User s Guide. Version 2.1

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1 Content Management System User s Guide Version 2.1 Page 1 of 51

2 OVERVIEW CMS organizes all content in a tree hierarchy similar to folder structure in your computer. The structure is typically predefined by the webmaster and users can add and edit items. The items in the tree structure are called documents. Each document is of some document type, such as article, news, product details, etc. Each document type can contain only particular sub-documents whose types are defined by the developer. LOGIN: Log into the system with your provided username/password. ( Check the "Remember me" box so the system remembers your identity and does not require the password again. It is recommended that you use this option only if you do not share your computer with anyone else. Page 2 of 51

3 When you log in, the screen may look like this: Page 3 of 51

4 Document Actions The Content toolbar contains the following icons: The toolbar may also contain a drop-down list containing a list of languages in case multilingual support is used. In the edit mode, you will see groups of buttons on the page that allow you to create, modify or delete a particular document or display its properties. Also, while in Edit mode, you will see a toolbar above your editable region similar to that of Microsoft Word. Almost anything you can do in Word, you can do in your website. Page 4 of 51

5 Content Tree Please note: The Site module may not be available in your configuration. You will see all or some of the following buttons according to your website navigation: Page 5 of 51

6 Editing home page content Click Home in the content tree. You will see a page similar to this on the right side which has your website broken out into editable regions. When you click on an editable region, the Word toolbar will appear above. Any time you navigate through the content tree, the page you have clicked on will appear in the editable region space on the right. This page is now displayed in the editing mode with editable region. You can use the WYSIWYG editor toolbar above the editable region to change the formatting of the text. When you re finished editing, remember to save your changes! Then preview them to see how they look. You can also go to the live site to see how it will look on your website. Page 6 of 51

7 Managing Content If you click the Live Site button in the main toolbar, you will see the modified version of your page. Edit mode allows you to edit the page within the editable regions. If you click Preview mode, it will display the same content as the Live Site mode. It works as a preview mode only if you set up workflow. Then you can preview the latest modifications before they are published. Page 7 of 51

8 Creating a New Page Click Edit in the main toolbar to switch back to the editing mode. Click on a menu item (where you want to add a new page) in the content tree. Click New in the main toolbar. You will see the following dialog that allows you to select the type of document you want to create: Page 8 of 51

9 Click the Page (menu item) button. You will be redirected to the new page properties. As an example, enter System Integration or Test Page in the page name field and choose Templates with editable regions/left menu, right text template. (This depends on how your site is setup; more than likely in the Templates with editable regions, you will see a Simple Text template. Click on that.) Make sure you always Save to create the new page. The page is now created in the content tree and you can edit page content on the right. This method creates a new page based on a pre-defined page template. Page 9 of 51

10 Uploading and inserting an image Click the Files or IMAGES folder in the content tree and click New in the main toolbar. Choose to create a new file: Click Save. The image is uploaded to your server and stored in the database. This pertains to.doc/.pdf/.jpeg/.gif and all image files as well. (Documents will be stored in a Documents folder). Page 10 of 51

11 Inserting an image into an editable region Click on the page you want to edit in the content tree. Click in the Main text (editable) region and click Insert image in the WYSIWYG editor toolbar. The Image Properties dialog opens: Click Browse Server and locate your new file in the content tree (located in one of the folders): Click Paste Image. Click OK on the Image Properties dialog to insert the image into your text. Page 11 of 51

12 An example of an image insert will look like this: Click Save to save the changes. Click Live Site to see the new version of your page. Page 12 of 51

13 Creating a hyperlink To do this, click a page in the content tree and make sure you have Edit mode selected. Highlight or type in the text you want to link (in this instance as an example it is system integration ). Select the text: Page 13 of 51

14 Then click the Insert/Edit Link button in the WYSIWYG editor toolbar. The Link dialog opens: Either type in the URL of the web page you want to link to or click Browse Server. When choosing Browse Server, the document selection dialog opens. Select the page or document/image, etc. you want to link to and click OK. (If you want the new link to open in a new/separate window, click on the Target tab. In the target drop-down box, select New Window. Click OK to save changes.) Page 14 of 51

15 Select Document Link dialog box: Select the page/document/image to link to and click OK on the Link dialog to create the link. The text is now marked as a link. Remember to click SAVE on your page before viewing live or previewing. Click Save and choose the Live Site mode. Now when you click on your text link, you ll be directed to the new page. This is how you create a link between pages! Page 15 of 51

16 Content Toolbar CREATE A NEW DOCUMENT: In the Content Tree menu, click on the document under which the new document will be placed. In the toolbar click New. A New Document dialog appears. Choose type of the new document from the list. Please note that the list contains only document types that can be placed under the selected document. Click OK. Now you are redirected to the editing page of the particular item - fill in your data and submit the document, typically by clicking OK. ADDING A NEW FOLDER: In the Content Tree menu, click on the root directory of the Content Tree. In the toolbar click New. A New...dialog appears. Click on Folder. Enter the folder name and click Save or Save and create another. Page 16 of 51

17 DELETE A DOCUMENT: In the Content section click on the document you want to delete. In the toolbar click Delete. Confirm deletion of the document. Please note that all sub-documents will be deleted as well. Please note: You will be able to destroy document. The document will be deleted including its history and it won't be possible to restore it. Page 17 of 51

18 COPY A DOCUMENT: In the Content section click on the document/folder(s) you want to copy. In the toolbar click Copy. A Select target location box will appear. Click in the content tree where you want to copy the document/folder(s) TO. Click Copy Document. The document/folder including sub-documents/sub-folders will be copied to the specified place. Page 18 of 51

19 MOVE AN EXISTING DOCUMENT: In the Content section click on the document/folder(s) you want to move. In the toolbar click Move. A Select target location box will appear. Click in the content tree where you want to move the document/folder(s) TO. Click Move Document. The document including sub-documents will be moved to the specified place. Page 19 of 51

20 MOVING THE PLACEMENT OF A MENU ITEM IN THE NAVIGATION/CONTENT TREE: In the Content tree section click on the document/folder(s) you want to move to a new area in the navigation of the website. In the toolbar, click UP/DOWN arrow (green). Continue to click the green UP/DOWN arrow to move the menu item to where you want it to be. Page 20 of 51

21 Creating a News Item Now you will learn how to create a news item. Click Edit in the main toolbar. Click News in the content tree and click New. Choose to create a new document - News. You are redirected to the form that allows you to define news item sections: title, release date, summary, full text and publish from and to dates. Enter the following text: News title: My first news Release date: Click the calendar icon, click Now and click OK. News summary: Some summary text. News text: Some news text. Click Save to save the new News Item. Page 21 of 51

22 As you can see, the editing mode is now set to Form instead of Page. It means you do not edit the editable regions on the page, but you edit the structured data related to the document. The Form tab is used for editing the data related to the document. The document fields are fully customizable for every document type. When you click Live site, you will see the news item displayed using a pre-defined transformation in both News and News -> My first news page: You have learned how to add a news item and how to use the editing form for structured documents. Page 22 of 51

23 Edit Document Properties - FORM TAB This area is where you can change the document/menu name and also give it a publish from and to date. Type the new name in the Document name field. Click on the calendar next to the Publish from/publish To areas and choose a date. Page 23 of 51

24 Edit Document Properties PROPERTIES TAB In Edit Mode click on the document whose properties you want to edit. In the toolbar click Properties. Now you can see the following fields: Document Properties Fields - GENERAL Page 24 of 51

25 Field Name Document Alias Document URL Path Type Created by: Created: Last Modified by: Last Modified: Node ID: Alias Path Name Path Live URL: Description Document Name. URL of the document without extension Document type. Username of person who created the document. Date and time the document was created. Name of the user who last modified the document. Date and time the document was last modified. Path of the document made of IDs. Path of the document made of aliases. Classic document path made of names. Live URL of the document. Page 25 of 51

26 Document Properties Fields TEMPLATE Field Name Template: Inherit Content: Description Template used for that particular page. This is where you can change chosen templates. Templates can inherit properties of other templates (master s). Page 26 of 51

27 Document Properties Fields METADATA Field Name Page title: Page description: Page keywords: CSS stylesheet: Description Place a page title in this area for SEO. Insert a brief description of page. Insert keywords for the page to help in SEO. Choose style sheet type from a drop-down menu. Page 27 of 51

28 Document Properties Fields MENU This is the area where you can hide/show your page in the navigation menu or in the sitemap areas. You can also change the action of your menu as well (i.e., make it an inactive menu item/redirect to another URL, etc.). Page 28 of 51

29 Edit Document Properties - PRODUCT TAB Page 29 of 51

30 Searching Content 1. In the Content section, in the toolbar click Search. The search dialog is displayed. 2. Enter searched words and set up search parameters, click Go to see the search results. Field Name Compulsory Description Search for Yes Word(s) you want to search for. Search Mode Yes Any Word - all documents that contain any of the specified words will be returned. All Words - only documents that contain all of the specified words will be returned. Exact Phrase - only documents that contain exact phrase (including spaces between words) will be returned. Search Scope Yes All Content - all documents will be searched. Only This Section - only the current document and all underlying documents will be searched. Page 30 of 51

31 Managing Users and Roles DEFAULT USERS/ROLES: Resource Names CMS Administration Permission Names Create Delete Modify CMS Content Read Check In any Document Create Delete Destroy Unfold Tree Modify Read Manage Workflow CMS Files Modify Permissions Create Delete Modify CMS Meta Designer Read Create Delete Modify Read Page 31 of 51

32 DEFAULT DOCUMENT TEMPLATES AND REALATED PERMISSIONS: All document templates recognize the following permission names: Create Delete Destroy Modify Read Modify Permissions DEFAULT ROLES: Role CMS Administrators Description Administrators are allowed to: manage content manage all files manage roles, users and permission matrixes read Meta Designer settings CMS Developers Developers are allowed to: explore content read administration settings manage all Meta Designer settings CMS Editors Editors are allowed to: manage all content read files CMS File Editors File Editors are allowed to: manage files Page 32 of 51

33 DEFAULT PERMISSION MATRIXES: CMS Administration CMS Content CMS Files CMS Meta Designer Page 33 of 51

34 You can easily manage users and roles in the Administration tab of the CMS Desk, in sections Users and Roles. Every user can be member of any number of roles. You can define your own roles and define their permissions. Document-Level Permissions Choose the document in the tree view of the Content Tree and click the Properties tab in the main toolbar. Select the Security tab on the left side menu. Now you can see the list of users and roles. When you select some user or role, their permissions are displayed in the right part of the dialog. Add a additional user or role to this list using the Add button and set up their permissions. Click OK to save changes. Page 34 of 51

35 Document Permissions This dialog allows users to set document-level permissions. These permissions add up with global permissions (for CMS Content Module and specific document types) as denoted in the Administration module. See Administration Overview. The user is allowed to read, modify, etc., a given document if at least one of the following conditions is fulfilled: 1) The user is a member of at least one of the roles that were granted global permissions for the CMS Content module in the Administration module. 2) The user is a member of at least one of the roles that were granted with global permissions for appropriate document type, (such as Article), in the Administration module. 3) The user, or one of the roles the user is member of, was granted with document-level allow permission for a given document. 4) The user or one of the roles the user is a member of were NOT granted with document level deny permission for the given document. Please note: The Deny permission on the document level does not override the global permissions. Adding and Removing Users and Roles Users can add or remove users and roles using the Add and Remove buttons. If the user or role is inherited from the parent document, it cannot be removed in the child document. Setting permissions 1) Click on the user or role in the list. The current permissions will be displayed in the Permissions section. 2) Permission can now be allowed or denied for the selected user or role. The Full Control checkbox checks or un-checks all boxes in the column. Full Control is not actually a real permission. Please note: The inherited permissions are disabled and cannot be modified. Only permission on the child document can be denied (if it is not yet denied at the parent document). If the inherited permissions must be changed completely, the inheritance may need to be broken. (See below.) 3) Click OK to save changes made in the Permissions section. Page 35 of 51

36 Standard Document-Level Permissions Users and roles can be assigned with the following permissions: READ MODIFY CREATE DELETE DESTROY BROWSE TREE MODIFY PERMISSIONS Allows users to read a document and its history. Allows users to modify, check out, check in and submit to approval of the document. Allows users to create child documents under the current document. Allows users to delete the current document. Allows users to destroy the current document. Allows users to unfold selected document and list its direct child documents. Allows users to modify permissions for the current document. Permission Inheritance Permission inheritance allows users to inherit permissions from the parent document(s). The inherited permissions cannot be modified (if they re already checked on the parent document). However, users can override the inherited permissions by adding new permissions or denying inherited permissions. New users or roles can be added to the inherited permissions (of the child document). Breaking Permission Inheritance If significant changes to the inherited permissions of the child document are necessary, the permission inheritance may need to be broken. This can be done by clicking on the Change permission inheritance link and choosing one of the following options: 1) Break inheritance and copy parent permissions the inheritance will be broken and the selected document will have its own copy of the parent permissions. 2) Break inheritance and remove parent permissions the inheritance will be broken and the selected document will not have any permission assigned. Restoring Permission Inheritance If the permission inheritance has been broken previously, it can be restored by clicking the Change permission inheritance link and choosing the Restore inheritance to parent document permissions option. In this case, the permissions of the current document will be combined with permissions of the parent document. Page 36 of 51

37 Workflow and Versioning Overview This chapter summarizes workflow and versioning function and provides an overview of all rules that are applicable to them. Versioning and Content Locking (Check-in, Check-out) Versioning ensures that all versions of the document are stored in the document history. Every version has a version number, (1.0, 1.1, 2.1, 2.1b, etc.), that can be changed by the user who creates/updates the document. The versioning process is tightly joined with content locking (Check-in and Check-out). The new version is always stored in the version history when the document is checked in. CREATE A NEW DOCUMENT A new version record is created. The document is checked out automatically by the user. SAVE THE NEW DOCUMENT The new version record is updated. CHECK IN THE NEW DOCUMENT MODIFY THE DOCUMENT SAVE THE CHECKED OUT DOCUMENT CHECK IN THE DOCUMENT A version number is specified, with the option to add comments. The user checks out the document, with the option to add comments. A new version record is created. The user updates the new version record. The user checks in the document and specifies a version number, with the option to add comments. When a document is checked-out, only the following users can check it in: 1) The user who checked out the document. 2) The users with permission to Check-In Any Document for the Content module. The document can be modified only by user who checked it out. The user who checked out the document can also choose to revert to the previous version. Page 37 of 51

38 Workflow Workflow allows the user to specify a linear document life-cycle and rules for approval. For example: 1) User creates a new document; the first step is always Edit. 2) User completes changes to the document and checks in the document. It can then be checked out and in within one workflow step as necessary. The document must be checked in before it is sent to the next workflow step. 3) The second step of the workflow may be, (for example), Graphic Design. At this step, the web designer inspects the design of the document and makes any changes necessary. Again, the designer must check out the document to make changes and check in the document before sending it to the next step. 4) The third step of the workflow, (for example), is Final Approval. At this step, the content manager, (or web director), inspects both content and design and approves it for publishing (sends the document to the final step of the workflow). 5) The last step of the workflow is always Published. In this step, the document is ready to be published; however, it may not be published immediately if publication has been scheduled for a future date/time, (using the Content Scheduling feature). In every step, the only users who can check out the document, modify it, and check it in are those who can approve/reject it in the given step. Rejection The user (role members) who is allowed to approve documents in a particular workflow step and send it to the next step, but also reject it and send it to the previous step. Rollback The rollback feature allows the user to choose an earlier document version to be used as the current version. In this scenario, the chosen version is placed at the top of the document version history list. Rollback can only be done if the document is not checked out. Workflow and Permissions A document that is in this particular step of the workflow can be modified only by users (roles) who have both permissions for editing it and permissions to approve/reject it in the given step. There are, however, two exceptions: 1) Documents in the Edit step can be modified by all users with modify permissions. 2) Documents in the Published step can be modified by all users with modify permissions for it. Page 38 of 51

39 There is a special permission to Manage Workflow. Users with this permission can approve/reject all documents in any step; however, this permission itself does not allow users to modify content. Workflow Notification When a user approves or rejects a document, notification s may be sent. 1) In the case of Approval, the is sent to all users who can approve documents in the following step. 2) In case of Rejection, the is sent to the user who last approved the document (in the previous workflow step). See also: Check-in, Check-out; Document History; Publish/Approve Page 39 of 51

40 Check in, Check out Check-in and check-out allow the user to lock a document for editing. It ensures that no other user can edit document simultaneously. It is tightly connected to Versioning and Workflow. If the document is checked out by another user, it cannot be edited by anyone else at that time. After the user who has the document checked out finishes editing it to their specifications, it must be checked in so that other users can work with it or so that it can be approved in the workflow and moved to the next workflow step. Each time a user checks out a document, a comment can be added to indicate the reason it is being edited. When the document is checked in, both the version comment as well as version number (1.0, 1.1, A1.2b, etc.) is modified. See also: Workflow and Versioning Overview; Document History; Publish/Approve Page 40 of 51

41 Document History This listing shows all versions of the selected document. Users can view each version (button) or roll - back the document to the selected earlier version (button). A description of the columns is as follows: MODIFIED MODIFIED BY VERSION COMMENT Date and time the version was last modified. Name of the user who last modified the version. Version number. Version comment. PUBLISH FROM Date and time when the document is to be published. indicates immediate publishing is requested. PUBLISH TO PUBLISHED FROM An empty value Date and time in which the published document (version) should expires. An empty value indicates no expiration date for the document. Date and time when the document was actually published. PUBLISHED TO Date and time when the document actually expired. See also: Workflow and Versioning Overview; Check-in, Check-out; Publish/Approve Page 41 of 51

42 Publish/Approve This dialog allows the user to publish a document in the workflow process. Documents can either be approved or rejected. Approve When a document is approved, it is moved to the next workflow step. Reject When a document is rejected, it is moved back to the previous workflow step. Permissions In order to approve or reject a document, the user must have Modify permissions for it and be a member of one of the roles allowed to approve/reject documents in this workflow step. The Manage Workflow permission, which is usually granted only to administrators, also allows a user to approve or reject a document. s and comments s with your comment may be sent in the following scenarios: 1) When the document is approved, an is sent to all users who are allowed to approve the document in the next step. 2) When the document is rejected, an is sent to the user who last approved the document (in the previous step). Even if an is not sent, the comment is saved to the workflow history displayed at the bottom of the page. Special workflow steps - Edit and Published There are two special (default) workflow steps: 1) Edit: This step is always first and allows all users with Modify permission to update the document. It is also the first step after creating a new document. Any user with Modify permission can approve the document and send it to the next workflow step. Page 42 of 51

43 2) Published: This step is always last indicates that the latest version of the document has been approved and published. Users cannot approve or reject the document in this step; however, users with Modify permission, can check out the document and edit it. This action moves the document to the Edit step automatically. See also: Workflow and Versioning Overview; Check-in, Check-out; Document History Page 43 of 51

44 Tools Tools Overview The Tools section contains extending modules for Sedona Technologies CMS. Please note that some of the modules described here may or may not be available for installation, according to the license purchased and the configuration of Sedona Technologies CMS desk. Page 44 of 51

45 BizForms Sedona Technologies BizForms module allows content editors to create and publish web forms on the web site without any programming knowledge. The captured data is stored in a database and may be sent to a specified address. The reports may also be displayed and data exported to a Microsoft Excel document. Defining a Form Users can easily define a new form by clicking New Form on the Available forms dialog. The following values may then be entered: Field Description Sample value Form Display Name Name of the form that will be Order Form displayed to users. Form Code Name Code name of the form that will OrderForm be used by developers. It's recommended that you enter a value that doesn't contain any spaces, special characters or extended characters. Table Name Name of the database table that will be used to store entered data. Typically, this value can be same as the code name. OrderForm Click OK. Page 45 of 51

46 Defining a Form You then enter the required data in the fields. Enter the following values and click OK : Field Description Sample value Send form data to Indicates if entered data should be sent to specified address. If you choose this option, you need to specify the FROM and TO addresses. Display Text Text that should be displayed Thank you for your order. after the form is submitted. Redirect to URL URL to which the user will be /ThankYouPage.html redirected after he/she submits the form. Clear Form Indicates that the form should be cleared after user submits it, so that he/she can enter new Page 46 of 51

47 Continue Editing Submit button text values. Indicates that the user should be able to continue editing the values and update them. A field where specific text can be entered for the Submit button. Send After you create a new form, you can define the form fields. Click the Form tab, and the green plus sign to add a field, and enter the values: Page 47 of 51

48 Field Description Sample value Column Name Name of the field that will be First Name displayed in the form. Show on public form Check this box if you want it to be shown. Field Caption Code name of the field. It can FirstName be used by developers and it also specifies the name of the database table. You shouldn't use spaces, special characters or extended characters. Field Type Type of the field. It specifies the data type as well as the way the field is displayed in the form. Select from a drop down menu. Maximum Length Maximum length of the text 40 string (applies only to textbox, text area and WYSIWYG editor). Allow Empty Indicates if the value can be empty. (Unchecked if they MUST enter something for this field). Default Value Default value of the field. Continue to add (plus sign) fields to your form until you have your form completed. The values you enter will be stored in the database and optionally sent via . DISPLAYING ENTERED DATA: Go to the Tools -> BizForms section and click the View Data icon for particular form. It will show you the entered values. You can edit the values, delete them or view them. Click on the Data tab and Select Displayed Fields link to choose columns that should be displayed in the table. You can also export data to Excel. Please note: the export to Excel doesn't keep images or any other external objects - it exports only the text data. Page 48 of 51

49 INSERTING A BIZFORM INTO YOUR WEBSITE PAGE: When you are finished with building your form, click on the Content tab to go back to your editable pages. Click on the page you want to insert your bizform into, and click the insert bizform icon A list of bizforms created will pop up. Click the form you want to insert; a bizform code will be inserted on to your page. Save your page and click Live Site to view your form. Page 49 of 51

50 E-COMMERCE OVERVIEW The E-commerce module allows you to integrate a shopping cart into your web site and manage clients and their orders. Contact Sedonatek at or for assistance in setting up your e-commerce pages. The e-commerce module allows users to integrate a shopping cart into the web site and manage both clients and orders. The management interface of the e-commerce module in Sedona Technologies CMS Desk -> Tools -> e-commerce. Orders Orders can be managed in Sedona Technologies CMS Desk -> Tools -> e-commerce. Select Orders in the menu. In the list of orders, use the Edit button, Delete button,. In the Status drop-down menu select the status of the order. When an order is edited, either set a new status of the order or modify the order details and order items. Page 50 of 51

51 Support All support issues should be submitted to Sedona Technologies via website, , or phone. 1. Website Phone Once the issue has been submitted, the customer will be contacted by a Sedona Technologies support engineer to give an estimated duration for resolution and proposed course of action for that issue. Creation of an issue constitutes authorization for execution on that issue and no further authorization will be required by the customer. Support coverage 8:00 a.m. to 5:00 p.m. Central Time Click "Submit a Ticket". 2. Check which department you are submitting a ticket for; click "Next". 3. Enter your: Full Name/Your address/priority level. 4. Enter Subject/Message Details - describe in DETAIL problem or issue you are seeking support for. 5. As you enter your message details, a "Knowledgebase Suggestion" area will appear where you can seek possible answers to your questions before submitting a ticket. 6. If you are wanting to upload a file, please do so in the "Upload File" area. 7. CC any other recipients in the "Recipients" area. 8. Click "Submit". 9. You will receive ticket submission confirmation (to your as well). One of our support personnel will get back to you with more information shortly. Creation of an issue constitutes authorization for execution on that issue and no further authorization will be required by the customer. Any support items outside of the original contract will be billed on a t/m $75/hour (minimum of 30 min). Network support will be billed on a t/m $85/hour. Page 51 of 51

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