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Content editing in the Content Management System

Content editing in the Content Management System. Training Course IT103. In this course. Introduction to the Content Management System (CMS) Creating and editing text content in the CMS Uploading and using images Uploading and using documents (PDF, Word, etc.) Reviewing content.

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Content editing in the Content Management System

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  1. Content editing in the Content Management System Training Course IT103

  2. In this course Introduction to the Content Management System (CMS) Creating and editing text content in the CMS Uploading and using images Uploading and using documents (PDF, Word, etc.) Reviewing content

  3. Introduction to the CMS http://www.dur.ac.uk/its/web/cms/

  4. The Content Management System Developed by the University in 2003, and used for a few websites (ITS, Wolfson Research Institute, Applied Social Sciences) in a trial phase. Expanded to cover central outward-facing University pages, departments and colleges, in 2004 and 2005, as part of a project to give the University website a new look. University policy is that all official web pages should be provided through the CMS. New CMS features are released every few months.

  5. The CMS and the live website Content in the CMS is published to the live website daily. A page on the live website at http://www.dur.ac.uk/example/page/has a counterpart in the CMS at http://cms.dur.ac.uk/example/page/ To view and edit CMS pages you will need to log in with your ITS username and password. In this course, training pages are at http://cms.dur.ac.uk/cms.training/username/

  6. Structure of the CMS

  7. Four levels of CMS Permissions • Site Administrator (several other courses) • Manages a site or a large part of a site. Can use all CMS features and can delegate permissions to others. • Page Administrator (IT104) • Generally manages a small part of a site. Can make new pages and add content to them, and can delegate some permissions to others. • Content Approver (this course) • Manages the content of a usually small set of pages. • Content Maintainer • Makes suggestions for updates to content which must be approved by another user.

  8. CMS modes • Final Preview Mode • In this mode, the page in the CMS will look exactly (apart from the red bar) as it will on the live site. • Site Editing Mode • This mode adds many green links to the CMS page. These links allow you to edit the page content, and make other changes if your permissions are sufficient. • Amended Preview Mode • If changes have been suggested by a Content Maintainer, this mode shows how the page would look if those changes were accepted.

  9. Adding and editing text content Guide 180, sections 2.2, 2.3.1 and 2.10

  10. Text content There are many different types of content in the CMS, for display of specialised information such as news items, staff lists, FAQs, image galleries, and so on. Text content allows the addition of free-form web page text, including headings, lists, tables, and links, and unsurprisingly makes up the vast majority of the content in the CMS.

  11. Adding content items An “Add new content item” link appears near the bottom of every CMS page for which you have editing permissions. Using it takes you to a list of available content types (varies with your permissions) Choose ‘Text content’ near the top to add text content.

  12. Editing Text content Text content has a graphical editor, which allows you to edit the text of the page, add headings, lists, tables, links, and other common features. You can copy and paste content from other programs or web pages. If you copy and paste from Word, make sure that you use the special “paste from Word” button to do so, or you may have problems with formatting. The appearance in the editor should be reasonably similar to the appearance on the page. Section 2.10 of Guide 180 has more details

  13. Content settings Once the content is as it should be, use the Alter Content button. This gets to a ‘meta data’ form. The options on this form will be explained later, in the “Content Review” part of the course. For now, it’s okay to leave all these options as they are.

  14. Editing existing content Every piece of content that you have permission to edit will have a set of green links below it. The Edit link takes you back to the graphical editor for text content to make further changes. The other links below the content will be explained later. Text content (but not other content) stores the previous versions of the content, and these can be viewed and restored.

  15. Exercise 1 Go to your CMS training pagehttp://cms.dur.ac.uk/cms.training/username/ Add a text content item to the page. Some example content is available on the separate worksheet that includes many of the types of text that can be added. Edit the text content and delete the last paragraph. Restore the last paragraph using the previous versions feature.

  16. Moving and removing content Content added to the page appears at the bottom of the page. It can be moved up and down the page, and quickly to the start and end of the page, using the arrows. There is no quick way to get to the middle of a long page, so on complex pages it is usually best to add the content in the order it should appear. Content can also be removed. This cannot usually be reversed.

  17. Uploading images and adding them to content Guide 180, sections 2.7 and 5

  18. Adding an image to content Use the ‘add image’ link. Select an image or browse the categories, and use ‘Use this image’ Can select various display properties. If the image is important to understanding the page, rather than being solely decorative, enter some “Alternative Text”: this is a short piece of text that could adequately replace the image if necessary.

  19. Uploading images Use the ‘add image’ link as before. Use the ‘Upload a new image to this category’ link after browsing to the correct category. Select a file from your local computer. Images should be in JPEG (photographs) or PNG (other graphics) format, and saved “for the web”. The file size should be below 20k for almost all images, and smaller if possible.

  20. Editing and removing images Images attached to content can be edited (moved and re-captioned) and removed from the content. There can only be one image for each piece of content, which may provide a good reason to break content up into sections.

  21. Exercise 2 Add an image to the content on your page. There are many images already in the cms.training category and its sub-categories that you can use, or you could upload one of your own. Place the image to the right of the content, and give it a suitable caption. Edit the image to move it to the left of the content.

  22. Image Management System The University has an image management system that contains many photographs related to the University and its activities. Search for ‘Image Management System’ on the University web pages to get a page with information about the system, and links to the system and its user guide. The Communications Office can answer any questions you have about this system.

  23. Adding documents to content Guide 180, Sections 2.8 and 5

  24. Documents and resources The CMS allows the upload of various document files, including PDFs, Office documents, and other formats. These files can be attached to content on the web pages, and downloaded by users of the site. Use the “Resources” link on a content item to start. The Resources system is similar to the images system. Resources are stored in categories, and can be attached to particular content items.

  25. Attaching resources Find the resources by browsing the categories (or upload a new resource), and change the radio buttons for that resource to “Attached to content”. The “Update resources used in this content” button saves the settings. You can manage and re-order all the currently attached resources with the link at the top. This is useful when the attached resources are from several categories. Resources appear in a list below the content item. The description is important.

  26. Exercise 3 Attach 3 or 4 resources from the cms.training categories to your content item. Re-order the resources so that the most important resources are first.

  27. The content review process Guide 180, section 2.4

  28. Content Review Content on the website needs regular review to ensure that it is kept up-to-date. Generally, when content is added to the CMS, it is assumed to need annual review. You can set other review times if you need to. Every Monday you will get an email if you have any content that needs reviewing. A check for broken links runs every week. If broken links are found, then the content containing them is automatically marked for immediate review.

  29. Review settings Review settings are in the content meta-data. This is visible immediately after making a change, or can be reached separately with the ‘meta data’ link. Set the ‘Reviewer’ (by default, the creator), the Review Policy, and the Review Date. You can also change the ‘start’ and ‘end’ dates for the content display (useful for scheduling future publication of time-limited content), and modify the way resources are displayed. The Notes field will be used by the broken links check to provide more information.

  30. Review emails Make sure that if you don’t look after a piece of content any more, you have related permissions removed. Make sure that the ‘reviewer’ is set to the person with primary responsibility for editing that content.

  31. Other types of content Guide 180, section 2.3

  32. Other content types • Quotations • A way for quotations to be placed prominently in a page, perhaps including decorative quote marks and images • Highlighted links • A way to highlight links for ‘further reading’ and other related topics as a part of the text of the page • Linked Content • Linked content is a way to draw in content from elsewhere in the CMS and re-use it so that it automatically updates itself. You can also – if you have sufficient permissions – take a copy of the content to make local changes.

  33. Exercise 4 Use the “Highlighted Link” content type to add a link to the CMS information page at http://www.dur.ac.uk/its/web/cms/ Use linked content to add the “latest version” information from http://www.dur.ac.uk/its/web/cms/versions/latest/ to your page.

  34. Further information

  35. Further information All CMS users are automatically added to a mailing list. Announcements of changes to the CMS and training courses are made here. Guide 180 covers the basics of CMS editing. Guide 184 covers more details for Site Administrators Other courses: IT104, IT105, IT108, IT109, IT110 and IT111 cover various aspects of CMS use. Not all courses will be scheduled every time. Contact the IT Service Desk with questions, feature requests, etc.

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