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Content Training_Jan2014
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An Overview of what this document covers
General: The backbone of content management training – we’ll be going through an overview of the various sections of the system, as well as covering some terminology & essential information.
Pages: Pages to your site are managed and edited using a WYSIWYG Editor. Adding pages uses a form which has additional functions on tabs.
Tools: This section houses a library, or Document Manager for effectively adding documents to your website. It also has a section that enables you to create forms for various uses; what you learn here will form the basis of forms that you create in other sections of the system.
There are many things the system can do, and many questions may arise today about aspects of the system that we will not be covering at this point.
Remember – our focus today is adding content; once the content has been added we can proceed to other aspects of this system’s capability.
Having said that, we’ll have a brief look at what the sections do.
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Overview:
Refer to the Handout.
Toolbar Icons:
Message: New Updates Link
Settings: Review all updates
Home: Link to the public home page
Log Out: Click to log out of the back end
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Objectives of today’s training session:
The objective of this training session is that you are able to go away and add content to your system!
IVT have created a skeleton for you to flesh out; with Association Online, it is surprisingly easy to do this.
If you get lost remember that a site map has been developed which outlines what needs to be added; use this to plan your work, and ensure you have included everything.
Navigation:
Navigation enables people to navigate, or move, from one part of a site to another. When a browser clicks on something and a page of information opens, it does so because of navigation.
Creating navigation is one of the key things you will be doing after this session.
Pages:
Once the navigation is in place, you need to create the page that is being navigated to – this is another task you will be able to complete after this session.
WYSIWYG Editor:
The ‘What You See Is What You Get’ Editor is the reason you don’t need to be an IT Programmer to write your web page. With WYSIWYG it’s easy!
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Pre Go-live URL:
The non-live site domain name is structured with no ‘www’, and with ‘association online’ in the address. For example: abc.associationonline.com.au
Post Go-live URL:
The live site domain name is probably the same as your current web address. It is structured with ‘www’, and without ‘association online’ in the address.
For example: www.abc.org.au
Administrator Access:
Administrators need to be listed in the Contacts area with the following:
• Name
• email address
• Password
• access groups
To access the back end, the relevant URL must be followed by: /administration
Open up both the front and back end of the system now.
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The Back End
Click on the Website CMS Tab on the top level menu, (orange banner); this is the Content Management System for your website.
The sections on the left hand side relate to areas of the front end of the website which need to have content added.
Adding webpage content to the Home Page
As the home page is unique to each organisation, it will be covered in a training session after your design has been implemented.
Site Map
IVT have created the structure of your website, you need to add the content detail. Your site map will be a good resource to help you do this systematically, particularly if work is being delegated to different people.
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Primary Navigation – The Tabs
The tabs on the front end (created by IVT as per your requirements) are referred to as the Primary Navigation Bar. When you point to / click on these, a drop-down box appears with a list of categories.
Secondary Navigation – The Categories
The categories that you create are referred to as secondary navigation; although some may have been created for you, you will be adding many of these.
Think of categories as how the user navigates around the system to get to pages.
It is possible to have several layers of categories, (when a category is within another category). Some people refer to the category layers with the analogy of a Parent / Child structure, where there are layers of categories. These layers are virtually limitless, as ‘child’ categories can have ‘child’ categories of their own.
For convenience we often refer to the ‘child’ categories as subcategories, but to the system they are always labelled ‘categories’.
Records – Page Content
Ultimately the categories point to a webpage, which the system calls a ‘record’. You will be adding and maintaining the records, or pages of the system.
The basic structure of creating categories, and records applies to most of the sections in Association Online.
Let’s look at how you can add a category, subcategory, and page.
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Add a Category:
To create secondary navigation you need to add categories.
Log on with your Administrator Access and select the Website CMS tab.
Click on the section of the website that you want to add a category to, (using the menu on the left hand side). We have chosen the About Us section for this example.
Complete the three steps listed in the slide above….
The form that opens will allow you to add a category.
2 Important things to remember:
1. You are adding a category, which is about navigating to a page – you are not adding the page content!
2. Categories have a parent / child structure, or tree structure, (think smaller branches branching off from larger branches with many layers of branches possible). To add a ‘child’ category, you need to have the ‘parent’ category selected.
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Add Navigation: Complete the New Category form… *required fields
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Field Description
Parent
Category
Pre-populated based on your selection, (i.e. the Category
that was highlighted when you selected ‘New Category’ is
the parent).
Title* Name the category
Public* Do not uncheck this field! If unchecked no one will be able
to view this category!
Title for URL This field prepopulates based on the section and the
category.
Short
Description
Often this field is not configured for use, however if
configured: In ‘Category List View‘, (a list of all the
categories in a section), use this field to add a short
description or summary of what the category contains. It
has an automatic Read more link to the Long Description
field.
Long
Description
Often not configured for use, however if configured:
This description appears as a short paragraph describing the
category contents in Record List View.
How would you add a category within the category you have just added?
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Field Description
Groups If you have custom Access groups they will appear here,
along with the default groups.
Select the groups which will have access to this category.
If none are selected, the category will be accessible to
all users.
New Image Size: Select the pixel size for the category image you are
uploading.
New Image: Upload the image for this category.
Link Options: If you want this category to be directed to another part of
the website, you can add a redirect link here. Either type
in the URL or click on the redirect link icon.
Checkbox
Options
The Display Menu must be ticked to ensure that the
category is visible in the menu.
Save Save periodically; the form will remain open.
Save / Return * Save and exit the form.
Add Page Content
The categories that you add will only be visible on the front end if they have a page to link to. The pages in your website are referred to as ‘records’ by the system.
Adding a page is a similar process to adding a category, except that:
• You add the detail of the page content
• There are eight tabs to complete on the New Record Form.
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New Record Form: Content Tab Field Descriptions:
Complete the fields and save before moving to the next tab.
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Field Description
Title The name of your page on the front end.
Status Use pending when the site is live and you do not want the new page to
be published yet, (for example, it is unfinished).
Priority When you have more than one page for each category, you can
determine what appears first. Top priority is given to a record
configured as number 01, (not 1). Give pages a two-figure priority.
List
Description
If there is more than one page in this category, this description appears
in Record List View; use it to add a short description of the page
content to entice further viewing. List descriptions always have a
read more link to the page.
Page
Content
(formerly
Detailed
Description)
This is where you add the page content.
Use the WYSIWYG Editor to format your text, (bold, italics, colour,
styles, etc.). Adding images, links and documents here gives you
maximum flexibility over their positions on the page and will be
covered later.
Save Save data and stay in this form, then proceed to the other tabs.
Save/
Return
Save and exit the form
There are many WYSIWYG Editor fields in Association Online – what you see is what you get! The icons in the WYSIWYG Editor will be familiar to you if you use Word – they make formatting your web pages easy!
In addition to regular features such as bold, italics, underline, highlight, font colours, alignment and paragraph indentation, there are formatting styles for you to use, (e.g. Heading 1), and you can also add tables.
Using Shift + Enter gives you a new line in the same paragraph; using the Enter key alone will start a new paragraph.
Ensure that you Save your work regularly to avoid losing your changes, (if you have connectivity issues, for example).
Formatting:
It is important that you do not copy and paste from Word; instead, either type directly into the WYSIWYG Editor, or paste into Notepad and then copy. This ensures that the formatting of the WYSIWYG Editor won’t be disrupted.
Adding images, links and files:
You can add images links and files in the WYSIWYG Editor, and also through purpose specific tabs – each method had different advantages and disadvantages.
Adding images, links and files to your web page using the WYSIWYG Editor will give you maximum flexibility over where they appear on the page. If you do use the WYSIWYG Editor to add images, you must first resize them in photo editing software.
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New Record Form: Meta Tab Field Descriptions:
The Meta Tab contains date for Search Engine Optimisation, (web searches).
Complete the fields and save, then move on to the next tab
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Field Description
Meta Title Descriptive titles are the most useful for Search Engine
Optimisation
Meta Keywords List the words you think people are likely to use when searching
for information that can be found on your record.
Meta
Description
This description will appear in online searches; it is designed to
entice a closer look at your site.
Save Save data and stay in this form, then proceed to the other tabs.
Save/Return Save and exit the form
If you don’t have time to complete the Meta Tab on every page, make sure the Meta fields in Dashboard>Settings are populated.
The dashboard fields will apply generically throughout the site – use the Meta Tab fields to override the generic data for this particular web page.
If you want to know more about how to improve Search Engine Optimisation, do some research on Google!
Adding Images using the Images Tab
Adding Images in the WYSIWYG Editor gives you maximum flexibility and control over the image location on the page, however it does not resize the image for you. The tab option will resize the for you, however the size options are limited, and the image will appear in a position determined by the design team.
Tab Advantage:
The advantage of the Images tab is that it gives you resizing options, reducing the image size for you. What we’re referring to here is Image Optimisation for Web Use – reducing the image ‘size’ (in pixels), which also reduces the ‘file size’, (amount of bytes); this is important as it makes loading the image on the page faster.
Images Tab fields:
Thumbnail: A small icon which appears in list view. If you fail to select a resizing option, the image will be uploaded to it’s ‘actual size’, which may be very large.
Image: The actual image on the page / record. Select the resize option prior to uploading.
Flash Upload: Moving images, (digital videos, etc.) to a maximum 10MB Capacity. Read more about Image Optimisation for Web Use in the online help function, or via Google research!
Complete the fields and save, then move on to the next tab
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Image Optimisation for Web use:
Although the WYSIWYG Editor will allow you to place the image exactly where you want it to appear, it does not resize the image for you as the Images tab does.
Therefore, before you upload an image, use photo editing software to ‘resize’ the image and save as a jpg file.
Reducing the image to the actual dimensions that you want on your page will at the same time reduce the number of pixels, and the ‘file size’, (amount of bytes); this is important as it makes loading the image on the page faster, (particularly important for the WYSIWYG). There is much information about this on our online help function, and the internet, but as a general rule:
1. Resize the image in photo editing software and save to your computer.
2. Keep images to under 100 Kilobytes.
Once you have resized your image you can upload it in the WYSIWYG Editor.
Refer to the quick reference guide for details on how to upload an image to your page using the WYSIWYG Editor.
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New Record Form: Links Tab Field Descriptions:
Adding links in the WYSIWYG Editor gives you maximum flexibility and control over the link location on the page. Using the tab to add a link means the link will appear at the end of the page.
Tab Advantage:
Adding links here is ideal if you have a list of links to add, typically a ‘Useful Links’ section, as it is quick and easy to do. The links will appear at the end of the page / record.
Complete the fields and save, then move on to the next tab.
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Protocol Description
http:// A regular WWW site
https:// A secure site, (encrypted)
ftp:// A directory of files or an actual file available for download
news:// A newsgroup
file:// A file located on your hard drive or some other local drive
<other> A different location within your website.
Adding Links to your Record
There are several different links that you may want to add to your page / record, including the following:
Link to
• An email address
• An external website
• A different page within the same website
• A different part of the same page, which is called an anchor.
Refer to the quick reference guide for details on how to add each of the above links to your page using the WYSIWYG Editor.
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New Record Form: Files Tab Field Descriptions:
Adding links to files in the WYSIWYG Editor gives you maximum flexibility and control over the file location on the page. Using the tab to add a file means the file will appear at the end of your text on the page / record.
The Document Manager System ensures that each new version of a document uploaded to the Document Manager will automatically update all the links to it. This saves you time and reduces the risk of error.
We will soon cover how to upload a file to the Document Manager Module, which is essentially a library, but for now we’ll look at how to add a document that is already there.
Complete the fields and save, then move on to the next tab
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Adding Files (documents), to your Record
As with using the Files Tab, to add a document in the WYSIWYG Editor the document needs to be in the Document Manager already, (we will shortly cover how to do this).
To add an existing document to your page from the WYSIWYG Editor we will refer to the quick reference guide.
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New Record Form: forms Tab Field Descriptions:
A form is a simple questionnaire that allows the user to send information to you. Examples are forms such as ‘contact us’ or ‘customer feedback and complaints’.
The forms need to have been created before you can add them to the record. Later on we’ll look at how to create forms, but for now we will use a default form as an example of how to add a form to the web page.
For the form that you want to use, decide whether you want the form to
• Appear at the end of the page you are adding, ‘in-line’ with the text; or
• ‘Link’ to another page.
If you want it to appear in its own page you may want the form appears in a ‘Link Popup’, allowing the user to return to the original page once they have completed the form.
Complete the fields and save, then move on to the next tab
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Adding Forms to your Record
As with using the Forms Tab, you can only add existing forms to the WYSIWYG Editor.
1. First go to the forms tab and click on the LINK button of the form you want to. A window will pop-up.
2. 2. Copy the URL in the pop-up window
Back in the WYSIWYG Editor, click on the link button; the Link pop-up box will appear. Paste the link into the URL field and click ok.
Save your work
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Adding Forms to your Record
1. 3. Back in the WYSIWYG Editor, highlight the text you want to turn into the link.
2. Click on the link button; the Link pop-up box will appear.
3. Paste the link into the URL field and click ok.
4. Save
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New Record Form: Preview Tab Field Descriptions:
As the name suggests, the Preview Tab provides a glimpse of what the finished record looks like. It is useful for previewing work which is not yet available online.
New Page (Record) Form: Categories Tab Field Descriptions:
This feature avoids duplication of information. There may be times when the same page / record is relevant to more than one category; rather than create the same record twice, you can use this tab to have the page appear in two places.
Likewise there may be times when you have added the record under one category, but have discovered that it needs to be removed from the current category and placed in a different one. Use the Categories Tab to correct this easily without having to create the page all over again, by simply checking the relevant additional category/categories.
Complete the fields and save, then move on to the next tab
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Once created, it is a simple process to edit, delete or reorder a category or record.
When you delete a category, any records it contains will removed from the front end. You will be able to see them in the Uncategorised folder.
To have them display on the front end again, click on the category tab and check the category you would like the page to display in.
Please refer to the Quick Reference Guides to learn more.
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Association Online has an inbuilt Document Manager – this is a section of the system dedicated to storing files; it is a resource library.
In the Document Manager you can create directories, (folders), which will assist you to store your files in an organised way. In addition to storing files, the Document Manager has permission / access capability; you are able to restrict access to directories or files to specific user groups if required.
The Document Manager also has version control, to assist you keep track of changes, and automatically updates documents to the latest version available.
The Document Manager is within the Tools section of the back end menu.
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Adding Directories follows a similar structure as adding categories.
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You can assign different groups with different levels of access.
For example, the admin group might have read and write permission, and the adminSuper group may have approval permission; members may have read only permission, and the public no access at all.
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In this screen shot there are no existing documents, and therefore the second column is blank.
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Uploading documents in their original format.
If you forget to complete the Permission Groups, no one will be able to view this document!
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Be sure to check the contents of a directory prior to deleting it. You may want to relocate some of the documents to a different directory.
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Forms are added to the system in the Forms Section of the Tools Tab.
The basic structure and function of forms here will help you with forms in other sections of Association Online, as there are more similarities than differences.
When you need a new form it is more efficient to copy a similar existing form and edit it, rather than create one from scratch. Why reinvent the wheel when you can save you time and avoid duplicating existing work?
Once copied, you can delete fields, add fields, modify fields, configure fields for mandatory completion and change the order the fields appear in.
You can change the name of the copied form, but not on the first tab of the form that opens.
The key to working with forms is understanding the terminology used, and the options available – there are more than 10 different types of Form Fields!
To do this the quick reference guide on Form Field Options is particularly helpful.
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The second tab in the form field is where you configure the form’s settings.
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Once forms have been completed, they need to be processed. For example, a complaint will need to be referred to the relevant party, a query will need to be answered, etc.
To process forms you must first view the submission.
Form Administrators can view unprocessed forms in the back end:
Tools>Forms>Submitted Forms
NB: Sometimes certain field labels cannot be seen in the back end – if this is the case, on the front end of your site (after the .au) type the following pathway:
/forms
If you are a Form Administrator you will be able to process forms from this location.
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You can also view data on completed forms on the front end if you are a Form Administrator
On the front end of your site (after the .au) type the following pathway:
/forms
View and process forms from this location.
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Once you have read the submitted form you can take the appropriate action.
Once the action has been taken, add notes in the Process Notes field to indicate how it was handled.
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You can query form results.
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Support Centre
From the Support Centre Page you can
• Access a Support Centre feedback form
• Access System Instructions
• Log a Helpdesk Ticket
Instructions
The Instructions section contains all the latest training material in the following order:
• System Overview: explaining the top level menu in the back end, (orange banner)
• Standard Modules: lists Standard and Plugin modules, with a section on each of the Standard Modules
• Plugin Modules: a section on each of the plugin modules
• Training Documents: access the latest training manuals, quick reference guides, and activity sheets. activity Sheets can be used to guide self-paced learning, to identify knowledge gaps, or to practice knowledge gained through a training session.
• Featured Topics: this section explains how to use some of the recent updates and new system features
Get More Help
• Submit a Helpdesk Ticket
• Contact the training coordinator
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