CMS400 usermanual

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Ekt ron CMS400.NET User Manua

Version 7.6, Revision

Ektron In

542 Amherst S

Nashua, NH 0306

Tel: +1 603-594-024Fax: +1 603-594-025

Email: [email protected]

http://www.ektron.co
http://www.ektron.com/http://www.ektron.com/


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To learn whats new in this release, see

http://dev.ektron.com/cms400releasenotes.aspx

Copyright May 2009 Ektron, Inc. All rights reserved.

EKTRON is a registered trademark of Ektron, Inc.

Version 7.6, Revision 5

For updated versions of this manual, please visit:http://www.ektron.com/web-content-management-solutions.aspx?id=4020
http://dev.ektron.com/cms400releasenotes.aspxhttp://www.ektron.com/web-content-management-solutions.aspx?id=4020http://dev.ektron.com/cms400releasenotes.aspxhttp://www.ektron.com/web-content-management-solutions.aspx?id=4020


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EKTRON, INC. SOFTWARE LICENSE AGREEMENT

** READ THIS BEFORE LOADING SOFTWARE**

YOUR RIGHT TO USE THE PRODUCT DELIVERED IS SUBJ ECT TO THE TERMS AND CONDITIONS SET OUT IN THISLICENSE AGREEMENT. USING THIS PRODUCT SIGNIFIES YOUR AGREEMENT TO THESE TERMS. IF YOU DO NOTAGREE TO THIS SOFTWARE LICENSE AGREEMENT, DO NOT DOWNLOAD.

CUSTOMER should carefully read the following terms and conditions before using the software program(s) contained herein(the Software). Downloading and/or using the Software or copying the Software onto CUSTOMERS computer hard drive

indicates CUSTOMERS acceptance of these terms and conditions. If CUSTOMER does not agree with the terms of thisagreement, CUSTOMER should not download.

Ektron, Inc. (Ektron) grants, and the CUSTOMER accepts, a nontransferable and nonexclusive License to use the Software o

the following terms and conditions:

1. Right to use: The Software is licensed for use only in delivered code form. Each copy of the Software is licensed for use onon a single URL. Each license is valid for the number of seats listed below (the Basic Package). Any use of the Software

beyond the number of authorized seats contained in the Basic Package without paying additional license fees as providedherein shall cause this license to terminate. Should CUSTOMER wish to add seats beyond the seats licensed in the Basic

Package, the CUSTOMER may add seats on a block basis at the then current price for additional seats (see product pages focurrent price). The Basic Packages are as follows:

Ektron CMS400.NET Licensed for ten seats (10 named users) per URL.

Ektron eWebEditPro Licensed for ten seats (10 named users) per URL.

Ektron eWebEditPro+XML Licensed for ten seats (10 named users) per URL.

For purposes of this section, the term seat shall mean an individual user provided access to the capabilities of the Software.

The CUSTOMER may not modify, alter, reverse engineer, disassemble, or decompile the Software. This software product islicensed, not sold.

2. Duration: This License shall continue so long as CUSTOMER uses the Software in compliance with this License. ShouldCUSTOMER breach any of its obligations hereunder, CUSTOMER agrees to return all copies of the Software and this Licens

upon notification and demand by Ektron.

3. Copyright: The Software (including any images, applets, photographs, animations, video, audio, music and text incorporate

into the Software) as well as any accompanying written materials (the Documentation) is owned by Ektron or its suppliers, isprotected by United States copyright laws and international treaties, and contains confidential information and trade secrets.

CUSTOMER agrees to protect the confidentiality of the Software and Documentation. CUSTOMER agrees that it will not provid

a copy of this Software or Documentation nor divulge any proprietary information of Ektron to any person, other than itsemployees, without the prior consent of Ektron; CUSTOMER shall use its best efforts to see that any user of the Softwarelicensed hereunder complies with this license.

4. Limited Warranty: Ektron warrants solely that the medium upon which the Software is delivered will be free from defects in

material and workmanship under normal, proper and intended usage for a period of three (3) months from the date of receipt.Ektron does not warrant the use of the Software will be uninterrupted or error free, nor that program errors will be corrected. Thlimited warranty shall not apply to any error or failure resulting from (i) machine error, (ii) Customer's failure to follow operating

instructions, (iii) negligence or accident, or (iv) modifications to the Software by any person or entity other than Company. In thevent of a breach of warranty, Customers sole and exclusive remedy, is repair of all or any portion of the Software. If suchremedy fails of its essential purpose, Customers sole remedy and Ektrons maximum liability shall be a refund of the paid

purchase price for the defective Products only. This limited warranty is only valid if Ektron receives written notice of breach of

warranty within thirty days after the warranty period expires.


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5. Limitation of Warranties and Liability: THE SOFTWARE AND DOCUMENTATION ARE SOLD AS IS AND WITHOUT ANYWARRANTIES AS TO THE PERFORMANCE, MERCHANTIBILITY, DESIGN, OR OPERATION OF THE SOFTWARE. NO

WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. EXCEPT AS DESCRIBED IN SECTION 4, ALL

WARRANTIES EXPRESS AND IMPLIED ARE HEREBY DISCLAIMED.

NEITHER COMPANY NOR ITS SUPPLIERS SHALL BE LIABLE FOR ANY LOSS OF PROFITS, LOSS OF BUSINESS ORGOODWILL, LOSS OF DATA OR USE OF DATA, INTERRUPTION OF BUSINESS NOR FOR ANY OTHER INDIRECT,SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY KIND UNDER OR ARISING OUT OF, OR IN ANY

RELATED TO THIS AGREEMENT, HOWEVER, CAUSED, WHETHER FOR BREACH OF WARRANTY, BREACH ORREPUDIATION OF CONTRACT, TORT, NEGLIGENCE, OR OTHERWISE, EVEN IF COMPANY OR ITS REPRESENTATIVEHAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS.

6. Additional Terms and Conditions apply

When using the CMS400 map control, Subject to the terms and conditions of the Map provider (Microsoft Virtual Earth or

Google maps)

Microsoft Virtual Earth - http://www.microsoft.com/virtualearth/product/terms.html

If you have any questions would like to find out more about a MWS/VE Agreement, please contact [email protected] forinformation.

Google Maps - http://code.google.com/apis/maps/terms.html

7. Miscellaneous: This License Agreement, the License granted hereunder, and the Software may not be assigned or in any watransferred without the prior written consent of Ektron. This Agreement and its performance and all claims arising from therelationship between the parties contemplated herein shall be governed by, construed and enforced in accordance with the law

of the State of New Hampshire without regard to conflict of laws principles thereof. The parties agree that any action brought i

connection with this Agreement shall be maintained only in a court of competent subject matter jurisdiction located in the Statof New Hampshire or in any court to which appeal therefrom may be taken. The parties hereby consent to the exclusive

personal jurisdiction of such courts in the State of New Hampshire for all such purposes. The United Nations Convention onContracts for the International Sale of Goods is specifically excluded from governing this License. If any provision of this Licens

is to be held unenforceable, such holding will not affect the validity of the other provisions hereof. Failure of a party to enforceany provision of this Agreement shall not constitute or be construed as a waiver of such provision or of the right to enforce suc

provision. If you fail to comply with any term of this License, YOUR LICENSE IS AUTOMATICALLY TERMINATED. This Licens

represents the entire understanding between the parties with respect to its subject matter.

YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT, THAT YOU UNDERSTAND THIS AGREEMENT, AND

UNDERSTAND THAT BY CONTINUING THE INSTALLATION OF THE SOFTWARE, BY LOADING OR RUNNING THESOFTWARE, OR BY PLACING OR COPYING THE SOFTWARE ONTO YOUR COMPUTER HARD DRIVE, YOU AGREE TO

BE BOUND BY THIS AGREEMENTS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT, EXCEPT FOR WRITTENSEPARATE AGREEMENTS BETWEEN EKTRON AND YOU, THIS AGREEMENT IS A COMPLETE AND EXCLUSIVE

STATEMENT OF THE RIGHTS AND LIABILITIES OF THE PARTIES.

Copyright 1999 - 2008 Ektron, Inc. All rights reserved.

LA10031, Revision 2.0


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Securing Ektron CMS400.NE

Ektron CMS400.NET User Manual, Version 7.6

Security ChecklistThe following is a checklist of things an Administrator must do tosecure Ektron CMS400.NET.

Change the Admin and Buil tin Users Passwords

Make sure you change the password for the Admin and Builtinuser. To change the Admin users password, navigate to .

Change Admin user password

Change the Admin users password in the Workarea by followingthese steps.

1. In the Workarea, navigate to Settings >Users

2. Click theAdmin user.

3. Click the Edit Users button.

4. In the Password and Confirm Password fields enter the newpassword.

5. Click the Save button.

Change built in user password

IMPORTANT! If you changed the builtin user password during the site setup, you do not need tchange it again. See Editing Builtin on page iv for additional information.

Change the builtin users password in the Workarea by followingthese steps.

1. In the Workarea, navigate to Settings >Configurations >Setup.

Secu r i n g Ek t r o n

CMS400.NET


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2. Click the Edit button.

3. Find the Built In User field.

4. In the Password and Confirm Password fields enter the newpassword.

5. Click the Update button.

Remove Sample Users and Sample Membership Users

Some sample users and sample membership users are includedwith CMS400.NET for evaluation and demonstration purposes.These users should be removed when they are no longer needed

CMS users have access to the Workarea. They can be contentauthors, administrators or even developers who need access toinformation in the Workarea. These people count towards the

number of users in your license.

Membership users are typically people who only interact with youWeb site. Membership users are a category of users who havelimited privileges to Ektron CMS400.NET. Unlike regular CMSusers, they cannot use the Workarea and do not count towards thnumber of users in your license.

Remove Sample Users and SampleMembership Users

IMPORTANT! Some users in this list might not appear in your User list. Also, you might havesample users that appear in your users lists. This depends on which version of thsoftware you have installed.


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Removing CMS400.NET Users

To remove CMS400.NET users in the Workarea, follow thesesteps.

1. In the Workarea, navigate to Settings >Users.

2. Click the check box next each user you want to remove.

3. Click the Delete button ( ).

4. Click OK in the dialog box that appears.The page refreshes and the users are removed.

Removing Membership Users

To remove Membership users in the Workarea, follow these steps

1. In the Workarea, navigate to Modules >CommunityManagement >Memberships >Users.

2. Click the check box next each user you want to remove.

3. Click the Delete button ( ).

4. Click OK in the dialog box that appears.

The page refreshes and the membership users are removed.

CMS400.NET Users Membership Users

jedi t

tbrown

jsmi th

vs

See Also: Managing Users & UserGroups on page 762

jmember

[email protected]

north

supermember

west

See Also: Membership Users andGroups on page 777
http://../Administrator%20Manual/Users_UserGroups.pdfhttp://../Administrator%20Manual/Users_UserGroups.pdfhttp://../Administrator%20Manual/Memberships.pdfhttp://../Administrator%20Manual/Memberships.pdfhttp://../Administrator%20Manual/Memberships.pdfhttp://../Administrator%20Manual/Memberships.pdfhttp://../Administrator%20Manual/Users_UserGroups.pdfhttp://../Administrator%20Manual/Users_UserGroups.pdf


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Do Not Allow the Use of Group User Accounts

Do Not Allow the Use of Group User Account

A group account is an account that multiple people use to log in toCMS400.NET using the same username and password. This is a

serious security issue as you lose the ability to accurately keeptrack of who is doing what in your Web sites environment. The usof a group user account is a violation of Ektron CMS400.NET'slicense agreement.

Additional InformationYou do not need to make these changes if you are using theCMS400 for demonstration or evaluation purposes. These

changes should be completed once the decision is made topurchase the product and go live with your site.

IMPORTANT! Ektron recommends creating your own Administrator user and deleting the Admiuser.

IMPORTANT! Ektron recommends deleting any users from the CMS400 that are not needed othe system.

The Everyone GroupBy default, the root folder in Workarea provides the EveryoneGroup with all permissions except Overwrite Library. Ektron Inc.recommends reviewing the permission needs of the EveryoneGroup when you add a folder. For information on Permissions, sethe Administrator Manual section Managing User andPermissions > Setting Permissions.

Editing Built in

IMPORTANT! The builtin user does not appear in the Users list. This user appears on theapplication setup screen.

To change the builtin account information, follow these steps.

1. In the Workarea, click Settings >Configuration >Setup.


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2. Click the Edit button ( ).

3. Locate the Buil t In Userfield.

4. Edit the built in user information by changing the username anpassword.

5. Click the Update button ( ).

NOTE If you cannot sign in to Ektron CMS400.NET because the builtin userpassword was changed and you dont know the new password, use the

BuiltinAccountReset.exe utility. This resets your Ektron CMS400.NET user \password to Builtin \ Builtin. This utility is located in C: \ Pr ogr amFi l es\ Ekt r on\ CMS400versionnumber\ Ut i l i t i es.

ServerControlWS.asmx

ServerControlWS.asmx is the Web service that lets the server controls talk to

Ektron CMS400.NET. The path is coded in the web.config file. This is how itappears:

You will need to edit this line if you change the location or name of theServerControlWS.asmx file.

Best Practice

For improved security, Ektron recommends renaming or removing theWeb services file when you move it to your production server. Afterinstallation, this file is named ServerControlWS.asmx and resides in thewebroot/siteroot/Workarea folder.


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Ektron CMS400.NET User Manual, Version 7.6 Revision 5

Table of Contents

Securing Ektron CMS400.NET ...........................................Security Checklist .......................................................................

Addi tional Information ...............................................................

Introduction to Ektron CMS400.NET................ 1What is a Content Block? ...........................................................Working with Content from your Web Site ................................

Types of Content .........................................................................Workf low in Ektron CMS400.NET ..............................................

Editing Content ..........................................................................1

The Lifecycle of Content ........................................................... 1

Logging In and Out ...........................................................1Prerequisi tes ..............................................................................1

Logging into the Sample Web Site...........................................1Site Preview................................................................................1

Logging Out of the Sample Site ...............................................1

The Workarea and Smart Desktop .................. 16Accessing the Workarea ...........................................................1Understanding the Smart Desktop ...........................................1Navigating Within the Smart Desktop......................................2

Sending Instant Email ...............................................................2

Working with Folders and Content ................. 28

Viewing a Folder................................................................3New Menu ...................................................................................3View Menu ..................................................................................3

Delete Menu................................................................................3Action Menu ...............................................................................3

Workarea Content Menu............................................................3


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Adding a Subfolder ...........................................................4

Deleting a Folder ...............................................................4

Viewing Content ................................................................4

Viewing Content from a Web Page...........................................4Expanding the Content Area.....................................................4

Adding HTML Content ......................................................4

Editing HTML Content.......................................................5

Deleting Content ...............................................................6

Workarea Toolbar Buttons ...............................................6

Scheduling Content to Begin and End ............................6Sett ing a Start Date....................................................................6Setting an End Date on Content ...............................................7

Setting Archive Options ............................................................7

Adding a Content Summary .............................................7Automat ic Creat ion of a Summary ...........................................7

Creating a Summary for New Content .....................................7Creating a Summary for Existing Content...............................7

Editing a Summary ....................................................................7

Adding or Editing Metadata..............................................8Entering Custom Metadata .......................................................8

Entering Title and Keywords ....................................................8

Approving/Declining Content...........................................9Approve/Decl ine One Content Item..........................................9

Approve/Decl ine Several Content Items..................................9Example of an Approval Chain .................................................9

Comparing Versions of Content ....................................10The View Content Difference Screen .....................................10

The View Content Difference Feature ....................................10


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Viewing and Restoring Previous Content .....................11Accessing Content History ..................................................... 11The Content History Window.................................................. 11

Restoring a Previous Version ................................................. 11Comparing Historical Versions............................................... 11

Removing Appl ied XSLT ......................................................... 11

Searching the Workarea .................................................11Accessing the Search Content Folder Screen ...................... 11

The Search Published Tab ...................................................... 11

The Advanced Search Tab ......................................................12Result Display Options ...........................................................13

Information on the Advanced Search Results Screen .........13

Content Workf low Reports .............................................13

Library Folder .................................................. 134Terms Used in this Chapter ....................................................13

Accessing The Library ............................................................13Library Folder Properties ........................................................13

Searching the Library ..............................................................13Files...........................................................................................14

Hyperl inks ................................................................................15Images ......................................................................................15

Quicklinks and Forms .............................................................15

Working with HTML Forms ............................. 158Overview of Form Processing ................................................16The Structure of Form Data ....................................................16

Creat ing a New Form ...............................................................16

Creating a Forms Content ......................................................16Form Validat ion ........................................................................17

Form Fields ..............................................................................17

Implementing a Form on a Web Page....................................19Assigning a Task to a Form ....................................................19

Viewing Form Reports .............................................................19Viewing Form Information.......................................................20

Edi ting a Form..........................................................................21Delet ing a Form........................................................................21

View Form Toolbar ...................................................................21


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Creating Polls and Surveys ....................................................21

Using the Document Management System... 224Supported Types of Assets .....................................................22

Securi ty .....................................................................................22Software Requirements ...........................................................22

Working with Microsoft Office Documents............................22Importing Office Documents...................................................23

Working with Managed Files...................................................25Asset Workf low ........................................................................26

Asset Reports...........................................................................26

Working with XML Smart Forms ....................................26Creating XML Smart Forms ....................................................26

Completing a Smart Forms Fields.........................................26

Working with Calendars.................................. 268Understanding Calendars .......................................................27

Accessing the View Calendar Screen ....................................27Viewing a Calendar ..................................................................27

Tips on Viewing a Calendar ....................................................27

Adding a Calendar Event ........................................................28Viewing a Calendar Event .......................................................28

Editing Calendar Events..........................................................28Deleting Calendar Events........................................................29

Managing Tasks............................................... 293Creating a Task via the Task Folder .......................................29

Creating a Task from the Web Site.........................................30Creating a Task via the Content Folder .................................30

Viewing a Task .........................................................................30Edi ting a Task ...........................................................................31

Adding Comments to Tasks ....................................................31

Delet ing a Task .........................................................................31Viewing a Tasks History .........................................................31

Task Module Toolbar ...............................................................31

Blogs................................................................. 319


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Adding a Blog ..........................................................................32

Blog Properties ........................................................................32Language Support ...................................................................34

Delet ing a Blog .........................................................................34Searching Blogs ......................................................................34Subscribing/Unsubscrib ing to a Blog....................................34

Blog Posts ................................................................................34Blog Comments .......................................................................35

Adding or Editing Blog posts with Windows Live Writer .....36

My Workspace ................................................. 370Documents ...............................................................................37

Messaging ................................................................................38

Message Board ........................................................................39Col leagues ................................................................................39

Community Groups .................................................................40Favor ites ...................................................................................40

Photos.......................................................................................41

Web Site Navigation Aids ............................... 417

Working with Collections ...............................................41Finding Collections .................................................................41

Viewing a Collection ................................................................42Creating a Collection ...............................................................42

Edit ing Content in a Collection ..............................................43Reordering Col lections List ....................................................43

Edit ing Collection Information ...............................................43Deleting a Collection ...............................................................43

Working with Collections in a Multi-Language System .......43

Comparison of Collections, Menus, Taxonomy, and the ListSummary Features ..................................................................43

Working with Menus .......................................................43The Structure of Menus and Menu Items...............................43

Access to the Menus Feature .................................................43

Managing Menus......................................................................44

Ektron CMS400.NET System Management ... 470


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Updating Your User Profi le.............................................47

Onl ine Help ......................................................................47Accessing Onl ine Help ............................................................47Accessing Onl ine Manuals .....................................................47

Introduction to Ektron CMS400.NET Editors 48Setting the Editor for Ektron CMS400.NET Users.................48

Introduction to eWebEdit400.......................... 484Toolbar Buttons.................................................................... 48Copying from Other Applications....................................... 49

Copying from Microsoft Word ................................................49

Finding and Replacing Text ................................................ 49Checking Spell ing ................................................................ 50Working with Images ........................................................... 50

Insert ing an Image ...................................................................50Insert ing an Image Thumbnail ................................................50

Editing an Images Propert ies ................................................50Edi ting an Image ......................................................................51

Deleting an Image from Content ............................................51

Using Bookmarks ................................................................. 52Creating a Bookmark...............................................................52

Using Hyperlinks .................................................................. 52Creating a Hyperlink ................................................................52

Testing a Hyperlink ..................................................................52Creating a Hyperlink to a Location With in a Web Page ....... 52

Editing a Hyperlink ..................................................................52Removing a Hyperlink .............................................................52

Preventing a URL from Becoming a Hyperl ink .....................52

Inserting email Links ........................................................... 53Working with HTML..............................................................53Working with Tables ............................................................ 53

Creat ing a Table .......................................................................53Modifying Table Propert ies .....................................................53Delet ing a Table .......................................................................54

Insert ing a Table within a Table ..............................................54

Choosing the Number of Rows and Columns.......................54Speci fying Table Width ............................................................54

Specifying Horizontal Alignment............................................54


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Ektron CMS400.NET User Manual, Version 7.6 Revision 5 v

Table Backgrounds ..................................................................55

Setting Table Borders ..............................................................55

Working with Table Cells ..................................................... 56Select ing Cells to Modify ........................................................56Specifying the Height and Width of a Cell .............................56

Delet ing a Cell ..........................................................................56

Specifying a Cells Background Color ...................................56Specifying a Background Image for a Cell ............................56

Spanning Rows or Columns ...................................................56Al igning Text Within a Cel l ......................................................57

Split ting a Cell ..........................................................................57Merging Two Cells ...................................................................57

Word Wrap ................................................................................57Setting Cell Padding and Spacing..........................................57

Sect ion 508 Tables ...................................................................57

Working with HTML Forms .................................................. 58

Overview of Form Processing ................................................58The Structure of Form Data ....................................................58

Creat ing a New Form ...............................................................58Creating a Forms Content ......................................................59

Form Validat ion ........................................................................59

Form Fields ..............................................................................59Editing a Form Field ................................................................61

Inserting or Editing Buttons on the Form..............................61

Implementing a Form on a Web Page....................................62Assigning a Task to a Form ....................................................62

Viewing Form Reports .............................................................62Viewing Form Information.......................................................62

Edi ting a Form..........................................................................62Delet ing a Form........................................................................62

View Form Toolbar ...................................................................62Creating Polls and Surveys ....................................................62

Introduction to eWebEditPro+XML ................ 633

Creating a Simple Web Page ..........................................63Creating a Sample Web Page .................................................63

Toolbar Buttons ...............................................................63

Customizing Your Toolbar ..............................................65


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Ektron CMS400.NET User Manual, Version 7.6 Revision 5 v

Removing Or Adding Menus ..................................................65

Removing or Adding Menu Items...........................................65Restoring Toolbars ..................................................................65

Rearranging the Menus on a Toolbar.....................................65Creating a New Menu ..............................................................65Moving a Menu Off the Toolbar ..............................................65

Changing the Menus Orientation...........................................66

The Context Sensitive Menu ..........................................66

Using eWebEditPro+XMLs Advanced Features ..........66Copying from Other Applications....................................... 66Finding and Replacing Text ................................................ 66Checking Spell ing ................................................................ 67Edit ing in Microsoft Word.................................................... 67

Inserting Images................................................................... 67Editing Images...................................................................... 69

Speci fying Color Depth ...........................................................72

Introduct ion to Tables.......................................................... 72Table Dialog Boxes and Menus .......................................... 73Manipulating Your Tables Format ...................................... 73

Choosing the Number of Rows and Columns.......................73Speci fying Table Width ............................................................73

Specifying Horizontal Alignment............................................74Table Backgrounds ..................................................................74

Setting Table Borders ..............................................................74Working with Table Cells ..................................................... 75

Speci fying the Width of a Cell ................................................75Insert ing a Cell .........................................................................75

Delet ing a Cell ..........................................................................75Setting a Cell s Border Color ..................................................75

Specifying a Cells Background Color ...................................75Specifying a Background Image for a Cell ............................75

Spanning Rows or Columns ...................................................76Al igning Text Within a Cel l ......................................................76

Split ting a Cell ..........................................................................76

Merging Two Cells ...................................................................76Word Wrap ................................................................................76

Setting Cell Padding and Spacing..........................................76

Using Bookmarks ................................................................. 77Using Hyperlinks .................................................................. 77Working with HTML..............................................................78


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Using Ektron CMS400.NETs Wiki Feature ........................ 78Creat ing a Wik i .........................................................................78

Section 508 Compl iance...................................................... 79Moving the Cursor into eWebEditPro+XML...........................79

Using eWebEditPro+XML without a Mouse...........................79

Sect ion 508 Tables ...................................................................79

Inserting Comments within Content................................... 80

Appendix A: Content Statuses.......................... iApproved Content ......................................................................

Checked-In Content ....................................................................Checked Out Content .................................................................

Submitted Content......................................................................

Marked for Deletion Content.....................................................vPending Start Date Content .....................................................v

Staged Content ...........................................................................

Whats New in the 7.6 Release ...........................................


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Introduction to Ektron CMS400.NE


In t r o d u c t i o n t o Ek t r o n

CMS400.NET

Using Ektron CMS400.NET to manage Web content is easy onceyou know the basics of setting up and maintaining your site. Thisdocumentation explains how to maintain an Ektron CMS400.NETsite from a users point of view. By reading this documentation, yowill gain an understanding of how Ektron CMS400.NET works.

This section introduces basic concepts that you should understan

when beginning to work with Ektron CMS400.NET through thefollowing subtopics.

What is a Content Block? on page 1

Control Menu Options on page 4

Types of Content on page 8

Workflow in Ektron CMS400.NET on page 9

Editing Content on page 10

The Lifecycle of Content on page 11

What is a Content Block?A Web site consists of several pages. Each page is made up ofone or more blocks of content. For example, the home page fromone ofEktron CMS400.NETs sample sites is below.


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You can work with content from the Web site or after logging intothe Ektron CMS400.NET Workarea. See Also:

Working with Content from your Web Site on page 2

The Workarea and Smart Desktop on page 16

Working with Content from your Web SiteEktron CMS400.NET provides three types of dropdown menus thalet you edit content.

Workarea Content Menu - available within the EktronCMS400.NET Workarea; lets you edit content from the ViewContents of Folder screen. See Also: Workarea ContentMenu on page 35

NOTE The Web site menus do not appear if you are in site preview mode. See Also:

Web Site Server Control Menu - available after signing into an

Ektron CMS400.NET Web site. Lets you edit content from anyserver control on a Web page. To display this menu, click thetriangle to right of content (see below).


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Web Site Content Menu - available after signing into an EktroCMS400.NET Web site. See Also: The Web Site ContentMenu on page 3

The Web Site Content Menu

After you sign in to an Ektron CMS400.NET Web site, notice thatmost areas of a Web page are surrounded by a border or display aSilver Access Point in the top left corner. The border might onlyappear as you move the cursor over it.


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You can performEktron CMS400.NET tasks from the control menuMenu options vary depending on the contents status, yourpermissions, etc. The advantage of this feature is that you can sehow a Web page will appear to site visitors.

See Also:

Control Menu Options on page 4

Hiding and Showing the Content Border on page 6

Appendix A: Content Statuses on page i explains themeaning of the borders color

Control Menu Options


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The following table describes the menu options that may appear.

Button Name Description More Information

Add Appears if you selected a languageand the content is not available in thatlanguage. Use this button to copyexisting content into new content andtranslate it to the new language.

Approve Approve or decline a request topublish or delete content

Approving/Declining Contenton page 90

Assign Task Assign a task to a user Managing Tasks on page 293

Delete Open View Content page. From it,

you can delete the content.

Viewing Content on page 40

Edit Check out content for editing; open inseparate window

Edit Option on page 56

Hide Border Hide the colored border aroundcontent when a user is logged in

Important! When you hide the border,the Add and Edit buttons for menusare also hidden.

Hiding and Showing theContent Border on page6

Logout Log out of Ekt r on CMS400.NETview of Web site

Logging Out of the SampleSite on page 15

New Poll Create new poll or survey Creating Polls and Surveys onpage216

Preview Preview content before it is published Site Preview on page14

Properties Open contents View Content page Viewing Content on page 40


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Hiding and Showing the Content Border

IMPORTANT! When changing the border to hidden, theAdd and Edit buttons for menus arealso hidden. This displays the page as it appears when you are not logged in. Foinformation on menus, see Working with Menus on page 437.

You can hide the border that may surround content when you arelogged into Ektron CMS400.NET. This lets you view the page as

appears when not logged in.

When the border is hidden and you hover over a content area,there is no indication that it is CMS400 content. However, you castill right click to access the menu.

TECHNICAL NOTE Information about whether a border is hidden is stored in a cookie on a userssystem. This preserves the information between sessions.

Hiding the Border

To hide the content border, right click a content block while loggein. Next, select Hide Borders. The page refreshes, and no bordeappears.

This image shows the content with a border and menu.

ShowBorder

Show a colored border aroundcontent when you are logged in

Important! When you hide the border,

the Add and Edit buttons for menusare also hidden.

Hiding and Showing theContent Border on page6

ViewContentDifference

Display differences between aprevious and the currently publishedversion of content

Comparing Versions ofContent on page101

View History Open View History screen, where youcan view previous versions of content

Viewing and RestoringPrevious Content on page 111

Workarea Open Workarea. From here, you can

perform all Ekt ro n CMS400.NETtasks.

The Workarea and Smart

Desktop on page16

Button Name Description More Information


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This image shows the same content without the border.

Showing the Border

To show the border, right click a content block while logged intoEktron CMS400.NET. Next, select Show Borders. The pagerefreshes, and the border appears.


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Types of ContentEvery piece of content in Ektron CMS400.NET is one of thefollowing types. The table below summarizes all types.

When creating new content, you must assign a type.

Type Description For more information, se

HTML content Content designed to be published on theWorld Wide Web

For information on usingEkt ro n CMS400.NETs editosee Introduction toeWebEditPro+XML onpage 633.

XML Smart Forms Online forms, polls, or surveys designed tocollect information from site visitors and saveit in an XML format

Ekt ro n CMS400.NETAdministrator Manual SectionManaging Content Folders >Smart Forms

HTML form/survey Online forms, polls, or surveys designed tocollect information from site visitors and saveit in an HTML format

Working with HTML Forms opage 158

DMS Documents,which consist of Officedocuments, managedfiles, and multimedia

files

See details below

Office documents Files normally created and edited usingMicrosoft Office

Working with Microsoft OfficeDocuments on page 229

Managed files Files created outside of E k t r o nCMS400.NET, such as PDFs and .jpeg files.You cannot create or edit these files withinEkt r on CMS400.NET - you can only storethem.

Working with Managed Fileson page255

Multimedia Files that run in a media player, such as

sound and movie files

Ekt ro n CMS400.NET

Administrator Manual sectionManaging Assets>ManaginMultimedia Assets'


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As you can see, the New menu lists all types of content you canwork with.

Workflow in Ektron CMS400.NET

Organizations typically want a Web site that is updated frequentlywith the latest information. They also want to decentralize theupdate process, so that non-technical users from any departmentcan make changes. Further, organizations want oversight overthose changes to ensure the accuracy of the information, that thecontent adheres to corporate guidelines, etc.

Ektron CMS400.NET manages the lifecycle of content, fromcreation through approval and publication. It helps yourorganization set up a process for overseeing changes to a Website, indicate contents status within that lifecycle, and inform the

next approver that it is their turn to review the content.


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Ektron CMS400.NET User Manual, Version 7.6 Revision 5 1

Editing Content

Finding Content

Much of your work involves editing existing content or creating new

content. Ektron CMS400.NET provides three methods for findingcontent to be updated. You can use whichever method is easiest.

Navigate through your Web site to the content you want to ed

Find the content through the Workarea, which resemblesWindows Explorer and helps you find content by navigatingthrough a folder tree. See Also: The Workarea and SmartDesktop on page 16

Use the Search button ( ), which appears on many screens

When clicked, a screen prompts you to enter keywords andthen finds content containing the keywords.

The Editing Process

After you find content, click the Edit button ( ) or menu option toopen it in an editor. Below is an example of content within theeditor.

The editor resembles popular word processing software. You canenter text, then select it and click a button to change its displayproperties. For example, you can make text bold, change the coloor copy and paste it. You can also insert images, tables, links toother Web pages, and check spelling. See Also: Introduction toEktron CMS400.NET Editors on page 481


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The Lifecycle of ContentAfter you edit content, you typically submit it for approval to one omore individuals who oversee changes to your Web site. Thesepeople can review, edit and approve the change. When the lastapprover signs off, the new content becomes available on the We

site.

In some cases, you are one of the content approvers. In this caseyou receive an email notifying you that content needs approval.You look it over, change it as needed, then pass it on to the nextapprover. If you do not agree with the changes, you can decline threquest. In this case, the user who made the edits is informed thathe change is not approved.

The following graphic illustrates the content approval cycle.

To help track contents position in this workflow, EktronCMS400.NET assigns a status to each content item. The statusdetermines what you can do with it, and indicates what must occuin order for it to get published to the Web site. For moreinformation, see Appendix A: Content Statuses on page i.


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Logging In and O


L o g g i n g In an d Ou t

This section explains how to log in and out ofEktron CMS400.NETand to use the site preview feature through the following subtopics

Prerequisites on page 12

Logging into the Sample Web Site on page 12

Site Preview on page 14

Logging Out of the Sample Site on page 15

PrerequisitesOnce your Webmaster or administrator installs EktronCMS400.NET, you need the following items before you can use it

URL (Web address) of Ektron CMS400.NET Web site

Username and password

Once you acquire both, you can log into Ektron CMS400.NET an

begin managing Web site content.

Logging into the Sample Web SiteTo access the Ektron CMS400.NET sample site, follow thesesteps.

1. In your Web browser, navigate to the URL of your EktronCMS400.NET Web site. Your system administrator provides

this.2. Click the Login button on the screen.


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Logging In and O


3. The Login dialog box appears.

4. Enter your username and password.

If you are using one of Ektrons sample sites, you can use any ofthree standard users that demonstrate Ektrons flexible user-permissions model. The table below lists the username andpassword needed to log in as each user type, as well as thepermissions assigned to each user.

5. Click the Login button.

6. The Web page appears.

You can navigate around your Web site as you could beforesigning in. But now, the content is surrounded by a colored boxwhen you move the cursor over it (illustrated below).

User Type Username Password Permissions

Administrator admin admin All

Standard user jedit jedit Basic (for example, add/edit content,manage library files, etc.)

Membership user jmember jmember Read-only permission to private content


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Logging In and O


Site PreviewWhile logged into Ektron CMS400.NET, you can preview the Website as it would appear to visitors, or view it in regular view.

Toggling Site Preview

To toggle site preview on and off, follow these steps.

Button

Appearance

Status Description

PreviewMode

Content appears as lastedited. The advantage of this mode isthat you can see a Web page as it will appear when publishedto your site. Continue editing until you are satisfied with itsappearance.

In Preview mode, click the Preview button to switch to regularmode.

Regular View The most recentlypublished version of content appears.

In this mode, colored borders surround content when youmove the cursor over it.

In regular view, click the Preview button to switch to previewmode.


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Logging In and O


1. Navigate to a page that includes the login/logout button.

2. Click the Preview button.

3. The Web site is now in preview mode.

4. To turn preview mode off, click the ( ) button on the

login screen.

Logging Out of the Sample SiteTo log out of Ektron CMS400.NET, follow these steps.

1. Click the Logout button ( ) in the contents floating toolbar,

or click the Logout button( ) on the Web page.

2. The Logout confirmation box appears.

3. Click the Logout button.

4. You return to the Web page from which you logged out.However, it is in standard view, not Ektron CMS400.NET view


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The Workarea and Smart Deskto


The Wor k ar ea an d Smar t

Desk top

The Workarea is a central screen from which you perform allEktron CMS400.NET activities. From it, you can

access the Smart Desktop

view the systems top level folders

navigate through the folder structure

perform actions on content

This chapter describes using the Workarea and Smart Desktopthrough the following subtopics.

Accessing the Workarea on page 16

Understanding the Smart Desktop on page 17

Navigating Within the Smart Desktop on page 20

Sending Instant Email on page 25

Accessing the WorkareaTo access your Workarea, follow these steps.

1. Click the Workarea button at the bottom of the screen

( ) or the Workarea button ( ) in the contents

floating toolbar.

2. The Workarea appears.3. The following illustrates one of several screens that may

appear in the Workarea. Your system administrator determinewhich screen appears for you.


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Closing the Workarea

To close the Workarea, click in the upper right corner of thewindow. When you close the Workarea, you return to the EktronCMS400.NET view of your Web site. You do not exit EktronCMS400.NET.

Understanding the Smart DesktopThe Smart Desktop is one ofEktron CMS400.NETs main screensTo access it from wherever you are working in Ektron CMS400.NET

click the button in the top left corner (circled below).


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The Smart Desktopconsists of three sections, illustrated below.

The right frame displays

- Content awaiting approval - content you need to approvebefore it proceeds to the next approver or is published if

you are the final approver.See Also:The EktronCMS400.NET Administrator Manual > Content Reports >Approvals Reports

- Content currently checked out - all content in a checkedout status. This content cannot be edited by other usersuntil the user who checked it out or the systemadministrator checks it in.See Also:The EktronCMS400.NET Administrator Manual > Content Reports >Checked Out Report

- A list oftasks assigned to you See Also: Managing Taskson page 293

- Any form submission tasks assigned to you See Also:Assigning a Task to a Form on page 197


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- The Content to Expire Report -See Also:The EktronCMS400.NET Administrator Manual > Content Reports >Content to Expire Report

- ForumPost - A list of Forum Posts that are awaitingapproval. Posts need approval when Forums are using the

Moderate Comments feature. See Also:The EktronCMS400.NET Administrator Manual > Discussion Boards Implementing Discussion Boards > Working with Posts> Approving a Post

- Content Review - A list of Content Reviews awaitingapproval. Content Reviews need approval when theContentReview server controls Moderate property is set toTrue. See Also:The Ektron CMS400.NET AdministratorManual > Managing HTML Content > Content Rating >Viewing the Content Rating Report > Moderating

Reviews > Moderating Reviews From the Smart Desktop- Content Flags - Content flagged by a site visitor for review

See Also: Ektron CMS400.NET Administrator Manualsection Community Management > Flagging

- eCommerce recent orders and orders on hold. This onlyappears if your license key supports eCommerce, and youare a member of the Administrators Group or are assignedto the eCommerce Admin role.

NOTE The number to the right of each category lists the quantity of content items in tha

category for you. When you click an item, up to five content items in a categoryappear. To perform tasks on that content, and to view additional content in thatcategory, click the category.

If you select a folder from the left frame, the right framedisplays content in that folder. If you select content from the listinformation about it fills the right frame.

The top left frame displays the folder tree for the SmartDesktop folder, which has three subfolders

- Tasks (See Managing Tasks on page 293)

- Content Reports (see Content Reports in the EktronCMS400.NET Administrator Manual )

- Community Messaging (see Messaging on page 383)


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The bottom left frame displays the top-level folders inEktronCMS400.NET. Your display may be different depending onwhether you are an administrator.

- Content folder (see Working with Folders and Content onpage 28)

- My Workspace on page 370

- Library Folder on page 134

- Modules (see Membership Users and Groups andBusiness Rules sections of the Ektron CMS400.NETAdministrator Manual)

- Settings folder, which includes Updating Your User Profileon page 470 and Accessing Online Help on page 478

Navigating Within the Smart DesktopEktron CMS400.NETs top level folders appear in the lower leftcorner of the Smart Desktop. Use them to access all other folders

To open any top level folder, click it. When you do, it appears in thframe above. Typically, you would a click top-level folder to see itssubfolders, then click a subfolder to see its content.

The following graphic illustrates the location ofEktron

CMS400.NETs major features from the Smart Desktop.


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From the Smart Desktop, you can also:

Modify the Display of Top Level Folders on page 21

Hide the Left Panel of the Workarea on page 23

Modify the Display of Top Level Folders

The display of top level folders can appear in two formats.


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The full display is easier to see, but the icon format allows morespace for the folder structure. You can decide which option bestsuits your needs.

Switching Between Full Buttons and Icons

By default, top-level folders appear as full buttons. To switch thedisplay of all folders to icons, double click the down arrow circledbelow.

To switch back to full buttons, double click the up arrow circledabove.

You can also switch the display of folders one at a time by clickinthe up or down arrow.

As an alternative method of switching the display, you can

1. Place the cursor on the bar above the display of top-levelfolders. (The bar has several dots in the middle.)

Format Illustration

A full button with an icon and text

An icon on the bottom of the left frame


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2. When the cursor turns to a double headed arrow, drag it to thbottom bar.

To return the display to full buttons, drag the same bar above.

Hide the Left Panel of the Workarea

You can hide the left frame of the Workarea to provide more spac

for working in the right frame. Below is an example of theWorkarea with a minimized left frame. Note that you cannot seethe folder display in the left frame.

To minimize the left frame, click the white X near the top of the lefframe.


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The left frame remains minimized until you move the cursor to theleft of the bar circled below.

Using Autohide

The Workarea screen also provides an autohide feature, whichquickly switches between full right frame view and combinationright-left frame view.

When autohide is turned on, the left frame is minimized unless yo

place the cursor to the left of the bar circled above. If you place thcursor there, the left frame appears. As soon as you move thecursor back to the right frame, the left frame disappears.


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To turn on the autohide feature, click the push pin icon near the toof the left frame.

When you do, the push pin turns 90 degrees to indicate autohide ion.

To turn off autohide, move the cursor to the left frame and click thpush pin icon. When you do, the push pin returns to its originalposition.

Sending Instant EmailEktron CMS400.NET lets you send email instantly to a user or usegroup from many screens available from the Smart Desktop. Youability to send instant mail is indicated by a small mail icon next toa user or group name (indicated in red below).

When you click a user/group name or email icon, the email screeappears, as shown below. Once you complete the screen and clicSend, an email is sent to designated users.


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Conditions for Instant eMail

You must have a valid email address set up in the user profileIf not, email icons do not appear in Ektron CMS400.NET. See

Also: Updating Your User Profile on page 470

Your system administrator must enable the feature.

Where Instant email is Available

Instant email is available from several screens that display usersand user groups. Typically, you click a user name or the email icoto launch an email. Screens in the following Ektron CMS400.NETfeatures support instant email.

Smart Desktop

Tasks

Approvals Reports

User and user group setup

Wherever instant email is available, one of the email iconsappears.


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Modifying Instant eMail

When the email screen appears, the following information iscopied from Ektron CMS400.NET into the email.

Field Source of Default Information Editable?

To User you selected to receive the email. If the user doesnot have valid email address, an error message appearson the screen (see below). If you then insert a validemail address, the email is sent.

If you specify a group to receive the message, as longas one group member has a valid email address, allgroup members with valid addresses receive the email.

Yes.

If desired, youcan addrecipients bytyping theminto this field.

From You No

Subject If the email message is linked to content, its titleappears.

Yes

Body ofmessage

If the email message is linked to content, a link to thecontent appears.

Yes


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Working with Folders and Conte


Wo r k i n g w i t h Fo l d er s a n d

Con ten t

Every content item resides in the Content folder or one of itssubfolders. So, to work with existing content or create a newcontent, you must first navigate to its folder.

A typical content folder screen appears below. It consists of threesections:

The top left frame shows the folder structure. You can click anfolder to display its content in the right frame, while itssubfolders appear below it.

The right frame shows content in the currently selected folderAbove is a set of menus that let you perform tasks on thecontent.

The lower left frame shows Ektron CMS400.NETs top levelfolders


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Working with Folders and Conte


In this chapter, you learn about adding, editing, publishing, anddeleting content through the following subtopics. (Permissions anApprovals are explained in the Ektron CMS400.NET Administratormanual .)

Viewing a Folder on page 30

Workarea Toolbar Buttons on page 64

Deleting a Folder on page 40

Viewing Content on page 40

Expanding the Content Area on page 47

Adding HTML Content on page 48

Editing HTML Content on page 52 Deleting Content on page 60

Workarea Toolbar Buttons on page 64


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Viewing a Fold


View i ng a Fo l de r

To view any folder under the content folder, follow these steps.

1. Access the Workarea, as described in Site Preview onpage 14.

2. Click Content from the left lower side of the Workarea.

3. All content in the root folder and the selected language appeain the right frame. Subfolders appear in the upper left frame.

NOTE The View menu option lets you filter content by type. For example, you can set to view only HTML content. Therefore, you may only see content of a selectedtype in the folder. See Also: View Menu on page 33

4. To work with any folder or its content, click the folder. When yodo, its content appears in the right frame.

NOTE You can only view folders for which your system administrator has grantedpermission.

5. If your system supports more than one language, you canselect content for a particular language or all languages usingthe View > Language menu option (illustrated below).


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Viewing a Fold


Each folder lists the following information about its content.

Field Description

Title The name of the content.

Language The language of the content.

ID The number assigned to the content by Ektron

CMS400.NET. It is used to retrieve the content from a

database.

Status The status of the content. See Also: Appendix A:Content Statuses on page i

DateModified

The most recent date the content was added, edited, orpublished.


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Viewing a Fold


The following menus and button appear across the top of the ViewContents of Folder screen.

NOTE Depending on your permissions, you may not see all menu options.

New Menu on page 32

View Menu on page 33

Delete Menu on page 34

Action Menu on page 35

Add Asset button ( ) See Adding Documents Using Drag

and Drop on page 238

Workarea Content Menu on page 35

New Menu

Last Editor The last user who accessed the content.

Field Description

Menu Option Lets you create or upload

this new item into folder

For more information, see

Folder Folder Workarea Toolbar Buttons on page 64

Blog Blog Blogs on page319

Discussion Board Discussion Board Ekt ro n CMS400.NET AdministratorManual Section Discussion BoardsDiscussion Boards on page 467
http://../Administrator%20Manual/discussionforum.pdfhttp://../Administrator%20Manual/discussionforum.pdf


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Viewing a Fold


View MenuThe View Menu provides the following functions.

Community Folder Folder whose content can beupdated by membership as wellas regular users

Ekt ro n CMS400.NET AdministratorManual Section Managing ContentFolders > Community Folders

HTML Content HTML content Adding HTML Content on page 48

HTML Form/Survey HTML Form, Poll, or Survey Working with HTML Forms on page 158

Smart Form Smart Form Ekt ro n CMS400.NET AdministratorManual Section Managing ContentFolders >Smart Forms

DMS Document Office Document

Managed file, any sup-ported type

Multimedia file, any sup-ported type

Working with Microsoft Office Docu-ments on page 229

Working with Managed Files onpage 255

Multiple DMSDocuments

Several Office documents,managed files, multimedia files

Adding Documents Using the MultipleDMS Documents Option on page236

Collection Collection Working with Collections on page 417

Menu Menu Working with Menus on page 437

Menu Option Lets you create or upload

this new item into folder

For more information, see

Menu Option Function For more information, see

All types Displays all content types of selectedlanguage.


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Viewing a Fold


Delete MenuThis menu lets you perform the following functions.

HTML content

HTML Form/Survey

DMS Document,which includes OfficeDocuments, Man-aged Files, Multime-dia, Open Office

Limits folder display to selected contenttype. For example, choose View > DMSDocument and see only managedassets in the folder -- other content types

are suppressed.This is especially helpful if the folder hasa lot of items, and you are looking foronly one type of content.

Note that the icon for the selected typeappears to the left ofView, as illustratedbelow.

Language Limits display of content within folder toone language. Also, sets language ofnew items you create or upload into thefolder.

Menus Lets user view and work with menusassigned to this folder

Working with Menus onpage 437

Collections Lets user view and work with Collectionsassigned to this folder

Working with Collections onpage 417

Archived Content Lets user view and work with content thatpassed its scheduled End Date andwhose archive option is either Archiveand remove from site orArchive andremain on Site.

Setting Archive Options onpage 72

Folder Properties Only system administrators see thisoption. It lets you assign folderproperties, such as which users can edita folders content.

The Ekt r on CMS400.NETAdministrator Manual sectionManaging Content >Managing Content Folders >Folder Properties

Menu Option Function For more information, see


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Viewing a Fold


Action MenuThis menu lets you perform the following functions.

Workarea Content MenuThe View Contents of Folder screen features a context-sensitive,dropdown menu of options you can perform for a content item.

Menu option Lets you For more information, see

Delete thisfolder

Delete current folder and all of its content

Note: You cannot delete the Root folder.

Deleting a Folder on page 40

Delete content Delete one or more content items infolder

Deleting Content on page 60

Menu option Lets you More Information

Export fortranslation

Prepare content for translation by atranslation agency

Ekt ro n CMS400.NET AdministratorManual section Multi-LanguageSupport > Using the Language ExportFeature

Search Search content in the Workarea Searching the Workarea on page 117


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Viewing a Fold


The options depend on several factors, such as

your folder permissions

your position in the approval chain (if any)

the contents status

whether the item is a Microsoft Office document

To see the dropdown menu options for any content item, followthese steps.

1. After signing in, navigate to a Web page or the folder thatcontains the content.

2. Hover the cursor over the content item. It is surrounded by ablue rectangle, and a triangle appears to the right of the title.

3. Hover the cursor over the triangle ( ) and click.


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Viewing a Fold


4. A menu of options available for that content item appears. Foexample, if you have permission to edit it, Edit appears on thedropdown menu.

Dropdown Menu Options

Option Allows you to... For more information, see

Approve Approve content that has been submitted forpublishing


Check in Change status of selected content to checked in.Might use if you checked out and saved adocument then it became lost or corrupted.

This option changes original documents status tochecked in. However, it does not replace theversion of the file in Ekt r on CMS400.NET. Toreplace content that was checked out and edited,drag and drop it into Ekt r on CMS400.NET. See

Also: Checking Out, Saving, and Replacing anOffice Document on page 250

Note: Previous Ekt ro n CMS400.NET releasesincluded a Work Offline option, whose Check Infunction replaced the version of the file in E k t r o nCMS400.NET. In contrast, this releases Check In

function only changes the contents status.

Checked-In Content onpage iii

Check outand Save As

Change a content items status to checked out andsave it to your local computer. When you finishediting the item, drag and drop it into E k t r o nCMS400.NET.

Checking Out, Saving, andReplacing an Office Documenton page 250


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Viewing a Fold


Decline Decline an approval request submitted to you.This option reject the changes and keeps thecurrent version live on Web site. You are promptedto enter a reason for the decline.

After you decline

The author who made the change is notifiedby email

The content is removed from the ApprovalChain

If the author updated content then submitted it forapproval, the updated content remains in the file. Ifyou do not want it to remain, choose the Editoption.

You may be asked to decline both a content

change and a request to delete content.


Delete Submit content for deletion. Deleting a Single ContentItem on page 61

Deleting an Office Docu-ment on page 248

Deleting a Managed Fileon page259

Edit HTML, HTML form, or XML Smart Form con-

tent - edit content within an E k t r o nCMS400.NET editor

Asset - First, use Check out and Save As orSave As to save asset to your computer andedit it. Then, use Edit to replace version inEkt ro n CMS400.NET.

Editing HTML Content on

page 52

Editing a Form onpage 212

Editing a Managed File onpage 258

Edit inMicrosoftOffice

Edit Office document within E k t r o nCMS400.NET, which launches Office

Editing an Office Document onpage 246

EditProperties

Edit items Ekt r on CMS400.NET information,such as Summary, Metadata, Schedule, andTaxonomy.

After you complete the edit screen, you proceed tothe View Content screen. From here, you canperform additional content activities, such asmove/copy, delete, and view history.

After you select the content,you have the following options.on page 43

http://-/?-http://-/?-http://-/?-http://-/?-http://-/?-


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Viewing a Fold


Force CheckIn

Only appears if user is a member of theAdministrator group or assigned the folder adminrole and content is checked out.

Allows an admin to check in content even though

he is not the one who checked it out.

Publish Accept changes to content and publish it to thesite.

RequestCheck In

Allows either admin user or non-admin user withedit permission for the contents folder to email theuser who checked out content. The email asks thecheck-out user to check it in.

Save As Save Office document or asset to your computer. Saving an Office Document on

page 251

Submit Submit current version of content for publishing.When you do this, the next person in the ApprovalChain is notified that your content is ready forreview.

Asset Workflow on page 260

Synchronize Synchronize content or folders between twoservers

eSync Feature on page1

View View items Ekt r on CMS400.NET information,such as Summary, Metadata, Schedule, andTaxonomy. After viewing, you can also edit thatinformation if you have permission.

Next, you proceed to the View Content screen.From here, you can perform additional contentactivities, such as move/copy, delete, and view itshistory.


View inMicrosoftOffice

View Office document within Office application.Cannot change.

http://synch.pdf/http://-/?-http://-/?-http://-/?-http://-/?-http://-/?-http://synch.pdf/


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Adding a Subfold


A d d i n g a Su b f o l d er

Since the procedure for adding new folders is usually only grantedto administrators, it is documented in the Ektron CMS400.NETAdministrator manual section Managing Content Folders >Adding Subfolders.

Dele t i ng a Fo l de r

Since the procedure for adding new folders is usually only grantedto administrators, it is documented in the Ektron CMS400.NETAdministrator manual section Managing Content Folders >Deleting Subfolders.

View in g Con t en t

You can view all content in your Ektron CMS400.NET Web site.Viewing content allows you to see the content, metadata,summaries, and other information.

ViewProperties

View Office documents Ekt ro n CMS400.NETinformation, such as Summary, Metadata,Schedule, and Taxonomy. After viewing, you canalso edit that information if you have permission.

After you complete the edit screen, you proceed tothe View Content screen. From here, you canperform additional content activities, such asmove/copy, delete, and view its history.


http://-/?-http://-/?-http://-/?-http://-/?-http://-/?-


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Viewing Conte


Viewing Content from a Web PageTo view content from a Web page, follow these steps.

1. Sign in.

2. Browse to the content you want to view.3. Right click the mouse.

4. Click Properties.

5. Continue reading fromThe View Content screen appears. opage 43.

Viewing Content f rom the Workarea

1. Navigate to the folder that contains the content, as explained iViewing a Folder on page 30.

2. The icon to the left ofView indicates the type of content being

displayed. Icons are described below.

Icon Content Type

All types

HTML

HTML form or survey

DMS document
http://-/?-http://-/?-http://-/?-http://-/?-


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Viewing Conte


To change the type of content being displayed, click View theselect a type.

3. If your system supports more than one language, you can viewonly content in any language via the View > Language menuoption (illustrated below).


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Viewing Conte


4. Hover the cursor over the content, click the triangle ( ), and

select View from the dropdown menu.

Alternatively, click the contents title.

5. The View Content screen appears.

NOTE You can also click the content title to access the View screen.

After you select the content, you have the following options.

Your options depend on your permissions and the status of thecontent.

Button or

Tab

Name Description For more information, se

Properties

tab

ContentProperties

View the contents properties Properties on page 45

Content tab View Content Displays content

Summary

tab

Edit Summary Edit contents summary Adding a Content Summaryon page 76


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Viewing Conte


Metadata tab Edit Metadata Edit contents metadata Adding or Editing Metadata opage 80

Al ias tab Edit Alias View and edit the contentitems primary alias

View all secondary aliases

The Ektron CMS400.NETAdministrator Manual sectionURL Aliasing > ManualAliasing

Comment

tab

View Comment View comments on changesmade when editing content.

This comment also appears onthe View Content and ContentHistory screens. Use it to helpdistinguish one version from

another.

Tasks tab Add/edit tasks Add or edit tasks for this content Managing Tasks on page 29

Web Alerts

tab

Add/edit WebAlerts

Add or edit Web Alerts for thiscontent

Ekt ro n CMS400.NETAdministrator manual chapterWeb Alert Feature

Templates

tab

Add/editTemplates

The template currently assignedto the content.

The Ekt r on CMS400.NETAdministrator Manual sectionManaging HTML Content >Creating/Updating Templates

Category tab Add/editTaxonomyCategory

Any taxonomy categoriescurrently assigned to thecontent.

The Ekt r on CMS400.NETAdministrator Manual sectionTaxonomy

Edit Content Open content for editing Editing HTML Content onpage 52

View History View older versions of content;restore older version

Viewing and RestoringPrevious Content on page 11

View Staged Displays staged content Staged Content on page ix

View Difference Compares current and earlierversions of content

Comparing Versions ofContent on page101

Button or

Tab

Name Description For more information, se


65/841

Viewing Conte


PropertiesThe content properties screen contains information about thecontent.

Delete Delete content Deleting Content on page60

Check forcontent linked tothis content

Identify all content withQuicklinks to this content

Checking for BrokenQuicklinks on page63

Add Task Attach a task to content Task Module Toolbar onpage 318

Return Go back to previous menu

View

(language)

View If you can view content in more

than one language, select alanguage from the drop downlist.

Add

-select

language-

Add

-select

language-

Lets you copy current contentinto a new item and translate itto selected language.

Translating Content to AnotheLanguage on page 59