Manual ODIP Content Management System Version 1.0 February 2013

Transcription

1 Manual ODIP Content Management System Version 1.0 February 2013 Chapter 1- Home page After you have logged in you will find the entry buttons to all sections of the CMS you will need to maintain the ODIP web site. Which buttons are displayed depend on the rights that are related to your user account. It could be possible therefor that you will not see all the CMS the buttons for all options explained in this manual. Above the entry buttons you will see 3 more buttons. Those buttons lead you: - TO WEBSITE : Opens the ODIP web site - HELP : Opens this text - LOGOUT: log off from the CMS Select one of the entry buttons to continue: Here you can add, modify and remove users. You can also give and change rights to users to enter and maintain specified sections of the CMS. Here you can add, edit or remove news items.

2 This is your central library where you will have to upload all documents and pictures. You can subsequently assign uploaded files to the various sections of the CMS so they can be used in these sections. Here you can maintain the agenda of meetings etc. Here you can add pictures that will be used as illustrations in the menu items on the web site. Here you can add and attach sub menus to main menus Here you can add and attach sub-sub-menus to sub menus Here you can define new Media types, Work packages and regions. Here you can add and edit text pages. Text page might contain pictures (uploaded via Media ) and links to documents. Text pages can be attached to main, sub and sub-sub menus. Here you can upload documents for Workshops. This section of the CMS will be open to most of the participants of the project. Please note therefor that these documents will be stored separately from the documents in Section MEDIA

3 Click on one of the buttons to enter the CMS

4 Chapter 2 General functionalities Please read this chapter first before you start working in the CMS. 2.1 Navigation and search Several functionalities are similar in all sections of the CMS. At the top of your screen you will find options to find, add and browse through items of the section of the CMS you are in. The position of these functionalities is equal throughout the CMS 1. Section of the CMS you are in 2. Buttons to get back to the home page of the CMS, to ask for help and to log off 3. Search tools to look up one or more items 4. Buttons to start the search, reset your selection criteria and add a new item 5. Overview of selected items, where you are in your selected set and arrows to browse back and forth. Of course this general outline might differ per section and sometimes additional functionalities are added. These are described in the chapters below. 2.2 Browse list When you enter a section of the CMS all items in that section are shown by default. These items are show in a so called browse list. You can see how many items are selected ( 23 in the example above) and you can browse to the next item by pressing the right arrow. Below the navigation buttons you will find the column headings. You can sort the browse list on any column with a set of up/down arrows next to the title:

5 2.3 Adding/editing/deleting items Press Add new to open a new empty item ( see 2.1: 4.). After having entered all necessary information and having saved the item (See also 2.4 below) you return to the browse list: 3 columns in the browse list are default columns: 1. Edit - click on this button to edit the current item 2. Delete delete this item 3. Active activate this item (only activated items will be shown on the web site or can be used in other sections of the CMS) Once you have activated an item you are UNABLE to delete it. You will have to deactivate the item first before you can delete it. Always check if deactivating an item does not disrupt the integrity of the web site. Links to pages or files might not work anymore. 2.4 Saving an item / Error messages When you try to save an item the system will check if all mandatory fields for that item have been filled. Mandatory field labels are displayed in red. If one of the fields has not been filled correctly or has been left blank an error message will appear:

6 When you have corrected all errors and saved the item you will see this message: Now you know that your item is saved and stored. 2.4 Using the text editor You will be working with the text editor in the sections HTML, NEWS and AGENDA. In this editor you can add free text, pictures and links to documents. You will have the possibility to apply basic layout options. The length of the text you can enter is unlimited in theory although be aware of the fact the long texts will force the visitor of the web site to do a lot of scrolling. You can enlarge the text area by pulling the right hand lower corner down.

7 2.4.1 Enhancing text You can make text Bold/Italics/underlined just like you would do in other text editors like Microsoft Word making bulletd lists You can turn a list of separate lines into a bulleted list by selecting these lines and pressing one of the bulleted list icons.

8 2.4.3 copying and pasting text from external sources. You can also cut, copy and paste text like in any other text editor. You can paste text from external text editors (Word, notepad etc.) into the text editor of the CMS. If the text you want to copy from an external editor has been formatted you can choose to use this format or remove it before you paste the text into the CMS. Therefor you will see 2 past option icons In the CMS. The left one can be used to paste text unformatted and the right one if you want to keep your formatting. If the original text looks like this: Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip

9 ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. You can paste this text into the CMS using paste as plain text and it will look like this: But if you use the other paste option: Paste from Word the text will look like this: Please note however that this option is not entirely fool proof. Some formatting might remain, causing changes in Fonts or even errors in displaying the text on the web site. The safest paste method is the paste as plain text method. To remove messy code causing changes in font or other errors also look below: Cleanup messy code

10 2.4.4 Making tables You can insert a table by defining the number of rows and several other parameters. These parameters will speak for themselves when you look at the resulting table We advise not to use the advanced options if you are not an expert in HTML editing.

11 2.4.5 Cleaning up text If you want to remove al formatting in text already pasted into the text editor use this icon. First select all text in which you want to remove formatting. The result will look like this:

12 If the text you pasted into the editor is causing changes in fonts and/or other errors you might want to use this icon to remove messy code. In the example above the actions did not have any effect as the text did not contain any messy code Insert / edit embedded media Please do not use this option Insert /edit image - First select a location in the text where you want to insert the image. - Click on the insert / edit image icon. - A separate pop-up window will be opened - Select a picture from the list ( see below chapter 3.<> how to upload and link images to news). - Optionally you can edit the image description and Title - Click on Insert to insert the picture If you click on the picture you will see a set of handles appear around the edges of the picture

13 Drag the handles to in/decrease the size of the picture. Please note that aspect ratio is NOT maintained Insert / edit external link Before you can add a link in the editor you must first select text or a picture in the text field. Then click on the icon and a pop-up will be presented where you can enter

14 your URL and define how the link is opened. We advise to always select : Open link in new window. All other options are not important and you do not have to use them. Click on insert to insert the link to the text or picture Insert/edit link to document - First select text in the text editor, - press the insert document Icon - Select a document from the Link list ( remember that your documents should have been added through the section MEDIA (See chapter 3.6). - Select the Target : Open in new window - Press insert The selected text should now appear like this in the text editor

15 Chapter 3 entering and modifying items in the CMS We are now able to start entering and editing items in the different sections of the CMS. In the chapters below each section of the CMS will be described separately 3.1 Users Add, modify or delete users in this section of the CMS. You can assign id s and passwords and give them rights to enter selected sections of the CMS. Per user you will have to fill in the following fields ( field labels in red mean: mandatory field) - Name: Name of the user - Organisation: Select the organisation of the user - Region: select the region in which the organization is located - ID: log in ID of the user - Password: Password of the user - Activate date: Date from which the user will be able to access the CMS - Deactivate date: Date at which the user is no longer able to access - Access: List of CMS sections from which one or more can be selected by moving them to the right hand panel with the arrow between the 2 panels. You can also move a section by double clicking on it. Of course you can move sections back using the left arrows between the 2 panels. Do not forget to save the item after you have finished. 3.2 NEWS In this section you can add news items. You are able to define from which date an item is shown and when it will be deactivated. Please note the Date format you will have to use: 01/01/2010 etc.

16 Publication date [dd/mm/yyyy]: Date the news is published in a third party medium. This date will be shown on the web site Active date [dd/mm/yyyy]: Date from which the item is shown on the site Deactive date [dd/mm/yyyy]: Date the item will be deactivated. Note that the item will not be removed from the CMS. Title: Title of the news item Text: Text of the news item (for instructions on how to use the text editor see chapter 2.4 above). Do not forget to save the item after you have finished. 3.3 MEDIA This the section where you must store all documents and images that you will be using on the web site. After uploading a file you will have to define in which sections of the CMS the file can be used. You will see that this section does not have the option to add an item (Add new) but also offers 2 extra options: Create folder You are able to organize your files in folders. Before you upload a file you should first make the folder in which you want to put that file. You can organize your folders any way that is convenient to you. This has no effect on the use of these files in other sections.

17 After clicking on Create folder first select the main folder (or underlying sub folder), type the new folder name and Save the folder Upload After you have made a folder you can upload files ( documents and images)

18 Please note that you are not allowed to select certain file types. Usually only files with extension doc,docx, xls, xlsx, pdf, ppt etc are allowed. After you have uploaded the file you fill see the path in the panel next to Browse Click save to store the file in the Media section. You should see this message: Close the upload window and click on Search to return to the browse list. You will see that you uplaode file is at the top of the list: Edit Now go to Edit to complete the description of the file and assign it to other sections of the CMS. Internal description : Description to define the file internally Description: external description ( as shown on the web site) Used in : select one or more of the sections below. News HTML Agenda Menu Photos

19 3.4 AGENDA In this section you can announce meetings/events for the ODIP project. Please note that meetings will be shown indefinitely unless you deactivate and delete a meeting/event. - Start date [dd/mm/yyyy]: Start date of the meeting/event - End date [dd/mm/yyyy]: End date of the meeting/event - Work package: Select a work package. Work package terms can be managed in the section: LIBRARY (See chapter 3.7) - Subject: Subject/title of the meeting/event - Description: Short description of what the meeting/event is about - Location: Location where the meeting/event will take place - City: City of the location - Country: Country of the location - Contact: Contact name. This could also be an organisation - address of the contact mentioned above - Download: additional information in a downloadable file. The file needs to be added to MEDIA first ( See chapter 3.6) before you will see in the list of downloads. 3.5 MENU PHOTOS Per menu you can seletc 2 photos as illustration. Of course these photos should first be added to the CMS through the section MEDIA ( see 3.3) When there are NO photo s added to MEDIA you are unable to select photo s in this section. Photo 1: use the pulldown to select a photo Photo 2: use the pulldown to select a photo Menu: Search a menu item an click on it to select it. Do not forget to save the item after you have finished.

20 3.5 SUB MENU Using this section and the next one you are able to build your menu structure for the web site. The main menus of the web site are fixed but here you can attach sub menus to each main menu See the example above. The internal subscription should describe both the main menu and the name of the current menu. This enhances the way you can organise your sub menu items in the CMS and makes it easier to find them back with the search option. In this example the main menu is Overview and the sub menu is Organisation. With Order you can determine the postion of this sub menu item in the list of sub menus under Overview. In this case a character is used but you can also use numbers. We advise to start with numbers like: 10, 20 etc so you are able to add new sub menus later and position them between existing items ( by using number 15 or 25 for instance). 3.6 SUB SUB MENU Together with section SUB MENU ( 3.5 above) you can build the menu structure of your web site. In thisoption you can add new SUB SUB MENUS under an existing SUB MENU.

21 See the example above. The internal subscription should describe both the main menu, the SUB MENU and the name of the current SUB SUB menu. This enhances the way you can organise your sub menu items in the CMS and makes it easier to find them back with the search option. In this example the main menu is Workshops, the sub menu is 1stWorkshop and the name of the SUB SUB MENU is abbreviated to Topic 6. With Order you can determine the postion of this sub menu item in the list of sub menus under Overview. In this case a character is used but you can also use numbers. We advise to start with numbers like: 10, 20 etc so you are able to add new sub menus later and position them between existing items ( by using number 15 or 25 for instance). 3.7 LIBRARY In this section you can find, add and edit a glossary of default terms used on the web site and in the CMS. This is NOT a library of documents. Documents can be found in the section: MEDIA. Field: Select the type for the term. Text: Name of the term In this example the type is: media and the term itself is KML file. This means that in the section MEDIA the term KML file can be used as media type to describe an uploaded file.

22 3.8 HTML In this section you can add and edit existing text pages. Text pages (or HTML pages) can be linked to main, SUB and SUB SUB menus - Publication date [dd/mm/yyyy]: Date the page is published - Active date [dd/mm/yyyy]: Date from which the page will be shown on the web site - Deactive date [dd/mm/yyyy]: Date after which the page will NOT be shown on the web site - Internal description: Please describe the main and/or SUB and/or SUB SUB menu to which the page is linked. This enables you to find the page back easily through the search option. - Title: Title or header of the page shown on web site - Text: Contents of the web page. See Chapter 2.4 to learn how to work with the text editor. - Menu: link the page to the applicable ( main, SUB or SUB SUB) menu item.

23 In this example the page is linked to the first workshop SUB MENU under the menu Workshops. Make sure the link and the internal description match. 3.9 UPLOADS This section will be used mostly by participants of the workshops and therefor is kept separate from the SECTION media. Participants can create several document sets and attach it to the available workshops. The list of Workshops can be maintained via the sections SUB MENU ( See chapter 3.5) and SUB SUB MENU ( See chapter 3.6). - Title: Title of the set of uploaded documents - Summary: Summary / short description of the set uploaded documents - Document: List of documents that have been uploaded via the This button is ONLY visible after you have filled the obligatory fields and saved the item - Menu: Select from the list of SUB SUB menus under one of the SUB Menus How to upload a document First of all press the Button: Then find the document you want to upload on your own PC or Network: - Press Browse - Find the document you want to upload - Select the document - Press Open

24 Press save to upload the document The document will be placed in the Document list with other uploaded documents of the same set.