [Essentials] 6

8 Exporting Stale Content Report Those who prefer pie charts and graphs may be happy to know that Stale Content reports may be exported as an Excel-compatible.csv file. System Messages Messages is the primary method of communication between WCMS and you. Messages are the main vehicle for communication of system updates and status updates, it is very important that you view this section of your Dashboard each time you log in. Your inbox will display status messages whenever you publish content to the web. Messages can also be sent from one individual using WCMS to another, or to multiple people. Asset Tree The WCMS is organized in folders that can be easily navigated by using the Asset Tree found on the left side of your screen. In the Asset Tree, you are able to view folders and pages. Navigating the Asset Tree is simple. Use the plus signs to expand folders and the minus sign to collapse folders. To view a folder or page, click on the asset name. Asset Tree Toggle Button If you do not see the asset tree on your screen, you may need to expand the view of your Dashboard by clicking the small red arrow on the left edge of your screen. Toggle Sidebar Button WCMS User Guide [Essentials] 7

9 The Menu Bar There are five options on the main menu bar: Tools This menu is represented by the cascade logo symbol. This menu has a Search function which allows you to use multiple search options: basic, advanced, and replace. Home Returns you to your Dashboard. New The dropdown menu contains all of the assets you are authorized to create. History Links to the History page. You can click on any of the assets listed on the history page by clicking on its system name in the list. You can only view assets that you have visited during the current session. Help Links to the online User s Guide, Forum, and About page. Assets An asset is any entity within the system that can be used to generate content. For ease of classification, assets are divided into several different groups. Page This asset is built using other assets to create the finished product of published documents such as web pages or XML documents. File This may be a jpeg image, PDF file, or any other static content. Block This is a "pluggable" piece of content that can be easily substituted, with or without styling, into any page region. External Link This is a symbolic link to a specific URL. Folder This is a container within the WCMS that acts a parent asset to other assets. Reference This is a special asset that is created to represent an existing asset in another location, allowing it to be indexed in multiple folders. Permissions Each individual with access to the WCMS is assigned a permission level, and these permissions allow users to perform specific tasks or have specific access. WCMS Administrator UCO Administrator of the WCMS application and appliances. WCMS Manager UCO Web Services management role with access throughout the WCMS. Website Manager The departmental or divisional site manager. Primary technical contact. Website Editor User that can create new pages and content and manage page layout. Website Contributor User has ability to only create new copy. Website Approver User that chooses not to edit but approve pending content, typically Management Level. WCMS User Guide [Essentials] 8

10 Managing Content Context Menu All assets utilize a Context Menu available as a small arrow when hovered over with a mouse. When the small arrow is clicked the Context Menu appears and displays common functions available. Create a New Page To create a new page, follow these steps: 1. Start by selecting the parent folder for your new page. 2. In the Menu Bar, click New > your site > your page. 3. This will bring up the Content tab. WCMS User Guide [Essentials] 9

11 4. The Parent Folder displays the location where your new page will be created. This may be changed if you did not select the correct folder. To change the Parent Folder simply click within the brackets to bring up the field chooser. Select the new Parent Folder and click Confirm. 5. All pages require a Display Name and Title. Display Name is what will show up in the Navigation bar of your website. Title will show up on the top of a web browser and in the breadcrumbs. For your convenience UCO: will be put in place automatically. ( Appears in Navigation bar Appears at the top of the web browser 6. For example, this setting: Will be presented this way within a web browser: WCMS User Guide [Essentials] 10

12 Edit an Existing Page To edit an existing page, you must first select the page. This can be done two ways: 1. Navigate through the Asset Tree and select the page you wish to edit. WCMS User Guide [Essentials] 2. Once the page has been selected, hover over the name to bring up the Context Menu and select Edit. Alternately, click on the page icon and select the Edit tab. Both actions perform the same function. WCMS User Guide [Essentials] 11

13 Content Editor The Content Pane is where you will do most of your content creation. While you are editing an asset, it is automatically locked to prevent other users from accessing the same asset while it is being edited. Once your edits have been approved through workflow, the page is automatically unlocked. Content Editor Toolbar Editing your content with the Content Editor is very similar to editing a word document. Most of the tools are those that you will recognize from Microsoft Word; however, a few may be new to you. Insert Custom Character Subscript Superscript Formatting Tools Insert/edit Media Insert Hard Rule Insert Table Edit HTML Source Cut Copy Paste Paste as Text Find/ Replac Spellcheck Bullets/ Numbering Indent Outdent Undo Redo Unlink Insert/edit link Insert/edit anchor Insert/edit image Format Painter Remove Formatting Toggle Guidelines Edit in Full Screen WCMS User Guide [Essentials] 12

14 Paste (from Word and Web) If you have created content in a Microsoft Word document, or your content is already on an existing website, you can add it to your page by selecting the Paste button. Paste as Plain Text, for those times you don t want formatting and links to be included. This will prevent any formatting issues normally associated with pasting from Word to the web. To Paste from Word (or Web) 1. Copy the text from a Word document or a web page. 2. Click the appropriate Paste button. 3. The text has now been added to your WCMS asset. Note: WCMS is adhering to the Safari and Mozilla (Firefox) security setting that does not allow web utilities to Cut, Copy and Paste via the Content Editor. These incompatibilities are the due to browser security restrictions and are not the result of settings within WCMS. To Paste with Keyboard Shortcuts To copy from any document or web page, select the text then use the keyboard shortcut: + C To paste, put your cursor anywhere in the Content Editor and press: + V WCMS User Guide [Essentials] 13

15 Edit in Full Screen This icon allows you to open the Content Editor in full screen mode. Simply click the icon to toggle back and forth. Check Spelling Spellcheck is available in every content area on the toolbar. WCMS User Guide [Essentials] Paragraph Styles Styles are an easy way to cleanly format text via the Content Editor. To select a style for existing text, simply highlight the text and select the style from one of the dropdown boxes on the left side of the toolbar. Alternatively, you may place your cursor on the desired line, select your style from one of the dropdown boxes and any new text typed will automatically be formatted with the selected style. Insert Table Tables can be easily created, copied, and deleted in the Content Editor. To create a table, follow these steps: 1. Select the Insert a Table icon. A browser for inserting a table will launch. 2. Select the number of rows and columns. 3. Edit other general properties and select Insert. For more information on tables, please review the WCMS Advanced guide. WCMS User Guide [Essentials] 14

16 Saving Your Work In WCMS, Submit has the same meaning as Save. If you are submitting a page, then you are saving it. It submits the page you just edited to workflow (if enabled). Submit: Commits changes to the asset permanently. Save Draft: Performs a temporary save of your work. Floating Submit Toolbar WCMS provides a floating (always visible) Submit button for easy access as you work on your page. This allows you to Submit (save) your work from any location within the editing process. Auto-Save Draft The Save Draft feature allows users to temporarily save, and keep working on assets. The ability to periodically save a draft of an edit in progress serves as a valuable safeguard against accidental loss of work due to a browser crash or an accidental click. The Save Draft feature is automatic and is performed as editing activity takes place. Should you leave WCMS without clicking Submit, you will be able to pick right up on your saved draft. Please note: All content updates are not made permanent until you click Submit. You must always click Submit for changes to be committed. A list of Drafts which have not been submitted may be found on the Dashboard. WCMS User Guide [Essentials] 15

17 Submit Keyboard Shortcut On your keyboard press ALT, SHIFT and S at the same time and your asset will be saved! Automatic Spellcheck In an effort to reduce webpage spelling errors, spellcheck will be performed once the Submit button is clicked. Should potential errors are found, you will have the opportunity to make corrections and even teach spellcheck to remember things like names and words (like Bronchos). Automatic Link Checking When an asset is submitted, WCMS will check that all internal links are valid. When a linked asset is not found WCMS provides an option to modify the link. Corrections to broken links should always be performed to assist web visitors in locating the content they need. WCMS User Guide [Essentials] 16

18 Links, Files & Images Web Links in WCMS To create a link you must follow the steps below. To remove a link, simply select the hyperlinked text or image and select the Unlink icon. To edit a link, you simply select the hyperlinked text or image, click the Insert/edit link icon, update the link, and click submit. Steps for Creating a Web Link 1. In the editor, highlight the text or image that will become a link. 2. Next, click the Insert/Edit Link button on the toolbar. 3. A new window will open You have two options for entering a link. a) External This is any website, document or web page that is not currently in WCMS. You can type or paste the link in the Link field, enter a Title (see Section 508 Requirements portion of this document for more details), then click Insert. Proceed to Step 8. WCMS User Guide [Essentials] 17

19 NOTE: If you are linking to an external (non-uco.edu) web address, you must first create an External Link with Redirect; then create an internal link to the redirect page. This is a requirement of UCO Web Guideline 2.3. The process is detailed later in this guide. b) Internal - This refers to any asset (web page, PDF, image) already present in WCMS. It could be a asset you created, an asset in another folder, or an asset used by another division or college. 6. To select an asset in WCMS, click the word Search within the brackets to open a drop-down of recent assets. You may select an asset from the list or type the name of an asset. WCMS User Guide [Essentials] 18

20 7. You may also hunt for the asset directly by selecting the Browse icon to select the asset to which you are linking. 8. Click Confirm once you have the correct asset. 9. You will be returned to the Insert/Edit Link window notice that the link you selected is now visible in the Link section. 10. Using the drop-down menu, choose whether the link will be loaded in the current window or a new window. 11. Enter a Title (see Section 508 Requirements portion of this document for more details), then click Insert to complete the process. 12. Notice the text is now blue, and underlined. This is a sign that you have successfully created a web link. WCMS User Guide [Essentials] 19

21 Link Targets and the Title attribute Though not a 508 compliance requirement, The World Wide Web Consortium recommends adding a title attribute to a web link to assist in the description of a link. Rules of thumb: Avoid typing click here, which, when read out of context loses meaning. Refrain from using the name of the link in the title attribute, as this adds no additional benefit to screen readers. Use text that enhances a link, in the example, a better description would be: Learn more about how to Live Central. WCMS User Guide [Essentials] 20

22 External Link with Redirect Page This is a special type of page used when creating a Web Link to a non-uco.edu website. When linking to an external (non-uco.edu) web address, you must first create an External Link with Redirect; then create an Internal link (above section) to the redirect page. The page displays a message notifying the visitor that they are now leaving the uco.edu website. This is a requirement of UCO Web Guideline 2.3. Creating an External Link with Redirect Page 1. Select the folder in the Asset Tree where you want to store the new page. 2. Click New in the Menu bar. 3. Select External Link with Redirect Page. 4. Give the page a name similar to: redirect-facebook 5. Make sure the page is being created in the correct Parent Folder. WCMS User Guide [Essentials] 21

23 6. Add a Display Name and Title. 7. Choose Yes or No to include the page in the side navigation. 8. Type the web address of the site you wish to redirect to. 9. Click Submit. Creating Links Utilizing Redirect Pages Once the External Link with Redirect page has been created, you can create your link. 1. Create a web link as previously described. 2. Click Internal tab. 3. Navigate to your newly created Redirect page. 4. Select the page, and click Confirm. WCMS User Guide [Essentials] 22

24 5. Select New Window for Target and enter information for Title. Anchor may be left blank. 6. Click Insert/Update Link to complete the process. Additional Types of Links In addition to Internal and External links, WCMS also has other types of links. These are found in the New menu in WCMS, and on the Reference Link Used to add a link to side navigation when the navigation is designed to not display that page automatically. Your WCMS Administrator can assist you with creating Reference Links. External Link Used when a link to a uco.edu website is needed to display in the side navigation, but the site is not part of WCMS. WCMS User Guide [Essentials] 23

25 Files in WCMS Uploading Files The File Wizard allows you to upload a file (such as a PDF or an image) into the WCMS from your computer. To upload a file, follow these steps: 1. Select the folder where your new file will reside in your site in the Asset Tree. 2. In the Menu Bar, select New > Default > File. 3. Click Browse on the New File Screen. (The file can be any type pdf, doc, etc.) 4. Select File and click Open. 5. Select the System Tab to change the file name (if necessary). 6. Click Submit. Linking To Files Often there is a need to link to uploaded files, such as PDF and PowerPoint files. Follow these steps to link to any uploaded file. Note: You can link to ANY file in the WCMS, not just those which you have uploaded. 1. In the editor, highlight the text or image that will become a link to a file. 2. Next, click the Insert/Edit Link button on the toolbar. WCMS User Guide [Essentials] 24

26 3. A new window will open. 4. Select the Internal Tab - This will allow you to locate any asset ( page, PDF, PPT, etc.) present in any folder within WCMS. 5. To select a File in WCMS, click the page icon or the brackets to open a new window. 6. Locate the File to which you are linking and select it. WCMS User Guide [Essentials] 25

27 7. Click Confirm once you have the correct File. 8. You will be returned to the Insert/Edit Link window notice that the File you selected is now visible in the Link section. 9. In Target, select New Window. You should always select this when linking to a file. 10. Enter a Title (see Section 508 Requirements portion of this document for more details) WCMS User Guide [Essentials] 26

28 11. Click Insert to complete the process. 12. Submit the page. 13. All done! Note: It is a good practice to let your visitors know when they are downloading a file. To assist them, it is recommended you place a note after the link indicating the type of file theu are downloading. Examples: This is the 2011 Course Catalog. (pdf) Click here to download the Safety Training Slides. (ppt) File Upload Limit Message Alerts displayed within WCMS are now more descriptive and specify the issue causing the message. WCMS User Guide [Essentials] 27

29 Images in WCMS Image Dimension Recommendations When uploading images, it is important to follow the following rules for dimensions. Be consistent with image sizes, determine the best size for your site and make that the standard for all pages. For images used in the main content area: Thin Navigation: o Width: 692 px (max) Thick Navigation o Width: 625 px (max) Expanding Navigation o Width: 620 px (max) NOTES: File Size: The system allows for a maximum image file size of 0.5 megabytes. RGB: When saving images in Photoshop, be certain to save in RGB Color and not CMYK Color. Although Safari, Chrome, Opera and Firefox are all capable of displaying CMYK images, Internet Explorer will not. To ensure all browsers can display your images, always saved in RGB. To verify this setting, just open Photoshop and go Image > Mode > and select RGB Color. WCMS User Guide [Essentials] 28

30 Uploading an Image It is recommended all images be sized properly before uploading to WCMS. The system allows for a maximum image file size of.5 megabytes. WCMS User Guide [Essentials] Before you insert an image into the content editor, the image must first be uploaded to the WCMS. To upload an image, follow these steps: 1. In the Menu Bar, select New > your site > Image. 2. Click Browse on the New File Screen. 3. Select Image and click Open. 4. Select the System Tab to change the file name (if necessary). 5. Click Submit. The image has been uploaded to your WCMS folder. Adding an Image with the Insert/Edit Image Tool Once the image has been uploaded, follow these steps to insert it in your Channel: 1. Click the Insert/Edit Image icon. 2. Using the image chooser, locate the image within the folder where it reside 3. Preview the image and set its properties (see below). 4. Click Insert. WCMS User Guide [Essentials] 29

31 Image Properties (accessed by right-clicking on the image): Image Location - This shows the directory and name of the image. Alternate Text - This text will appear when a cursor rolls over an image. This is necessary for ADA, section 508 compliance. Always complete the Alternate link text and Alternate image text. Advanced Image Properties Click on the Advanced tab to format the image. Alignment - This will align the image within the Content Editor Either Left or Right is recommended see examples on next page. WCMS User Guide [Essentials] 30

32 DEFAULT Image Alignment Examples LEFT RIGHT WCMS User Guide [Essentials] 31

33 Image Spacing Examples There may be times you would like more space between an image and the text surrounding it. In the image below, the image is right next to the text. We can add more room between them. Before Spacing After Spacing This is called Spacing and is very easy to add to your images. WCMS User Guide [Essentials] 32

34 Add Spacing Between Images and Text 1. Click the image, then the Insert/Update Image button. 2. In the Vertical Spacing box, enter a number. We recommend 5 or 10. Repeat the process for Horizontal Spacing. 3. Click Insert/Update and Submit your page to see the changes. WCMS User Guide [Essentials] 33

35 ALT Attribute for Images Basic Images If an image is a drawing or a photographic picture, make sure that the alternate text adequately describes the content of the picture in 50 characters or less. Decorative Images Decorative images are usually design element a background image, a spacer.gif, etc. These have no added meaning to the web page, so their alternate text should be empty. Images containing text When an image contains text, make the alternate text correspond to the image s text. Don t add additional text such as logo, image, photo, etc. WCMS User Guide [Essentials] 34

36 Image Editing WCMS has the ability to edit images after they have been uploaded. When the Edit tab is selected on any image, the editing toolbar appears. The image tool supports the following operations: Resize (with maintain aspect pre-selected), Rotate, Flip (horizontal/vertical), Crop, Undo, and Redo. The tool is available when editing for the following image types:.jpg.jpeg.png.bmp.gif Tip: Hold down Shift while cropping to retain a perfect square. WCMS User Guide [Essentials] 35

37 Free Image Tools There are free solutions for basic image editing that are available for both Windows and Mac. Windows: Microsoft Office 2007, 2010 includes Picture Manager a free image editing tool. You can find it by going Start > Programs > Microsoft Office > Microsoft Office Tools. Mac: Apple includes a free the image manager on all Mac systems. The program allows users to perform cropping, scaling, rotating, brightness, red-eye fixing, importing, and exporting. Look for the program icon below in Go > Applications. WCMS User Guide [Essentials] 36

38 Media Embed Button The content Editor allows for easy embedding of media on any page. The following types of media are now supported: YouTube HTML5 Audio HTML5 Video Flash Quicktime Iframe When the new window pops-up, just paste in the link to YouTube (or any video sharing website) and click Insert. 1. Click Insert/edit embedded media button 2. In the Type field, select the type of media 3. In the File/URL field, enter URL of the video page 1. For HTML 5 Video, up to three different URLs may be provided for the three prominent codecs (Ogg, H.264 and WebM) supported by the major browsers. 4. Optionally, provide desired dimensions of the media 5. Click Update button The Embed Code tab allows you to paste code for HTML5 Audio, HTML5 Video and iframe media types. WCMS User Guide [Essentials] 37

39 YouTube Media Embed Tip When using a YouTube video several methods of obtaining a link are available. Copy the link via your web browser s address bar or by using the Share link. YouTube By Default When adding a video with the Media Embed tool the media type will always default to YouTube, however other options are available via the Type drop-down menu. WCMS User Guide [Essentials] 38

40 System Tools Delete Asset The Delete function has can be found on the More tab and also in the Context Menu. Restore Asset with Recycle Bin When an asset has been deleted, it can now be recovered within 15 days from the day of deletion. Keep in mind that assets will be permanently deleted after 15 days and can t be recovered. 1. When you have deleted an asset, you can always find it on your Dashboard. WCMS User Guide [Essentials] 39

41 2. After clicking the Recycle Bin icon, select an asset then choose Restore from the menu. 3. Confirm that you wish to restore the item by clicking Submit. 4. The asset has been restored to the location from which it had been deleted. Note: The asset may need to be republished once it has been restored System Name & Move/Rename To rename or move an asset, select the Move/Rename tab. Use caution, moving and renaming can have a detrimental effect on the state of published content. Note: Before moving a published asset, contact Information Technology. It is necessary to request that Information Technology un-publish the asset first, then it may be moved using this method. WCMS User Guide [Essentials] 40

42 Live View The Live View is a handy feature for previewing the published version of a Page. This is useful for: Checking to see if the Page has been published yet Seeing the published URL of the Page Previewing the page with server side scripting enabled A new pane on the View tab called Live contains a link pointing to the location where the current of the Page is/would be published, and a frame displaying the actual content at the generated URL. The same page as it currently exists on the live server. WCMS User Guide [Essentials] 41

43 Publishing Publish a Page or Folder for Preview Changes made to your web page can be viewed on the WCMS Preview site. This is an exact representation of what your web pages will look like on the UCO website. Websites and web pages on the Preview server are not visible to anyone outside of the UCO computer network. The advantage to Preview is that you can make as many changes as needed, and preview them, before your website goes live. To see your published page or site, visit this link: To be sure you are in the right location for your web page, enter your specific website information in the address. For Information Technology, the URL would look like this: Notes: Just as with WCMS, you must be on the UCO network to view the Preview website. Page changes will not be visible until the page is published. Procedure to Publish a Page or Folder to Production Publishing to Production, publish live or going live are all terms used to indicate that a website or web page is ready to be visible to the world. When your website is complete and ready for publishing live, follow these steps. 1. Send an to support@uco.edu 2. In the subject line, enter WCMS: Publish (name of your site or page) example: WCMS Publish: University Relations website 3. In the body of the , include the web link to your site or webpage. example: Please publish our website to production: 4. Send the message. You will receive a response from Information Technology when your request has been completed. WCMS User Guide [Essentials] 42

44 Unpublish Before Rename When working on an asset that seems to be in the wrong location, or has a system name that needs to be changed, please un-publish the asset before taking any action. Otherwise the old version will always remain on the UCO website. Only when an asset is un-published will it be completely removed from In WCMS an asset: refers to any file, folder, image, block or page that is part of your site. Follow this procedure to follow to successfully move/rename a published asset: 1. Locate the asset you want to move/rename. 2. Copy (select and CTRL+C) the asset name and paste into an Send the to support@uco.edu and request that the asset be unpublished from UCO.edu 4. Once you receive and notification that your ticket has been closed, you may proceed to move/rename the asset. 5. After you move/rename the asset, publish to Staging. 6. Verify the changes by visiting then navigating to your site. 7. Note that when you move/rename an asset, it is a best practice to re-publish your entire site so all pages are refreshed with the updated location. 8. Once satisfied with your changes, send a new request to support@uco.edu and request the asset (and/or site) be published to UCO.edu. Following this procedure will ensure that outdated pages and documents are not displayed when web visitors are searching uco.edu. Note: There may be a slight delay in search web sites like Google in catching up with the change. Please allow a few days for such sites to update their links. WCMS User Guide [Essentials] 43

45 Publishing Your Website Workflow The process by which an will be sent to your Approver, notifying them of the new or edited page is known as Workflow. Once implemented, the Approver will then access the page on the WCMS and either approve and publish the updates, or you will be notified of additional edits needed. Every page must be reviewed by a second set of eyes. No one will be their own approver. Your page will not be published to until it has been submitted to Workflow and approved. NOTE: Currently workflow is not fully implemented within the WCMS. You will need to establish your own second set of eyes review and approval process within your department. For example, your supervisor may wish to review your web updates before the pages are sent to the public website. This can be accomplished by publishing the pages to the Staging (Preview) server. Then, you can send a link to your supervisor for a review of the website. Once workflow is available, you will receive notification and we will work with you to set up your processes. WCMS User Guide [Essentials] 44

46 Publishing Pages 1. To publish a page to the Preview web server, locate the page, and click the Publish tab. 2. Click Submit. 3. WCMS will display a confirmation message. WCMS User Guide [Essentials] 45

47 Publishing Folders There may be situations where an entire website, and all pages and folders need to be published. 1. In the Asset Tree, click the Folder you wish to publish. 2. Click Publish. 3. Click Submit. WCMS User Guide [Essentials] 46

48 Additional Resources WCMS Style Guide System Name Hyphenation When creating or uploading an asset, the system name (file name) should never be capitalized or have spaces/underscores. Instead, use lowercase letters and dashes. Note: WCMS will usually make this correction for you. Incorrect: Master Calendar User Manual1.pdf Correct: master-calendar-user-manual.pdf Rules of Thumb when naming a page: NO CAPS, NO_UNDERSCORES_, (NO)_$Y^^BOLS* Correct: this-is-my-page-name Incorrect: this is my page name, This Is My Page Name Use of Embedded Content From Section 2.3 of the UCO Web Presence Guidelines: Embedded Video All videos embedded into webpages, under the uco.edu domain, must use the embed code provided by the Office of University Relations' Video Services and the Office of Information Technology's Media Services in order to maintain ADA Compliance. Content Contributors who wish to embed information or media from 3rd party sites, including RSS feeds and video which may require an external link, must provide disclaimer statements and/or exit pages prior to providing the media, and will be held responsible for the intended and subsequent content of those links. Inappropriate content found on UCO-affiliated sites, services or other linked content is the responsibility of the Content Contributor to facilitate removal. Content contributed by UCO employees to UCO-affiliated websites, services, social networking mediums or videos must adhere to the terms and conditions outlined in the university's Responsible Use of Technology. WCMS User Guide [Essentials] 47

49 Section 508 Requirements This section details accessibility features that are available in WCMS. All web content, e-publications and online applications should be made available to individuals with disabilities. Screen readers can only convey information in a text format. This means that you must provide text alternatives ( alt ) for all non-text elements. From Section 2.8 of the UCO Web Guidelines: In 1998, Congress amended the Rehabilitation Act to require Federal agencies to make their electronic and information technology accessible to people with disabilities. Under Section 508 (29 U.S.C. 794d), agencies must give disabled employees and members of the public access to this technology that is comparable to the access available to others. In 2004, the State of Oklahoma enacted HB2197 (Title 62 O.S. 41.5t) which requires state agencies, including the University, to comply with Section 508. Additional information on HB2197 can be found at Note: This document is not inclusive of all Section 508 web requirements, and web account holders are responsible for verifying that their pages meet accessibility guidelines. The university's web content management system can assist with compliance of this guideline through the use of the Accessibility Checker, ALT attributes for images and Summary attributes for tables. Accessibility Checker WCMS includes an Accessibility Checker, which operates much like the spell checker and the link checker. It must be invoked manually after a page edit is committed by clicking the Submit button. If there are any elements that the WCMS deems suspect, the user is forwarded to an Accessibility Checker page listing the errors sorted by the field on the page in which they occur. The Accessibility Checker will report on common errors such as <table> elements without summary attributes as well as <img> tags without alt attributes. WCMS User Guide [Essentials] 48

50 Contact Us: Technology Support Phone: (CALL) Location: MCS Technology Resource Center Phone: Location: ADM Office of Information Technology Phone: Location: ADM WCMS User Guide [Essentials] 49