DIT Web Content Management System

Transcription

1 Dublin Institute of Technology DIT Web Content Management System Enhancing your web pages Web CMS Advanced Terminal Four - Site Manager

2 2 DIT Web CMS User Guide Niall Dixon IT Training Manager Information Services Dublin Institute of Technology 143 Rathmines Road Dublin Dublin Institute of Technology, Information Services No part of this manual may be reproduced without permission from the author.

3 DIT Web CMS User Guide 3 Table of Contents Introduction... 4 Applying for a User Login... 4 Where can I find Web CMS?... 4 Change Password... 5 Security feature... 5 Some recapping from the Standard course:... 6 The User Interface... 6 Web CMS features... 7 Templates... 7 Terminal Four Extranet Resources... 8 Advanced Sections features... 8 Subsections... 8 Advanced Table features... 8 Table Attributes... 8 Creating a section Link... 8 Advanced Media Library features... 9 How to have two versions of the same files in the Media Library... 9 Adding multiplies files to the Media Library... 9 Embedding HTML Code from YouTube, Google Calendar and others Anchors DIT Web Content Management System application form... 13

4 Introduction Site Manager is a Web Content Management System (CMS) developed by Terminal Four, which facilitates management of Internet content (text, documents, images, animations, videos, downloadable files etc.) Site Manager allows you to: Input your own web content without help from specialist IT staff and without specialist knowledge of high end web design software such as Dreamweaver. Control the publication dates of content with go live and expiry dates. One piece of content can be shared between multiple DIT web pages. Applying for a User Login A User Account application form is available at the end of this User Guide, if required. It is a requirement that you attend a DIT Web CMS training course before a user account will be allocated. Also, you must have attended the Web CMS Standard Course before attempting the advanced course. Where can I find Web CMS? As you are most likely already using Site Manager you probably have bookmarked the login url in your browser. In case you are not sure the link to the system ( Web [CMS] ) can be found on the IS Support Home Page: There are a number of levels of user roles in DIT Web CMS including; Contributor, Moderator and Administrator. Most users will be Moderators and your login name will be your six digit staff number.

5 DIT Web CMS User Guide 5 Change Password If you are still using the default password that was given to you before your first login, then it is strongly recommended to change to a more secure password. Follow these steps to change your password: 1. Start WebCMS (go to and click Web [CMS]). 2. Click on your staff number in the top right hand corner of the screen. 3. Click on the box below your user name and enter a new password. 4. Repeat step 3 in the next box to confirm. 5. Finally click on the Update button. Security feature If your session is inactive for 20 minutes the system will log you out, so be careful to update/save changes as you go.

6 6 DIT Web CMS User Guide Some recapping from the Standard course: The User Interface The components of the DIT Web CMS Site Manager interface are explained below. Figure 1 - Site Manager Home Screen 1. The t 4 Logo Always click here to get to the home screen i.e. Site Structure [Do Not Use the Back and Forward buttons in your browser]. 2. Screen Font Size/Language/Dashboard/User ID/Logout. a. Change Screen Font size for ease of reading b. Change language (English/Gaeilge only) c. Dashboard: add/remove gadgets from right hand side of screen. d. User ID change password and other customisable options. e. Logout always log out when finished (rather than closing the browser). 3. Content/Rights & Roles/Help.

7 DIT Web CMS User Guide 7 a. Use the content menu to ONLY Access the Media Library and Approve Content. Do Not Use this tab to do anything else. b. Rights & Roles Doesn t do anything please avoid. c. Help Provide version number/access to Terminal Four s Extranet/Report an error and Submit suggestions for further releases of the software. 4. Site Structure The area of the DIT Website (Internet, Intranet or both) that you have access to will be presented in a hierarchical folder type structure similar to that of files and folders on a PC. Each section has a folder icon to the left this will either be in Yellow or Gray depending on its visibility. If a sub section has further sub sections a plus (+) sign will appear also. 5. Content Status (traffic lights) - a. Green = Content which is approved for publication b. Orange = Content waiting to be approved for publication c. Red = Inactive (deleted) content currently within the Recycle Bin waiting to be purged from the system by the web administrator Web CMS features Templates Site Manager enables you to enter text content directly by using Text Editor. You can also copy and paste HTML directly into this editor. Templates are used to make it easy to add content and to ensure consistency in terms of site layout appearance. Templates are determined by the Administrator and consist of two main properties elements and formatting. Elements are fields that the user must complete e.g. content name. Formatting for the template dictates how content is displayed when published e.g. Bold, Right Aligned etc. There are many predefined templates available (scroll to bottom of: to see a full list of templates used in DIT. If you are familiar with HTML, there is template entitled Global Code which allows you to copy plain (non dependant) html into the CMS.

8 8 DIT Web CMS User Guide Terminal Four Extranet Resources Click on the section Advanced Sections features Click on the section that you want to modify in the site structure: Subsections From the subsections tab you can re-order the sections by using the move up and down buttons. You can also add a subsection from the Add Subsection button. Remember to click on save changes when done. Advanced Table features Tables cannot be copied from a word processing application and added as content in the same way as text. Tables must be recreated in the text editor. Tables should only be used for tabular data and not to lay out page content. Table Attributes 1. In table. Creating a section Link

9 DIT Web CMS User Guide Scroll to bottom of page and click APPROVE button Advanced Media Library features All types of media content must be added to the Media Library before it can be added to a section and published on the DIT site. This means that images and documents can be shared by multiple users, and if a document or image is updated at any point, all instances of the media item are automatically updated across the DIT website. Images, PDF, MS Office documents, sound and video files, etc. must be added to the Media Library before they are added to content. The maximum file size for a media item is currently 15mb. Regarding the names of files in the Media Library in the CMS, please refrain from using non-alphanumeric characters, such as á, é, à, à, è, ì, ò, ù, ą ę į ų Ą Ę Į Ų, etc. Filenames should consist of characters a-z and 0-9 only. Incorrect: Seán s paper.pdf Correct: seanspaper.pdf This applies only to files in the Media Library (e.g. Word, PDF, Excel documents); it is fine to use accents, graves, fadas, etc., in section and content names Images should not be copied and pasted from another application into DIT Web CMS. Images should be uploaded to the Media Library in a web-ready format i.e. a size that is appropriate for viewing on a web page. By default, images will not have a border when viewed online, except where the image is a link. How to have two versions of the same files in the Media Library 1. Use the Add Variant button to create a different size of an existing image file. Adding multiplies files to the Media Library There is a limit on the size of files that you can upload to the Media Library using the Media Loader. Currently this limit is 52Mb in total with a limit of 15Mb on each individual file. 1. Open Media Loader in a new tab (put medialoader at the end of the normal url: a. Change: b. To: c. The only difference being the end part of the url

10 10 DIT Web CMS User Guide 2. Files on your PC must already be of the same format (you cannot mix image files and pdfs for instance) 3. They must also be compressed into a zipped file (on your PC - select files (use ctrl key to select files not adjacent), then right click, send to, Compressed (Zipped) folder) 4. Browse to the zipped file 5. Select the Media format type (Adobe PDF, Image, MS Document etc.) 6. Select the destination and then hit the submit button.

11 DIT Web CMS User Guide 11 Embedding HTML Code from YouTube, Google Calendar and others Simply go to the required web site and look for the embed option (usually found after clicking a Share button). Then locate the html code and copy this to a new piece of content in Site Manager using the Code template. Anchors You can use Anchors to create links within a single page. You might use them to create a table of contents at the top of a page. They are akin to bookmarks in MS Word. The points in the page where you want to link to are the anchor points, so firstly you need to mark these points first with a name and then at the top of the page you create text which are the links to the Anchor points. Follow the steps below to insert Anchors in a page and link to those Anchors. (They only work in a single piece of content you cannot have anchors that span across multiple separate pieces of content) Creating (marking) the Anchor points 1. Click at the point in the content as the destination point and ensure the cursor is flashing away. 2. Click the Anchor icon on the toolbar in the editor 3. Give the Anchor a name and click Insert (depending on which browser you are using a tiny anchor image appears) 4. Repeat the steps above for each anchor Creating the link to the Anchor points 5. When you have marked the required points in the content the you need to set about creating the links at the top of the page 6. Type in the text for each of the anchor points and create the links as follows: 7. Highlight the text, then click on the insert link icon (chain) in the toolbar of the editor 8. In the Anchor drop down, select the Anchor name and click Insert

12 12 DIT Web CMS User Guide 9. Typically at the end of a block of text you will then put a back to top message and you will create this as a link to go back to the top of the page to do this simply create an anchor at the top and call it something like Topofpage (you cannot use the word Top as it is reserved), then for each back to top message throughout your content simply highlight the full text(back to top) and follow step 8 to complete the link to the top of the page.

13 DIT Web CMS User Guide 13 DIT Web Content Management System application form Please complete and submit to the Public Relations Office Room 5.039, DIT Aungier Street. First Name: Surname: Staff number: address: Contact phone number: College/Department: Location/Contact address: Your role: Contributor Moderator Pages of the DIT website for which editing rights are requested : 1) 2) 3) Section head name: Section head signature: Date: