The SBCC Web Publishing Process The process of creating new web pages or editing existing pages within the OmniUpdate system is straightforward.
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1 Table of Contents Introduction 2 The SBCC Web Publishing Process 2 Staging Server vs. Production Server 2 Roles, Permissions, Levels and Authority 2 Logging In 3 Workflow 3 Dashboard Tab, Content Tab, Add Ons 4 Pages View 5 Page Icons 6-7 Logging Out 8 Page Editor 8 Page Editor Icons 9-15 Editing a Page 16 After You Save 16 Create a New Page Adding Content to a New Page 19 Copy and Paste 19 Hyperlinks 19 Checking Links 20 Formatting 20 Editing Page Name, Title, and Nav Title 21 Subnav.html 22 Checking Pages In and Out Saving Versions 24 Reverting to a Version 24 1
2 Introduction OmniUpdate, an enterprise web content management system designed specifically for higher education, doesn t require that any software be installed on your computer. It instead runs through your Internet browser (Internet Explorer or Firefox on a Windows PC; Firefox on a Macintosh). We recommend if you have an older browser that you upgrade the browser for best results in OmniUpdate. Because OmniUpdate is browser-based, you can edit web pages on your computer and save them on the OmniUpdate staging server. The staging server is just that, a place where web pages and other files are held (or staged) until they are approved and published to the live or production server, or rejected and sent back for revision. The SBCC Web Publishing Process The process of creating new web pages or editing existing pages within the OmniUpdate system is straightforward. Staging Server vs. Production Server You will work on pages and save them to the staging server first. A page can be saved and passed between a number of different users many times before being published to the production server (SBCC website). Until the time an authorized user clicks the Publish button, however, the pages remain on the staging server and can still be changed, edited, or deleted. The production server is simply the live SBCC site. Pages that are still in the publishing process such as newly-created pages, edited pages, and pages that have been approved and are waiting to be published to the live site are on the staging server. Roles, Levels and Authority Your permission level (also known as your role) determines the full range of tasks you can perform within the OmniUpdate publishing system. The OmniUpdate system itself has 11 permission levels (from 0 to 10), with a wide range of tasks flowing through successive levels of permission. Level 10 is highest for administrators. Level 0 is the lowest level and is reserved for reviewers. 2
3 To better understand different permission levels and go to OmniUpdates permission chart: chart: date.com/documentation/o x/10/authoritylevels/permiss ionchart/ Logging In W.1 Go to a website you will be updating ( Hover over the top-left hand corner of the page. When the hand icon appears, click. You will be redirected to Pipeline. Log in with your Pipeline username and password. T.1 Log into a page you will be editing on the site. Workflow Dashboard Content Tab Add-Ons When you log in, OmniUpdate loads the page you logged into. At this point you may select an area to edit by click on one of the edit buttons or click on the Content or Dashboard tab. For maximum screen size, you may want to press the full screen button the F11 key in Windows. At the top of the browser window are the Primary Menu tabs: Dashboard and Content Tabs Dashboard and Content Edit Button 3
4 Dashboard Tab In the Dashboard tab, you will see all of the pages sent to you by other users for approval, as well as any messages ( s in Omni) that have been sent to you. Workflow Includes Inbox, Outbox and Compose Current Projects List of files that are checked out to your individual account Settings/Preferences information, your user level and who your approver is (if any) Content Tab Pages Recent Saves Recent Publishes This button displays the list of editable web pages and a set of functions that can be performed on any page. Available functions are dependent upon your authority level. This button displays a list of pages which have been updated, indicating the time, date, and user by which each page was last saved. This button displays a list of pages which have been published to the live site, indicating the time, date, and user by which each page was last published. Add-Ons The Add-Ons tab is optional in OmniUpdate and is used to provide users with additional information specific to the institution. Currently two selections appear in this tab. Accessibility Standards This tab provides you with information in regards to designing websites compliant with 508 web standards. Transcode-it Provided by OmniUpdate, you can upload videos and Omni will a message with a link to download the compressed video. 4
5 Pages View z Unsure about an icon? Let your mouse hover over the icon to get a tool tip. Depending upon your specific editor level, you may see different icons. 5
6 Pages Icons Description of icons in the pages list Name Edit Edit Web Page Pages tagged with multiple editing areas will require you to pick an editing region. Size of File Size automatically converted to KB, MB, or even GB. Date and Time of Last Save Check This Page Out Check This Page In Viewable only on pages current user has checked out. File is already checked out by another user Seen when another user already has the file checked out. Page is pending approval by another user Review Add / Edit RSS Optional Feature: Allows you to write to an RSS News Feed; page must be assigned to a news feed. To learn about adding RSS, please contact your OmniUpdate sales representative. Edit HTML or Page Areas in HTML code Allows you to modify the HTML of the region of the page currently being edited. Only available to Level-8 users and above. Edit Page Properties Edit page title, meta tags like description, content, etc. Only available to Level-5 users and above. Schedule Reminder Schedule a reminder for this page at a later date and time. Preview Web Page See how the web page will appear in the browser you are utilizing. Compare Page to last published version Optional Module: Allows you to compare the page, using color-coded text, from how it looked before editing to how it looks after. Check Links Checks the links on this page for validity. 6
7 Publish Schedule Page for Publishing Files you have access to publish can be scheduled for publishing. Expiration Set this page to expire at a future date and time. Publish Publish page to production server, making it live. Admin Assign Editing Access for this page (or folder) Users can only update pages they belong to. Only available to Level-8 users and above. View Page Log Displays a list of who has edited this page and when. File Back Up File Commit a new copy of this file to the versioning system. Revert File Reload file on staging server to when last published to production server. Rename File Rename file on both production and staging servers. Move File Move file from one folder to another. Move will affect file on both production and staging servers. Send File to Recycle Bin Move file into the recycle bin for possible later retrieval. Delete File Delete file on production server or folder on both staging and production servers. Deleting versus Recycle If you delete a file or directory, it is gone! So, be very, very careful if you are deleting something. If you send a file to the Recycle Bin, we can recover this for you 7
8 Log Out W.2 1. Click on Log Out in the top righthand corner of OmniUpdate. 2. Click OK. T.2 Log out of OmniUpdate. Page Editor View When you click an Edit Content Area in the Page Editor., you will be The Toolbar Within the WYSIWYG editor, there are a variety of functions available to the user to properly update the page. Below is a list of all the functions available. Some buttons become active after another action. ( (For example, after you insert a table and click in a cell, the insert row button becomes active.) File Functions Save Click on the "Save" button to save the current file on the staging server. Remember, it will not be live on the production server until it is published by an authorized approver. 8
9 Save As... Click on the "Save As" button to save the current file with a new file name. Revert the editor to its original state Click on the "Revert" button to undo all changes. Cut, Copy, Paste, Find Functions Cut To cut a portion of the document, highlight the desired portion and click on the "Cut" button (keyboard shortcut - CTRL+X). Copy To copy a portion of the document, highlight the desired portion and click on the "Copy" button (keyboard shortcut - CTRL+C). Paste To paste a portion that has already been cut (or copied), click on the location where you want to place the desired text on the page and click on the "Paste" button (keyboard shortcut - Ctrl+V). This button will not work in Firefox without tweaking some settings. To learn how to do this, click here. Paste from Word To paste from Microsoft Word, click on the "Paste from Word" button. This will open a new window where you can paste then insert your text. Paste as Plain Text To paste as plain text, click on the "Paste as Plain Text" button. This will open a new window where you can paste then insert your text. This will also remove any special formatting tags that programs such as Microsoft Word may have added. Find Click on the "Find" button to search for text on the current page. Find/Replace Click on the "Find/Replace" button to search for text on the current page then replace that text with other text. Undo Redo Functions Undo Click on the "Undo" button to undo changes you have done one-by-one. Redo Click on the "Redo" button to redo changes you have undone and want back in 9
10 place. Spell Check Function To check spelling, click on the spell checker button or right click on the mouse and scroll down to "Check spelling". Spellchecker You will be taken to the first incorrectly spelled word. You can then choose to: - Change the incorrectly spelled word with the suggested words provided - Ignore the incorrectly spelled word (i.e. not make any changes to it). Formatting Function Remove Formatting To remove all formatting, highlight the text to be updated and click on the "Remove Formatting" button. This will return the text back to the default settings. Basic Font Properties Bold Turns selected text into bold text. Italic Turns selected text into italicized text. Underline Turns selected text into underlined text.please note that underlined text usually means that a word or phrase is a link to another web page. In this case however, the underline formatting does not create a link (to create a link, see the "Insert/Edit Link" Button below). Strikethrough Turns selected text into strikethrough text. List and Indent Functions Turns the selected text into an bulleted list. Example: Unordered list Apples Oranges Bananas 10
11 Turns the selected text into a numbered list. Example: Ordered list 1. The first subject is Next I'd like to point out that Finally we can see that Outdent To decrease the indent of a paragraph, click on the "Outdent" button. Each consecutive click will move text further to the left. Indent To increase the indent of a paragraph, click on the "Indent" button. Each consecutive click will move text further to the right. Script Functions Superscript Turns selected text into superscript text. Subscript Turns selected text into subscript text. Alignment Functions Align left Moves all selected text to the left. Align center Centers all selected text. Align right Moves all selected text to the right. Align full Moves all selected text to the left and the right. Link Tools Insert/edit link To create a hyperlink, select the text or image for the link, then click on the "Insert/edit link" button. If applicable, the pop-up window will contain existing link information. You can use the link manager to navigate to the page to which you want to link. The full URL of the page to be linked can be typed in the URL text box. A target window information (optional) and an anchor name (if linking to an anchor - optional) can also be supplied. 11
12 When finished, click on the "Insert Link" button to insert the hyperlink you just created, or click on "Remove Link" to remove an existing link. Clicking on "Cancel" will close the window and return to the editor. Create or modify a mailto link To create a mailto link, select the text or image for the link, then click on the "Insert/edit mailto" button. If applicable, the pop-up window will contain existing mailto information. You can use the mailto manager to enter the address and subject of the to be sent. Select in the hyperlink and click on the "Unlink" button to remove a hyperlink Unlink NOTE: The unlink button will only work on anchors in Internet Explorer. It will not work in Firefox, Safari, or Chrome. Insert/edit anchor To create an anchor, select the text or image for the anchor, then click on the "Insert/edit anchor" button. A pop-up window will contain existing anchor information. Enter the name of the anchor and click on the "Insert" button. Font Properties Font Family This button displays a drop-down list of the standard fonts recognized by most web browsers. To change the font of existing text, select the text and choose a font from the drop-down list. To start typing new text with a specific font, click on the cursor at the position where you want to begin typing, select a font from the drop-down list, then begin typing. To use a font that is not available in the list, choose "Custom..." and a pop-up screen will request the new font's name. Keep in mind that custom fonts may not be available for display in all browsers. Font Size This button changes the size of any selected text. Size 1 is the largest, 3 is in the middle, and 7 is the smallest. To start typing new text with a specific font size, click on the cursor at the position where you wish to begin typing, select a size from the drop-down list, then begin typing. The Paragraph button is a drop-down list of several actions that can be used to change the formatting of a selected paragraph. To select a paragraph, simply click on the cursor once anywhere inside the paragraph. The following example functions can be then be used: Paragraph Normal <p> - Sets the selected paragraph to normal. Headings <h1> through Heading 6 <h6> - Sets the selected paragraph to a specific heading size between 1 (the largest) and 6 (the smallest). Pre <pre> - Sets the selected paragraph format to no text wrap. 12
13 Styles This button sets the style any selected text. The styles available are set by the system administrator. Text Properties Select text color This button sets the color of any selected text. There are 216 color choices. To start typing new text with a specific font color, click on the cursor at the location where you want to begin typing, select a color from the drop-down list, then begin typing. Select background color This button sets the background color of any selected text. There are 216 color choices. Insert Images/Media Insert/edit image Insert or Edit an image. Insert/edit embedded media Insert or Edit embedded media. Misc. Graphics Tools Horizontal rule To insert a Horizontal rule, click on the "Horizontal rule" button. When clicked, a popup will appear that will allow you to choose both width and height of the horizontal rule. Insert line break To insert a line break, click on the "Line break" button. This is the same as entering <br />. To insert a special character, click on the "Insert Special Character" button. Insert custom character A pop-up window will appear with a list of special characters. Click on the button of the character to insert into your web page. If you know the HTML and numeric equivalent, you can also enter that into the pop-up. 13
14 Cleanup messy code The "Cleanup messy code" button removed extraneous tags as well as adds appropriate ending tags where necessary. This helps with cross-browser functionality as well as good general practice. Toggle guidelines/invisible elements The "Toggle guidelines/invisible elements" button adds/removes the outlines of tables and other elements, for visual purposes only. Edit HTML Source The "Edit HTML Source" button take you to the HTML Source Editor so that you can edit the HTML source code. Code Protect button Code Protect Displays the position of server side code within the WYSIWYG Editor represented by the icon, allowing for easy editing of server side code. (PHP,ASP,JSP, ColdFusion) Table Tools To insert a table, select the desired location, then click on the "Insert Table" button. Inserts a new table A new window will pop-up with the following fields: Columns - number of columns in table; Rows - number of rows in table; Cell Padding - padding around cells; Cell Spacing - spacing between cells; Alignment - the alignment of the content within the cells; Border - thickness of the border around the cells; Width - width of table; Height - height of the table; Class - a class defining the styling of the table; Table Caption - choose whether or not to have a caption above the table. Fill in table details, then click on the "OK" button to insert table, or click on "Cancel" to go back to the editor. Table row properties Here you can edit the alignment, background color and several other properties. Table cell properties Here you can edit the alignment, background color and several other properties. Insert row before To insert a row before another row, click inside the row cell you want the new row to preceed, then click on the "Insert row before" button. Insert row after To insert a row after another row, click inside the row cell you want the new row to follow, then click on the "Insert row after" button. 14
15 Delete row To delete a row, click inside the row you would like to remove, then click on the "Delete row" button. Insert column before To insert a column before another column, click inside the column cell you want the new column to preceed, then click on the "Insert column before" button. Insert column after To insert a column after another column, click inside the column cell you want the new column to follow, then click on the "Insert column after" button. Remove column To delete a column, click inside the column you would like to remove, then click on the "Delete column" button. Split merged table cells To split cells that have previously been merged, select the cell then click on the "Split merged table cells" button. Merge table cells To merge cells, highlight the cells you would like to be merged, then click on the "Merge table cells" button. Form Tools The Form tools only build the web page interface of the form. It is up to the web site developer to build or provide the server side form processing code. Inserts/Modify a form Allows you to create or edit your form. When creating a new form, you will be able to set all attributes needed for your form to function properly. Delete form Highlight the form for deletion and click on the "Delete Form" button. Insert/Modify input element Allows you to insert or modify input field such as checkboxes, buttons, or events. Insert/Modify section element Allows you to insert or modify selection drop down elements. Insert/Modify textarea element Allows you to insert or modify text area elements. 15
16 Editing a Page W.3 1. Go to a page you want to edit (omni.sbcc.edu/pagename) and log in. 2. Click on the upper left-hand corner of the page when the hand icon appears. 3. Click on the Edit Main Content Area button. 4. You are now in Edit mode for this area of the content. Click in the document at the point you want to begin editing. 5. Make a change to the current content. (Type: I am making a change to this content if there is not a real change you want to make at this time.) 6. Click the Save icon in the top-left area of the editor. T.3 Follow the steps above to log in and add content to a page. After You Save 16
17 At this point, you have only saved on the Staging server (refer to page 3). From this screen you can edit the page, look at the properties of the page, preview the page, compare the page to the page on the Live site, check the links on the page, revert back to a former version, check to see who has access to this page, and backup the page (which saves a version of the page). For this page to go Live on the SBCC website, you need to publish the page. You may also schedule the page to be published on a specific date, or send it to someone for review. If you are required to have someone approve the page, you will not see the schedule or publish button. You will only have the choice to send for approval. T.4 Click preview to preview the page. Click Edit to add more content or change formatting. Create a New Page W.4 1. Click on the Content Tab. 2. Click New. 3. Check to make sure you are in the correct directory. (I am creating this new page in the HR directory.) My page URL will be 4. Choose a template. 5. Type a Page Title, Nav Title, and Document Title. 6. Click the Edit button to edit the page. 7. Click the Edit Main Content Area button and add content. New Page View I am creating this new page in the HR 17
18 Page Title is what appears at the top of the page as a main heading. Nav Title is what appears in the left-hand navigation. The link is automatically generated in the lower left navigation. Document Title is the name of the php page. (If I type benefits in this field, the URL for this page will be because I am inside the HR directory creating this new page. Do NOT use spaces or punctuation in the Document Title. DO NOT type an extension as one will be generated for the page automatically. Overwrite New Document: If this is checked, it will overwrite a document with the same name within this directory. New Document Access: You can choose who can edit this page (to a certain extent you have control over this. Users are generated from users in the OmniUpdate system, so a user must be added to the system and be given permissions by an administrator first. ) Page Title Nav Title T.5 Create a new page. (Hint: Click on the Content Tab, then the Pages link below ) 1. In the Title type Jen s Practice Page. 2. In the Nav Title, type Jen s Practice Page. 3. In the Document Name, type jenspracticepage. 4. Click Create. 5. Click the Edit button. We will rename these later. Observe how the document name is all lowercase without punctuation. 18
19 Adding Content to a New Page Ways to Create Content: Copy and Paste the content from a pdf, Word document, web page or other electronic documents. Text that is copied from other programs will be pasted into the editor as plain text (you will lose your formatting). You will have to format the text in Omni. Type your own content into the page. Copying and Pasting Text W.6 You can copy and paste text from a variety of electronic documents. 1. Copy the selection of text you want from a document. 2. Click on the Paste button in the editor. Do NOT use the keyboard shortcut Ctrl + V. 3. Format the content by using the formatting tools in the toolbar. Spacing Paragraph: Enter (text appears with space between the lines of text) Line break: Shift + Enter (text appears without a space below it) Hyperlinks The style is set up for hyperlinks in the different areas of the templates for a consistent look. In the editor, these will appear as blue, underlined text. When you preview the page, the hyperlink will render using the style set up for the hyperlink. To Insert a Hyperlink W.7 1. Type the text you want as the link. 1. Select the text. 2. Click on the hyperlink button in the toolbar. 3. Make sure you are on the Production Server (this is the default setting). 4. Type the URL (or paste it from your browser) or browse to find the page in OmniUpdate. 5. Save your page. 6. Preview the page to see the style applied to your hyperlink. File Browser When you browse for a page, you can toggle back and forth between the staging and production server. If you can t find the page you want to link to, it may not have been published yet. Browse 19
20 Checking Links on a Page W.8 1. After saving the page, click the links button. 2. Click the "Check Now" button. A page will display what links are okay and broken on both the staging server and the production server. Removing a Link W.9 1. Click in the link you want to remove. 2. Both the insert/edit and the unlink buttons are activated. 3. Click on the unlink button. Formatting Some formatting is already set up for you. You may apply these formats from the formatting dropdown. You may also format text by applying other formatting when needed (bold, italics, underline ) Formatting Content on a Page W Highlight the text before applying any formatting. 2. Apply different formatting and styles. T.7 Just Want to Practice I Have Real Pages to Make! Go to Copy and paste content into the editor or type new content. Click on Get Practice Text. Add formatting. This will open a pdf from which you can Make sure to include at least one copy and paste text into your page. Work in hyperlink. the editor, testing different fonts and Save your page. formatting. Preview your page. Make sure to include at least one hyperlink. Check the links on the page. Save your page. Preview your page. Check the links on the page. 20
21 Something is amiss. Editing the Page Title, Nav Title, and Page Name W.5 Editing the Page Title 1. Click on the Content Tab. 2. Click on Pages. 3. Click on the Properties button. 4. Change the title. 5. Click Save. Editing the Nav Title 1. Click on Content Tab. 2. Click on Pages. 3. Click on the subnav file. 4. Click the Edit button. 5. You are in edit mode (in the page editor). 6. Make the change and save. Renaming the Page 1. Click on the Content Tab. 2. Click on the Rename icon. 3. Click on the file name and type the new name (leave the.pcf). Do NOT use spaces or punctuation in the name. 4. Click on the green arrow or Rename. T.6 1. Edit the Page Title to read the title you want the page to be. (Hint: There is a Properties button at the top of the page.) 2. Edit the the Nav Title to the text you want the link to have. (Hint: The subnav.html is listed in the left-hand directory.) 3. Rename the page to the name you want your page to be. (Hint: Click on the Rename icon.) Note: Some of you may have a page that you want to create. Some of you may not. If you have a page you want to create, you can use this time to name your page and the link appropriate for your page. If not, you may use Land of the Lost as the Title, Land of the Lost as the Nav Title, and landofthelost to rename the page. 21
22 Subnav.html This page is the list of links for the navigation in the lower left-hand side of the pages in your directory. Good news: These are generated for you when you create a page. Bad news: These are not deleted if you recycle or delete a page. And, you have to remember to publish the subnav.html when you publish your page. subnav How to delete a link in the subnav.html file: 1. Open the subnav.html page in Edit Mode. 2. Highlight the links that you want to remove. 3. Push the Delete key on your keyboard. 4. Save the page. 5. Publish the page by clicking on Publish at the top of the page. It is a good idea to check this page on the live site to make sure that all of the links work and that this page has been published with the new links. Checking Pages In and Out It is very important that you check pages back in when you are finished so that others can edit those pages. By default, when you log into Omni and start editing a page, you are checking this page out. If someone else is editing that page (and therefore has it checked out), or the user forgot to check the page back in, you will not be able to edit the page. Instead, you will receive a message informing you that the page is already checked out. (See image below.) You can click on the user name and send this user a message asking them to check the page back in. Once you publish a page, it checks back in, but while you are on the staging server making changes and adding to the page, it stays checked out to you until you check it back in. 22
23 Checking In the Page W.13 Click on the Content Tab. If the light bulb is lit up, you have the page checked out. To check it back in, simply click the light bulb. It darkens and is available for other to check out. Checking Out the Page (Again, when you enter OmniUpdate from the web page you want to edit, you will be checking that page out.) If you are already working in Omni and want to check an additional page out, click on the Content tab. Then, click on the name of the file you want to edit and make your changes. OR, click on the light bulb (it lights up) and you now have that page checked out. The Red Lock If someone else has this page checked out, it will have a red lock on it. You can hover over the lock to see who has the page checked out from this view as well. T.8 Click on the Content Tab. Click on the light bulb to check the page back in. Click on the name of the file. Click on the Edit Main Content button. Save the file. Click on the Pages link. Check the page back in. Extra: To see all the pages you have checked out, click on the Dashboard Tab and click Current Projects. You can also check pages back in on this screen by clicking on the light bulb. 23
24 Save a Version of a Page W After you have saved, you can save a backup version of your page. 2. Click on the backup button. 3. Type a note describing the change you made. 4. Click Commit. T.9 Save a version of your page. T.10 Let s make some more changes and save another version. 1. Click on the Edit button. 2. Make another change to the page. 3. Click on the Save button. 4. Preview your page. 5. Click on the Backup button to save a version of your page. Reverting to a Version of the Page W Click on the Revert button. The version is saved here with your comment. 2. This will list all versions that are saved of this page. Let s revert back to a different version of your page. 1. Click on the number of the version to which you want to revert. 2. Click Okay. 3. Preview the page. T.11 Save different version with a note describing the change. Revert back to a different version. 24
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