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Page | 1 Ektron CMS400 V8 – Content Editor Reference LOGGING IN Page | 1 Ektron CMS400 v8 – Content Editor Reference Ektron CMS400 is the content management system Northeast State Community College uses to maintain its public website, beta.northeaststate.edu. Content editing of the website is widely decentralized, to encourage individual departments to keep their own areas of the site current and updated. If you’ve been given access to edit a content area, this is a short guide to the basic functions you’ll need to know. In most areas of the system, there is also help available via any icon that looks like . Note that this version of the CMS is not browser dependent—as long as you are running a fairly current version of Internet Explorer, Mozilla Firefox, or Google Chrome, the CMS editor should work fine. If you’ve got an older, outdated browser version, you may get an error and need to update it before editing in the CMS. LOGGING IN To log in to the CMS system from anywhere there is an internet connection, go to http://beta.northeaststate.edu/admlgn.aspx and click on the button or click the copyright icon at the bottom of the page just like we did in the old Firelogix system. A small login window will pop up that looks like this: Enter your assigned Ektron username and password, and click on ‘Login’, or just hit the Enter key. You should be forwarded to the main page you are responsible for editing. If not please send me an email and let me know. Edit Existing Content The most common thing you will want to do in the CMS is make changes to content that’s already on the website. This section reviews how to make simple text edits, upload or use pictures from the library, and work with hyperlinks. For this manual, we’ll be looking at the Foundations area as a sample section. Keep in mind you will only be able to edit content to which you have been given access. You many have content from other areas linked in your menu but you can only edit your content. Page | 2 Once the test account I have set up for foundation logs in they are redirected to their home page seen in the above screen capture. Two things to notice are the points of entry to edit the page: 1. Page Utilities: First let’s summarize each item of the page edit menu. Click the Bookmarks for details • Edit This button will bring up the WYSIWYG loaded with the page that you are currently viewing. If you do not have this option and it is a page your responsible for more than likely someone else has it checked out. • Properties This button will bring up the Work Area loaded with the page you are currently viewing • Edit in Context This will bring up a WYSIWYG embedded in the current page with limited functionality. This is useful to create and repair links or images. It is also handing to change wording on pages. • Work Area This will bring up the Work Area in the root of the site. This is handy to browse links and library items of other editors • View History This brings up a menu that allows you to restore to previous page states and see who has edited the current page • Add Task Set tasks other users can see. • Logout Use to log out of the CMS Page | 3 2. Add/Edit Menu: Now let’s summarize add/edit menu functions. Click the Bookmarks for details. • Add This button allows you to add an existing content item, new content block, library Assets, External Hyperlinks, and Sub Menu’s • Edit This button allows you to modify menu properties and existing links 3. Other Tutorials • Adding Pictures • Working in the library Page | 4 Once you click the button the page your on will be loaded into a WYSIWIG for editing. A comment on what you see in this screenshot—if you have access to the ‘Delete’ option, please use it VERY judiciously. Unlike our pre-CMS environment, if you delete a piece of content accidentally, it cannot just be retrieved individually. More than likely you do not have access to delete but keep the above statement in mind if you do. Normally, after you complete your edits, you will just use “Submit” to complete the process and post your changes to the website. You may choose to use the “Checkin” option if you want someone else to look at your work before it’s published, or if you are collaborating with someone on a new section of the site that isn’t yet ready for the approval chain. When you submit the content does not go live until it is approved by a content manager make sure you only use the submit option when the content is ready to go live so the content manager will only have to review the page one time. To make basic text changes to the body of the content, simply type as you would in Word, using the familiar text editing icons in the editing bar. Remember though, that HTML isn’t exactly like Word, so results may vary slightly. If you need to copy/paste text from Word or an email, please first paste it into Notepad, and then copy/paste again from there into the CMS, to strip out extraneous formatting. (NOTE: this step is imperative if you are editing a Calendar event, which is not being covered here but deserves a mention in case you will be doing that as well. Once you click the buttons your page will be loaded in the Workarea. Page | 5 Here you will see a rendering of what that content looks like. It is not exact, and may vary from what appears when the content is viewed on the web. From the preview pane, you will click on the ‘Edit’ icon in the upper left of the preview pane, as shown in the screenshot below. If you do not see an ‘Edit’ icon and your icon bar begins with ‘History’, it means you have not been given access to edit a piece of content or it has been checked in by another user. Most of the other icons across the top of that page are not relevant for content editors; however a few may come in handy and are noted below: Page | 6 The history button may be especially useful—the CMS essentially keeps a saved version of each iteration of a piece of content. So every time content is edited and published, a copy is retained in the database. You can use the history function to restore to a previous version of a page at any time. Keep in mind that if you delete a piece of content, all of its history is also deleted, so don’t rely on this to restore content you’ve completely removed. 4 Once you have opened a piece of content to edit, you’ll see a screen that looks like this: The publishing bar: Page | 7 Once you click the you will be allowed the ability to edit within the page using a light weight version of the WYSIWYG Page | 8 This is a very convenient feature in the Ektron CMS. It is a quick editor that allows you to Spell Check, Add/Edit/Remove Links, Add Library items, and set text to Bold or Italics without opening up the work area or WYSIWYG Once you click the button you will be taken to the Workarea just like when clicking the Properties button. The only difference is you will not open a specific page, instead you will be directed to the “Desktop” which is a dashboard for the Ektron CMS. Page | 9 You have a dashboard with useful reports showing content that is waiting for approval, content currently checked out, and content about to expire. Once you click the button you will be able to see past revisions of the current page. You will be able to restore to these past versions from this page. Page | 10 The above page shows a list of all the updates, and who made them with a timestamp. You can choose to restore to any given entry on this page from this page. Once you click the button you will be able to post messages to other users in the Ektron CMS Page | 11 Use the form you see above to add notes that are viewable to other users. Once you click the button you will be able to add items to your menu. If your menu has a “Sub Menu” Make sure you select the correct button or your link will be in the wrong place. Page | 12 Select the first radio button to add “Existing Ektron HTML pages” If you do not see the file you want to link to you can browse the entire site to find it. Select the radio button to create “new html content” and link to it. Page | 13 After you select New Content Block you will need to select the folder to house the content - See above image. THIS IS IMPORTANT to get it in the correct folder because the site map is generated automatically and is indexed by folders that coincide with sub menus for the entire site. If you are unsure about this please let me know and I can set up folders or make sure it is in the correct place. Select the radio button to link to library assets. This will be used mostly to add links to PDF files that I have indexed in the library.
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