SiteExecutive Version 2012 Structured Content User Guide...Contact: Systems Alliance, Inc. Executive Plaza III 11350 McCormick Road, Suite 1203 Hunt Valley, Maryland 21031 Phone: 410.584.0595

Contact: Systems Alliance, Inc. Executive Plaza III 11350 McCormick Road, Suite 1203 Hunt Valley, Maryland 21031 Phone: 410.584.0595 / 877.SYSALLI Fax: 410.584.0594 http://www.systemsalliance.com http://www.siteexecutive.com

SiteExecutive Version 2012 Structured Content User Guide Revised May 2012

Table of Contents

Chapter 1 Structured Content Overview .................................................................................................................... 3 Structured Content Terms: ..................................................................................................................................... 3

Chapter 2 Working with Content Types ..................................................................................................................... 3 Create a Content type ............................................................................................................................................ 3 Editing/Deleting a Content Type............................................................................................................................. 4 Edit a Content Type ............................................................................................................................................... 4 Uploading a Content Type ..................................................................................................................................... 5 Exporting a Content Type ...................................................................................................................................... 6 Functions available at the Content Types Level ..................................................................................................... 8 Functions available at the Content Type Level....................................................................................................... 8

Chapter 3 Planning Content Type fields .................................................................................................................... 9 Adding Fields to a Content Type ............................................................................................................................ 9

Chapter 4 Content Type Presentation Layouts ....................................................................................................... 12 Defining Content Type Presentation Layouts ....................................................................................................... 13 Generating Default Layouts ................................................................................................................................. 14 Previewing a Content Presentation Layout .......................................................................................................... 14 Editing a Content Presentation Layout ................................................................................................................. 15 Deleting a Content Presentation Layout ............................................................................................................... 16 Exporting a Content Presentation Layout ............................................................................................................. 16 Adding a Custom Content Presentation Layout ................................................................................................... 17

Chapter 5 Content Type Interpreters ........................................................................................................................ 18

Chapter 6 Content Viewlets ....................................................................................................................................... 19

Chapter 7 Content Collections .................................................................................................................................. 19 Deploying a Content Collection ............................................................................................................................ 19 Changing Content Collection Properties .............................................................................................................. 20

Chapter 8 Establishing Content Collection Workflow ............................................................................................ 22 Setting up Content Collection Workflow ............................................................................................................... 22

Chapter 9 Content Collection Permissions.............................................................................................................. 24 Setting Content Collection Permissions ............................................................................................................... 24 View Permissions ................................................................................................................................................. 26 Edit Permissions .................................................................................................................................................. 27

Chapter 10 Content Administration .......................................................................................................................... 28 Creating New Content .......................................................................................................................................... 28 Data View: ............................................................................................................................................................ 31 Compare View:..................................................................................................................................................... 32 Workflow Status: .................................................................................................................................................. 32 Submitting Content for Review ............................................................................................................................. 32 Editing a Content Item in a Collection .................................................................................................................. 33 Copying a Content Item in a Collection ................................................................................................................ 34 Archiving Content in a Collection ......................................................................................................................... 34 Deleting a Content Item from a Collection ............................................................................................................ 35 Content Administration Dashboard ...................................................................................................................... 35 Items in Workflow Tab .......................................................................................................................................... 35 Drafts Tab ............................................................................................................................................................ 36 Published Content Tab ......................................................................................................................................... 36 Reviewing and Approving Content for Publication ............................................................................................... 36 Featuring Content ................................................................................................................................................ 38

Content Type

•Defines the structure of the content

Layouts

•Define the presentation of the content

Viewlets

•Define what data to get and which layout to use

Interpreters

•Define how to display the data

Content Collection

•Where content is managed

Chapter 1 Structured Content Overview

Structured Content Terms:

Chapter 2 Working with Content Types

Create a Content type

1. Select the Module/Application explorer from the Site Explorer dropdown.

2. Select Content Types

3. Double click Create Content Type in the Desktop area

4. Required Fields for Content Types:

a. Name – Name that appears in the site tree to the left as well as in the url of the content collection on the live site once content is published.

b. System Name – Internal system name for Content Type. Does not allow spaces. Max length 227 characters.

c. Description - description of the content type.

Editing/Deleting a Content Type

Content types can be edited or deleted once created, but caution should be taken when a content type is already in use as all data contained within that field would be altered/deleted as well.

Edit a Content Type

1. Select the Module/Application explorer from the Site Explorer dropdown. 2. Select Content Types 3. Select the desired Content Type from the tree 4. Click the Fields tab at the top of the Desktop area

5. Click the Edit button next to the desired field 6. The Edit dialog opens:

Uploading a Content Type

The Upload Content Type function allows for content types from other sources to be imported into SiteExecutive. Primarily this would be re-using an existing SiteExecutive Content Type for another purpose.

To Upload a Content Type:



3. Double-click the Upload Content Type icon on the Desktop.

4. The Upload dialog appears:

5. Content Type Name is required along with System Name (cannot duplicate an existing name and cannot use reserved names: Populator, Image, or Video as Content Type Names), and Definition File which is where selection of the external file containing the Content Type takes place. The Definition file must be XML format and a sample can be obtained by exporting an existing content type from SiteExecutive.

Exporting a Content Type

To Export a Content Type:



3. Select the desired Content Type from the Content Types listing.

4. From the Desktop area double-click the Export Content Type icon

5. You will be prompted to either Save or Open the file via an XML editor.

6. The exported file will resemble the file structure below:

Functions available at the Content Types Level

Desktop Where new content types are created. This tab also gives Administrative users access to user Permissions icon and the Object Viewer. The Permissions configuration allows an Administrative user to specify which users are able to access the Content types. The Object Viewer grants users direct access to a debugging tool often used by developers (for more information, see the Site Administrator User Guide).

Populator Where Control Populator fields are created and maintained. These are reusable pick lists of static items that can be added to Profiles in the Profile Directory, on an Advanced Form, or on a Content Type. Populators can be accessed from of any of the above applications or modules in the Application/Module explorer.

Audit Log This tab logs information about the Content Type. It provides the time, action, description, and user for each entry.

Functions available at the Content Type Level

Desktop Administrative users access to user Permissions icon and the Object Viewer. The Permissions configuration allows an Administrative user to specify which users are able to access the Content types. The Object Viewer grants users direct access to a debugging tool often used by developers (for more information, see the Site Administrator User Guide).

Create Content Type

Maintenance Options – Rename and Delete

Fields Add/Edit custom fields to Content Type

Layouts Management interface for Content Type Layouts. The layout governs how the content in the type will be displayed on the site. All layouts including default and custom layouts can be managed from this location.

Interpreters Specifies the url pattern for the content type.

Viewlets List any viewlets created for each Content Type, Upload new viewlets for

a content type, and Download a sample viewlet.

Usage List where within the site the content type is deployed and in use. It also provides creation and last modified information for each application instance.

Properties Internal settings for the designated content type.

Audit Log Provides the time, action, description, and user for each entry.

Chapter 3 Planning Content Type fields

There are several decisions you will need to make before definining a field for a content type:

Q: What will the field be called?

A field has a label (the name displayed in the user interface) and a machine name (the name used internally). The label can be changed after you create the field, if needed, but the name cannot be changed after you have created the field.

Q: What type of data will the field store?

Each field can store one type of data (text, number, file, etc.). When you define a field, you choose a particular field type, which corresponds to the type of data you want to store. The field type cannot be changed after you have created the field.

Q: How will the content be displayed?

Each field type provides a mechanism for data input when you are editing (text box, select list, file upload, etc.).

Adding Fields to a Content Type


2. Select the desired Content Type from the Content Types listing.

3. Click the Fields tab in the Desktop area to the right

4. Click the Add Field button at the top left

5. Each content type has a set of default fields that cannot be removed. These fields are:

Start Date Date the content should begin to be shown in the collection

End Date Date the content should expire from the collection

Title Title of the content item

URL Title URL title of the content item (automatically generated from the title unless otherwise specified)

Print Date Print Date of the content item

1. To add additional fields click the Add Field button.

2. Insert screenshot

Label Name of field that appears in the user interface when entering content via this type

Field Name Internal machine name for field used by the system

Type Type of data allowed in field. Cannot be modified once saved. Choices include:

Date

Date/Time

Email

Image

Limited Text

Number (whole or decimal)

Populator

Unlimited Text

Video

WYSIWYG

Yes/No

Context Defines the fields behavior and requirements.

None

Required – marks the field as required

Read Only – field cannot be edited

Hidden – field will not be seen by content author

Meta Field Name What Meta tag to associate the content field with.

Custom Name

Refresh

Standard Names o Author o Date o Description o Keywords o Title

Facebook

o fb:admins o fb:app_id o fb:page_id

Open Graph o og:title o og:type o og:image o og:url o og:description o og:site_name

Dublin Core o DC:title o DC:creator o DC:subject o DC:description o DC:publisher o DC:contributor o DC:date o DC:type o DC:format o DC:identifier o DC:source o DC:language o DC:relation o DC:coverage o DC:rights

Show Result Column?

Include as a column in the deployed content collection search window.

Description Description to display to the content author (via a hover over tool tip) entering content via the content entry screen.

Maximum Length Displays depending on selection made from the type drop down.

Width Displays depending on selection made from the type drop down.

Height Displays depending on selection made from the type drop down.

Maximum Displays depending on selection made from the type drop down.

Minimum Displays depending on selection made from the type drop down.

Chapter 4 Content Type Presentation Layouts Presentation Layouts allow designers and developers to determine the look and feel of the content collected within the content types. Presentation Layouts consists of Content and Container fields that can be postioned and styled according to your preferences. The Presentation Layouts are built apon the Application Layout Framework introduced in SE2011 last year.

Defining Content Type Presentation Layouts

SiteExecutive out of the box comes standard with 3 basic layouts. They are:

SEDefault_detail

SEDefault_landingpage

SEDefault_list

Each default layout is in XML format and contains designated SiteExecutive class names that can be used for styling with Cascading Style Sheets.

See Example below:

Generating Default Layouts

Once a Content Type has been defined the next step is to generate a default layout for the newly defined content type. Generating a default layout creates a basic display which includes all the custom fields from the specified content type. Once the default layout is generated it can then be customized by removing undesired fields and/or moving specific fields to their designated locations enabling users to get the exact look and feel they are looking for for the display of their content.

To generate Default Layouts:

1. Select Module/Application Explorer

2. Expand the Content Type listing in the Site Tree to the left

3. Select the desired Content Type

4. Click the Layouts Tab

5. Click the Generate Default Layouts button at the top right

6. Click Ok in the confirmation message

7. 3 Default layouts will now appear in the window:

a. SEDefault_detail

b. SEDefault_landingpage

c. SEDefault_list

Each layout has 4 options associated with them:

Preview – Preview the layout (i.e. What fields are placed on the layout)

Edit – Edit the layout properties

Delete – Delete the layout

Download – Download the layout to your computer

Previewing a Content Presentation Layout





5. Click the Preview button next to the desired layout

6. Select a desired template to view the selected Content Type within

7. The Content Type layout now displays within the selected template

a. To return to the Layout tab click Go Back

Editing a Content Presentation Layout





5. Click the Edit button next to the desired Content Layout

6. The Edit Layout dialog displays

8. See Section “Adding a Custom Layout” for details on Layout Properties.

Deleting a Content Presentation Layout





5. Click the Delete button next to the desired Content Layout

6. Click OK in the confirmation message.

7. Once a Content Layout is deleted there is no undo for this function. So please delete carefully.

Exporting a Content Presentation Layout





5. Click the Export button next to the desired Content Layout

6. Select to either Open or Save the file to your computer.

7. A file named layout.xml opens or saves.

8. See example above in “Defining Content Type Layouts” for file structure and code example.

Adding a Custom Content Presentation Layout

Users with HTML knowledge can create and upload their own layouts to display their structured content.

To Add a Custom Layout:





5. Click the Add Layout button at the top left

6. Layout Properties must be assigned:

a. Name – Name of the layout that will be selected at the content collection instance level.

b. Purpose – Is this the layout for the List, Landing page, or Detail view of the content

c. Layout XML – Where you select the XML file that contains the layout to upload

d. Default Style Sheet – If using a separate style sheet for the content type it is selected here. Otherwise leave blank to use the existing stylesheet assigned to the template.

e. Default Javascript – If using custom Javascript it is selected here. Otherwise the default Javascript is used.

f. Description - Describe the characterics or use of the layout.

Chapter 5 Content Type Interpreters

Content Type Interpreters translate the url into actual content to display to the site visitor. The interpreter queries the content collection for the specified content and displays it on the site in the specified location and format. There are 2 default interpreters that ship with SiteExecutive:

Interpreters can be customized if you want to display items by different categories or want a different url format to display. Interpreters can also be combine via a grouping option on each interpreter to gather custom data like events by geography and by date which would utilize both the date and hierarchy interpreter. Grouping fields are selected on the Properties tab of the Content Collection.

Examples:

A healthcare organization using a Content Hierarchy Interpreter to categorize diseases on their website. The url would look something like: www.site.com/contentcollection/cancer/article.html .

A higher ed organziation using a Date Oriented Interpreter to list press releases on their website. The url would look something like: www.site.com/contentcollection/2011/4/20/article.html .

Create own url pattern by defining each level of content

Content Hierarchy

Good for date centric data such as press releases or articles

Date Oriented

http://www.site.com/contentcollection/cancer/article.html

http://www.site.com/contentcollection/2011/4/20/article.html

Note: A sample interpreter can be downloaded from the Interpreters tab in the Module/Application Explorer by selecting the desired content type.

Chapter 6 Content Viewlets Viewlets are code that is written to implement desired functionality that can be dropped on a page/template. Viewlets are defined for each content type and each content type can have many viewlets. Viewlets main function is to get the data and control the presentation.

See the SiteExecutive Application Framework Guide for more information.

Chapter 7 Content Collections Content collections can be deployed anywhere within the site tree and will contain one specific type of content. For example a collection could contain all press releases, but could not contain a mixture of press releases and case studies as those would be different content types.

Deploying a Content Collection

To deploy a content collection on the site tree:

1. Select the desired site or folder from the site tree.

2. Select the Desktop tab.

3. Double click Deploy Content Collection in the information area

4. The Deploy Content Collection dialog box will appear.

The fields available are “<< “= required field:

Name<< Displays in the site tree and the browser url for the content collection.

Title<< Displays on the top of the Content List page.

Browser Title Displays in the Browser’s page title (shown at top of browser bar and tab depending on browser version). Overwrites title and is used for additional search engine friendliness.

Type<< Specifies the Content Type (i.e. Press Release, Case Study) to be contained in this collection.

Template<< Specifies what template to apply to the collection. (Note: There can only be one template assigned per collection).

URL Interpreter<< Specifies the interpreter to apply to the collection. This will dictate the URL pattern used when rendering a piece of content in the collection.

Apply Default Style If enabled, it provides an out of the box default presentation theme through CSS.

Active Specifies if the Content Collection can be displayed.

Results Page Size<< Specifies the number of items to display on the Landing and Detail pages for the collection.

Default Layout Drop downs

Home Page

Detail

Library

Specifies the layout to be used for each view of the collection.

Group Content By Specifies populators that can be used for grouping, if any should be used to display the content in the collection.

Interpreter Attributes

RSS Summary Field

Specifies what field to use from the content type as the summary field in the rss feed

Changing Content Collection Properties

To change Content Collection properties once a collection is deployed:

1. Select the desired Content Collection from the site tree.

2. Click the Properties tab at the top right.

3. Click the Edit button at the bottom right.

4. Once desired changes are made click the Save button at the bottom right. Note: Type cannot be changed once a collection has been deployed and saved.

Chapter 8 Establishing Content Collection Workflow Workflow is a process by which content is routed to individual users or groups for review prior to publication.

When content is routed to users or groups, all users and group members will receive an email message with notification that the selected content is awaiting approval.

Note: Assigning a workflow policy at the collection level will not cascade the policy down to other collections or folders created under that folder. Each collection’s workflow functions independently of each other and other SiteExecutive objects and elements.

Setting up Content Collection Workflow


2. Select the Desktop tab.

3. Double-click Workflow in the information area.

The workflow dialog appears:

4. Click the Add Step button to add a workflow step.

5. The fields available are “<< “= required field:

Step Name<< Each workflow step requires a Step Name which identifies what step in the workflow is to be completed (i.e. Spell Check, Editorial Review, Final Approval). This name carries throughout the collection and in workflow notifications to users so ensure they are clear and concise.

Editable Specifies whether or not reviewers in this step can make edits to the content while they are reviewing it. If checked and edit button appears during the content review processf or all users selected for this step.

Users Select the users assigned to review content in this Workflow step.

Groups Select the groups assigned to review content in this Workflow step

6. Be sure to click the Save Step button when complete.

7. Repeat for all steps in the Workflow.

8. Steps can be re-ordered by drag and drop.

Note: Best practices for implementing workflow include:

Once Content is in workflow the workflow steps cannot be edited and is disabled. In order to edit workflow all content items must be out of workflow.

Limit to three steps to keep workflow simple.

Use groups instead of users to avoid bottlenecks.

There is no limit to the number of steps, users, or groups added to the workflow. However, too many users/groups may affect performance and efficiency.

Chapter 9 Content Collection Permissions Permissions are applied for users and groups to control access as needed. Permissions should be established starting from the highest level in the SiteExecutive Explorer. Permissions may be set up to cascade down to the folder and subfolder level to restrict or grant access. This extends to the Content Collections as well. Existing permission settings will cascade to the Content Collection but can be modified on specifc collections as necessary.

Setting Content Collection Permissions


2. Select the Desktop Tab

3. Double click the Permissions icon in the information area.

The Permissions dialog appears:

1. Click Add to establish permissions for users and groups.

The Add Permissions dialog box appears:

The fields available are:

Group/User: Select list of all users and groups in SiteExecutive.

Permissions: Determines the level of access a user has to an area. Options include:

Read: Allows user/group to view (not edit) items stored within the collection.

Write: Allows user/group to view and edit items stored within the collection. Write automatically grants Read access.

Admin: Allows user/group to view, edit, and administrate items within the collection. Meaning that admin level users also gain access to view all items in workflow regardless of wheter or not they are assigned as reviewers and can Force Publish any item in Workflow no matter what stage of workflow it is in. Admin automatically grants Read and Write access.

Apply to this object and all child objects: Grants desired permissions to the selected object, items stored directly in the selected object, and permissions cascade to the child objects (sub-objects and stored sub-items).

Example: Granting read access to Group A at the Site Level with this box checked gives Group A read access to everything on the site - to the Site level and its direct items and to all sub-folders and their sub-items.

2. Enter information in the available fields.

3. Click Save.

The selected user or group appears in the Permissions dialog box.

4. Repeat all steps to establish permissions for additional users or groups.

5. Click Close to close the Permissions dialog box.

View Permissions

To view permissions:

1. In the Permissions dialog box, click on the View Effective Permissions icon for the

desired user.

The Effective User Permissions dialogue appears:

2. Click Close when viewing is completed.

Edit Permissions

To edit permissions:

1. In the permissions dialog box, click on the Edit icon for the desired user.

The Modify Permissions dialogue appears:

2. Make necessary modifications to the permissions and click Save.

Chapter 10 Content Administration

Creating New Content

To add new content to a collection:


2. Click the Content Tab at the top right.

3. The Content Administration Dashboard appears with 2-3 tabs displayed depending on your permission levels(“Items in Workflow” only displays if you have admin level permissions to the collection). Items in Workflow, Drafts, and Published Content:

4. Click the Create New Content button top left:

The Add New Content dialog appears: Note: The fields displayed will vary greatly depending on the Content Type structure set by your site administrator and designer.

5. Items marked with << are required and will vary depending on your content type. Fill out all necessary fields.

6. Click Save and Preview to save the newly added content and preview the content within the full site presentation.

7. You will be asked to Describe the Edits to the content. Note: These notes will be displayed in the Workflow notifications and in the Version history of the content.

The Content Home page will appear:

8. Options available here include:

Preview Presents a preview of the content within the assigned template and is the first view seen on the content home.

Data View Displays all fields both hidden and non-hidden fields of the content type. Contents cannot be edited in this view.

Compare Displays a side-by-side comparison of the current and previous version of the content with color coding detailing where changes were made, as well as all versions of the associated content.

Workflow Status Displays the current Workflow status (if any) of the content item.

Submit for Review Submits content into workflow for review (if enabled).

Force Publish Immediately publishes content (only if admin privileges assigned).

Data View:

Compare View:

Workflow Status:

Submitting Content for Review

Once content is created and ready for approval users can submit content items for review by:

1. Selecting the desired Content Collection in the site tree

2. Clicking the Content Tab at the top

3. Selecting the Drafts tab from the left hand side

4. Click the Preview button to display the content

5. Click the Submit for Review button at the top right

6. You’ll be asked to enter notes for the submission detailing what changes or additions were made. These notes will be read by all reviewers/approvers in the workflow.

7. Click Save and Continue to complete submission.

8. The item will now appear in the Items in Workflow tab if you have access, but cannot be edited at this time.

Editing a Content Item in a Collection

1. Select the desired Content Collection in the site tree

2. Click the Content Tab at the top

3. Select the appropriate tab from the left hand side (Content can be edited in Drafts or Published Content only)

4. Click the Edit button next to the content item

5. The Edit dialog appears:

6. Make all desired changes and click Save and Preview when finished.

7. The Content Home displays in Preview Mode with 3 actions available: Edit, Submit for Review (if workflow enabled), and Force Publish (if Administrator). Content changes must be published to be reflected on the live web site.

Copying a Content Item in a Collection



3. Select the appropriate tab from the left hand side

4. Click the Copy button next to the item to copy. (The copy function is available in all 3 tabs: Items in Workflow, Drafts, Published Content).

5. The Copy dialog appears (same as the Edit Content window):

6. Make any desired changes (URL title must be changed as duplicate URL titles are not allowed) and click Save and Preview.

Archiving Content in a Collection

As an alternative to deleting content permanently from a collection items can be archived and removed from the web site without permanently deleting from SiteExecutive.

To archive Content:



3. Select the Published Content tab from the left hand side. (Only published content can be archived).

4. Click the Archive button next to the desired item.

5. The item now displays an inactive icon next to the content:

6. Arhived items can be reactivated by clicking the Activate icon next to the archived item. Activation is immediate and the activated content will instantly appear on the live site no publishing required.

Deleting a Content Item from a Collection



3. Select the appropriate tab from the left hand side

4. Click the Remove button next to the item to delete

Content Administration Dashboard

Every Content Collection features its own Administration dashboard from which all content functions can be accessed and performed.

Items in Workflow Tab

The Items in Workflow tab only appears when Workflow has been enabled on a Collection. The Items in Workflow tab, by default, displays only items that are assigned to you and require your review and/or approval for publication.

By selecting the All Items in Workflow radion button at the top, users can display all items in workflow whether or not they require their approval. For instance an Administrator might want to see all items in workflow in case some content needs to be pushed along, Administrators can always Force Publish items regardless of who they are assigned to.

Toggles between your items and

all items Displays what Workflow step content is in

Displays Reviewer/Approver

names

Drafts Tab

The Drafts tab displays all items currently in Draft state. Meaning they haven’t been submitted for publication. An important note is that all drafts within the collection will appear, regardless of whom created the draft or whom its assigned to.

Published Content Tab

The Published Content tab displays all published, active content within the collection. Meaning the content seen on the live site. The content in a collection can be visible in several places on the site including the Home page, Call out sections, and Internal pages.

Reviewing and Approving Content for Publication

To Approve Content for Publication:



3. The Items in Workflow tab should display.

Toggles between your Drafts and

all Drafts Displays Draft Owner or Last

Modified Owner

4. Click the Title of the desired Content from the list

5. The Review/Approval dialog will display:

6. Click Approve to approve the content, click Reject to the reject the content, click Force Publish to skip all remaining steps in the Workflow and immediately Publish the content.

7. Each action will require an explanation be entered. Enter the note and click Save & Continue.

Featuring Content

To Feature content from a Collection:


2. Click the Featured Content tab at the top of the desktop area

The Featured Content dialog appears:

3. Click the Add Featured Item button

4. Items can be searched by keyword(s) using the Search box at the top or simply selected from the list that displays of all published content

5. Click the Add item button next to the desired item.

6. Your selection will show a the bottom in the Selected item section.

7. Click the Use Selected Item button to close.

8. To remove Featured items simply click on the Delete button next to the Featured item.

For more information please visit the SiteExecutive Support Center at www.support.siteexecutive.com .

http://www.support.siteexecutive.com/

Documents

SiteExecutive Version 2012 Structured Content User Guide...Contact: Systems Alliance, Inc. Executive Plaza III 11350 McCormick Road, Suite 1203 Hunt Valley, Maryland 21031 Phone: 410.584.0595