Reusable Content. OU Campus v10. OmniUpdate, Inc Flynn Road, Suite 100 Camarillo, CA 93012

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1 Reusable Content v10 OmniUpdate, Inc Flynn Road, Suite 100 Camarillo, CA 93012

2 OmniUpdate, Inc Flynn Road, Suite 100 Camarillo, CA (fax) Copyright 2014 OmniUpdate, Inc. All rights reserved. Document Number: b-010 Publish Date: 8/26/2015 OmniUpdate and are trademarks or registered trademarks of OmniUpdate, Inc. Any other company and product names, and trademarks mentioned within are property of their respective owners. Content is subject to change without notice. About OmniUpdate, Inc. OmniUpdate is the leading web content management system (CMS) provider for higher education. The company focuses on providing an exceptional product and customer experience to its CMS users who manage more than 700 web and mobile sites in the U.S. and around the world. is secure and scalable, server and platform independent, and seamlessly integrates with other enterprise campus systems. It provides college and university web developers, administrators, and marketers with the userfriendly tools and deployment flexibility they need to achieve excellence. For more information, visit. About This Guide The OmniUpdate Template provides a guideline for creating awesome documentation. This template provides examples for the formatting style and grammatical choices to be employed while creating documentation for both internal and external audiences. Reusable Content includes Assets, Creating Assets, Managing Assets, Configuring Assets, Snippets and Includes. Support The Support site is available to everyone and users are encouraged to visit and browse the site for information. An institution's administrators are also available if the answer cannot be found on the Support site or further explanation and clarification is needed. Administrators may contact the OmniUpdate Support Team. Ways to access the support documentation include: Support site: The help link in the main interface of The WYSIWYG Help link Help links embedded in the system Text instructions are provide onscreen for specific fields and functionality OmniUpdate Community Network (OCN): Conventions Shorthand for navigation through the CMS is indicated with a greater-than sign and bolded: > For example, Setup > Sites. Code snippets use Courier New and a shaded background. Page 2 of 86

3 Contents Reusable Content...5 Overview...5 Snippets...5 Assets... 6 Components... 6 Includes... 7 Availability...7 Snippets Using Snippets On Pages Creating and Managing Snippets Categories Creating a Category Snippets...13 Editing Snippets...16 Assets...17 Overview...17 Types of Assets...17 Asset Actions Toolbar Managing and Inserting Assets Administrator Topics Regarding Assets...17 Assets & LDP Overview...18 Asset Actions Toolbar...19 Overview...19 Preview Asset Panel Edit Assets Panel General Properties Panel Versions Screen Save Version Publish Plain Text Asset Overview...22 Creating a Plain Text Asset Inserting a Plain Text Asset to a Page Web Content Overview...24 Web Content Mini WYSIWYG Editor...24 Row Row Creating a Web Content Asset...26 Inserting a Web Content Asset onto a Page...27 Source Code Asset Overview...28 Example of Source Code Asset Configuration...29 Creating a Source Code Asset...29 Image Galleries Overview...32 Examples of Image Galleries Nivo Slider PrettyPhoto Thumbnails...33 FancyBox BX Slider...35 Magnific Popup Form Asset Overview...37 Creating a Form Asset Asset Info Panel Access Settings Panel Elements Panel Messages Panel Form Settings Panel Viewing Form Submissions Form Elements Overview...43 Form Elements Single-Line Text Field Multi-Line Text Field Radio Buttons Checkboxes Drop-Down Multi-Select Date/Time Picker Instructional Text Element Attributes Reference Label and Name Helper Text Items Required and Required Failure Text...54 Default Text Page 3 of 86

4 Advanced Form Submissions...58 Overview...58 Viewing Form Submissions Deleting Form Submissions Exporting Form Submissions Editing Assets Overview...60 Editing an Asset (Generic)...60 Previewing Assets Overview...62 Previewing Standard Asset Types Previewing LDP Assets Previewing Assets in the WYSIWYG Editor Publishing Assets Overview...68 Publishing an Asset Submitting an Asset for Approval Performing a Scheduled Publish Deleting Assets Overview...72 Deleting an Asset Inserting Assets Overview...74 Inserting an Asset with the WYSIWYG Editor Inserting an Asset Only Region...75 Inserting an Asset with the Source Editor...76 Asset Versions Overview...78 Viewing Asset Versions...78 Reverting Asset Versions Asset Properties Overview...80 General Properties Panel Asset Access Settings Panel Log List View...81 Asset Access...82 Overview...82 Changing Asset Access Settings...83 Includes...84 Overview...84 Side Navigation...84 Headers and Footers Snippets Page 4 of 86

5 Reusable Content Overview Reusable content is convenient when working with multiple pages that require the exact same information or a reusable format with different content. End-user tools for creating reusable content come in the form of assets, snippets, include files, binary files, and auxiliary sites. Generally, editing include files is limited to system designers and template developers, and those users only will see an editable region button. Additionally, the use and design of templates themselves and the use of XML stylesheets are a shortcut to utilizing common code and common content. Snippets Snippets provide a template or a format with information that can be changed. For example, the site may require a specific format or structure for tables. This can be created in a snippet and inserted on a page any number of times. Once inserted on the page, the content becomes a part of the page and editable. Because the snippet is no longer linked to the original file, editing the original snippet does not affect the pages on which it was inserted. For more information, visit the Snippets page. Reusable Content Page 5 of 86

6 Assets Assets are used to provide the same information on any number of pages. When the content of the asset is updated, so are the pages that subscribe to it. This is useful for global content and content that should be protected from changes. This also provides a way to insert server-side and client-side code on the pages. For more information, visit the Assets page. Components Components are a form-based type of reusable content that takes answers from content editors and plugs it into the source code of the component. Like snippets, components become part of the page they're inserted in, but like assets, components placed on pages change when the original component is edited. Reusable Content Page 6 of 86

7 For more information, visit the Components page. Includes Include files are similar to assets in that they are considered global and editing the include file updates all pages that are using it. The main difference is that include files are hardcoded into particular locations within the page templates, whereas assets can be placed in any editable region, allow flexibility around where they appear. For more information, visit the Includes page. Availability Snippets are site-specific, meaning that snippets have to be configured for each site on which they should be used. Assets are available cross-site, with the exception of Live Delivery Platform's image galleries and forms. This means that the same asset can be used on both the main site and the intranet site if desired. Using include files across sites is possible but depends on multiple factors including the server's settings, the site's configuration, and the configuration of the include. Reusable Content Page 7 of 86

8 The following table provides a few examples of ways that snippets, assets, components, and includes are utilized. Keep in mind that this list is not all-inclusive and not restrictive; that is, examples that are snippets can also be utilized as assets, and vice versa. Content Type Snippet Asset Include Component Table structure Image placeholder with caption Formatted HTML Non-recurring formatted text Recurring text, common content President's name, addresses, phone numbers An article, quote, or accolade that requires departmental branding Forms Code, JavaScript, or other client-side scripting Comments, discussions Image gallery Widgets, and other third-party code Navigation files Headers and footers Include statements designed to be included on Reusable Content Page 8 of 86

9 Content Type Snippet Asset Include Component a page posttransformation. Reusable Content Page 9 of 86

10 Snippets Snippets are a type of reusable content that once placed on a page, become part of the page's code. The snippet is then edited via the WYSIWYG editor on the page without affecting the original snippet. Snippets are often used for pieces of content with specific formatting, such as tables, buttons, and displaying quotes or images. By using snippets, consistent formatting can be ensured across pages. Snippet creation is accessible to Level 9 and 10 admins and is accessible via Content > Snippets. Learn more about snippet creation. Using Snippets On Pages To insert a snippet on a page you are editing: 1. While in the WYSIWYG Editor, select the Insert Snippet icon. (JustEdit) (Classic) 2. The Choose Snippet modal will appear. Snippets Page 10 of 86

11 From the top dropdown, you can select which category of snippets you would like to view. You can also filter the snippets by name. Select a snippet from the list on the left to see a preview of it on the right. Note that not all of the styling will render in this preview. 3. Click Insert to place the snippet on the page. You can now see more of how the snippet will display. Fill it out as desired with content. Note: This is an example snippet; the snippets on your website will be unique to your design. If you need additional help filling out a snippet, contact an administrator at your institution. 4. Once you have finished adding content into the snippet, save your changes and exit the WYSIWYG editor to see how it will display. Alternatively, while editing a page you can use the Snippets Gadget to drag and drop a snippet into place. Snippets Page 11 of 86

12 Creating and Managing Snippets Snippet management and creation is available to Level 9 and 10 admins. Categories are also configured, which are used for sorting snippets when selecting one to place on a page. Both snippets and categories are accessible from Content > Snippets. Categories Selecting Content > Snippets brings you to the Snippet Categories view. This view lists all snippet categories for the account. You can filter the categories by name, sort categories by name and number of snippets, and click on a category name to see the snippets inside it. Categories are often used to sort snippets by function or by type of pages they should be placed on. All snippets must belong to a category; therefore, you must have at least one category configured to create snippets. Hovering over a category brings up the following menu options: Rename Delete: Deleting a category also deletes all snippets within that category. Deleting a snippet does not remove it from a page, but the snippet file cannot be restored. Creating a Category To make a new category: 1. Navigate to Content > Snippets. The Snippet Categories view is shown by default. Otherwise, click Categories. 2. Click the green +New button in the upper right of the screen. Creating and Managing Snippets Page 12 of 86

13 3. Give the new category a friendly name, which will help end-users determine where the snippet is located. 4. Click Create. Snippets Select Snippets from the left-hand menu to display the Snippets list view. Creating and Managing Snippets Page 13 of 86

14 From this view you can see all snippets in the account. You can filter them by name, sort by name, category, last modified date, description, and how many sites they are available to. Hovering over a snippet brings up the following menu options: Preview: Displays a preview of the snippet code. This may not accurately reflect the appearance of the snippet when added to a page, as styling has not been applied yet. Edit: Takes you to the edit view of the snippet (see more in the next section) Snippet: Dropdown with two options - "Rename" and "Delete." Deleting a snippet is a permanent action. It does not remove a snippet from pages it has been placed on. Select multiple snippets by clicking the checkboxes next to the snippets' names. With one snippet selected, the header options are Preview, Edit, Access, and Delete. The Access option allows you to select the group of users that can place the snippet on pages. When multiple snippets are selected, the only available options are Access and Delete. Creating Snippets To create a new snippet: 1. In Snippets List View or while viewing the list of snippets in a category, click the green +New button. 2. There are two panels: Snippet Information and Snippet Source Code. 3. Snippet Information contains the following fields: Name: The name for your snippet ought to indicate its function, such as "Two-Column Table" or "Block Quote." Required. Category: Select a category for your snippet to belong to. Required. Available for All Sites?: Choose whether this snippet will be available to all sites in the account or not. If you choose to limit it, select from the list of sites which site or sites it will be available to. Available To: Select the group that has access to this snippet and can place it on pages. By default "Everyone" will be selected. Description: Add a description of the snippet, such as what it's used for or where on a page it should be used. Creating and Managing Snippets Page 14 of 86

15 4. Snippet Source Code is a source code editor. Enter the snippet code, remembering that when the snippet is placed on the page, it will become part of page's code and will be affected by the behavior of the WYSIWYG editor, which may remove certain kinds of markup. Therefore HTML is recommended. Creating and Managing Snippets Page 15 of 86

16 Snippets intended for use within the WYSIWYG Editor should not include server-side (e.g., ASP.NET, PHP, or ColdFusion) or client-side code (JavaScript). It is possible to include classes that are called by client-side and server-side code, however. When creating a snippet that contains an image, use the full path to the production server to be able to preview the image in the Snippet Preview window before inserting it on the page. 5. Once you are finished, click Create to make your snippet. The snippet is now available for use on pages. Editing Snippets To edit a snippet, click on its name in any of the list views, or hover over it and select "Edit." The available fields are the same as those present when creating a new snippet. Unlike assets, which can be edited once and those changes applied to all subscribed pages, editing a snippet does not change pages on which the snippet has already been placed. Creating and Managing Snippets Page 16 of 86

17 Assets Overview Reusable content is convenient when working with multiple pages that require the exact same information. Assets allow users to create and manage reusable content (such as formatted or non-formatted text, images, client-side code blocks, image galleries, forms, and more) in one location, and then place that content on an unlimited number of pages. This allows content to be created and edited in one place (the Asset Manager) and populated automatically on all subscribing pages. This makes it easy and convenient to update common content such as a department phone number, an image, or simplify form creation. The creation, editing, and management of assets can be controlled by access settings specifically pertaining to assets. Assets can be easily inserted on a page via the WYSIWYG Editor or Source Editor. A TCF may also be configured to present an asset chooser at the time of page creation. Editable regions can be created to only allow assets to be inserted, and administrators can configure custom toolbars for the WYSIWYG Editor to either allow or deny the ability to add assets to an editable region. Types of Assets The assets available are dependent upon whether or not Live Delivery Platform (LDP) has been purchased. Live Delivery Platform, which is required for Forms and Image Galleries, is an optional set of features in. Please contact the institution s designated OmniUpdate Sales Director for details. If LDP has not been purchased and activated for the account, the Form and Image Gallery asset types will not appear when a user attempts to create a new asset. These pages contain detailed information about the five asset types available: Web Content Asset Plain Text Asset Source Code Asset Image Gallery Asset Form Asset Asset Actions Toolbar When previewing or editing an asset in the Asset Manager, the Asset Actions toolbar will be visible at the top of the screen. This toolbar is similar to that which is found in the Page Actions view. For more information about the Asset Actions toolbar, visit the Asset Actions page. Managing and Inserting Assets For more information about the Asset Manager, and asset management, visit the Managing Assets page. For more information about setting an asset's general properties, such as access settings, metadata, and the log file, visit the Asset Properties page. Once created, assets can be inserted into pages using the WYSIWYG Editor or Source Editor. For more information about inserting assets, visit the Inserting Assets page. Administrator Topics Regarding Assets For more information about the configuration of assets at the account and site level, and for individual assets, visit the Assets & LDP page. Assets Page 17 of 86

18 Assets & LDP Overview There are several utilities that can be used to configure assets and the access to them. These are in various places in the CMS depending upon their scope; some are found in the account settings, some in the site settings, and some are available on the Assets screen. For more information regarding usage for each: Enable/Disable LDP: Live Delivery Platform (LDP) is an additional modular feature set available for OU Campus used for creating Image Gallery Assets and Form Assets. After purchase, it can be disabled and enabled if necessary at the account level. Location: Setup > Account > Optional Features > LDP. Asset Manager: An account-level setting (under Optional Features) that completely disables access to assets by removing it from the Content menu and the File Navigation sidebar. Location: Setup > Account > Optional Features > Asset Manager. LDP Gallery Directory: This is a site setting that determines where images for an Image Gallery Asset are located. Location: Setup > Sites > Edit > Site > LDP Settings > LDP Gallery Directory. LDP Settings: A site setting to configure the host/ip for LDP administrator functionality. Location: Setup > Sites > Edit > Site > LDP Settings > LDP Admin Host. Site Asset Access: Access to assets can be configured at the site level for all assets and assets managements or for asset types. Location: Setup > Sites > Edit > Asset Access. Lock to Site: Asset usage can be limited to only the site on which it was created. Available during asset creation or when editing an asset. Asset Access: Access to an individual asset can be used to override the site asset access setting. Publish Threshold: This is an account setting that allows an administrator to limit the number of pages that can be published when an asset is re-published. Assets by default can be created by Level 4 and higher users unless otherwise restricted by an administrator. Any user who can edit a page can insert an asset from within the WYSIWYG unless the asset has otherwise been restricted by, for example, using the lock to site functionality. For more information, visit the Assets page. Assets & LDP Page 18 of 86

19 Asset Actions Toolbar Overview The Asset Actions Toolbar is a toolbar that appears when a user is previewing or editing an asset. This toolbar is similar in design to the Page Actions toolbar. The options available on the toolbar are dependent on user level, access settings, and the status of the asset. The following options are available: Preview: Displays the Preview Asset panel. Edit: Displays the Edit Asset panel. Properties: Displays the General Properties panel for the asset. The Access and Log panels are also available from the left navigation menu. Versions: Displays the Versions screen for an asset, from where versions of an asset can be viewed or reverted. Save Version: Allows users to save the current state of the asset. Check In/Check Out: Allows users to check in or check out the asset. For some options to show in the Asset Actions toolbar, the file must be checked out by the user. Publish: Includes the ability to publish an asset and other publish options including scheduling a publish and submitting for approval. Preview Asset Panel Previewing an asset is inherently available for all user levels for content to which a user has access. The Preview Asset panel allows users to review the finalized version of the asset as it would appear within the system. When viewing an asset, the name of the asset is displayed in the left navigation. It is important to remember that no changes can be made from this screen and that the user should navigate to the Edit Assets panel to perform the desired actions. For more information about previewing assets, visit the Previewing Assets page. Edit Assets Panel Editing an asset is inherently available for user levels 1 through 10 for content to which a user has access. The Edit Assets panel allows users to modify existing assets within the system. Depending on the asset type, the functionality of this page varies but the user interface will remain mostly the same. For more information about editing assets from the Edit Assets panel, visit the Editing Assets page. General Properties Panel Properties for an asset are inherently available for user levels 1 through 10 for content to which a user has access. The Log is available for levels 5 through 10; Access Settings are available for levels 8 through 10. The General Properties panel allows users to edit basic metadata information about the asset, add tags for filtering and sorting assets, and gives the option to lock an asset to the current site. For more information about the General Properties panel, visit the Asset Properties page. Asset Actions Toolbar Page 19 of 86

20 Versions Screen Available for levels 0 through 10 for accessible content. The Versions screen displays a list view of all previous versions of the currently selected asset. The following elements are displayed on the Versions screen: Number of Versions Filter: Allows users to filter the list results. The filter is specific to version number, user, user, and description. Displays the list view, which includes the following columns: Version, Date, User, Description, and Options. Sort: The list can be sorted by all columns except the Options column. View: Hover and choose whether to view the rendered page or source view. Revert: Reverting to a previous version will replace the content on staging. For more information about asset versions, visit the Asset Versions page. Save Version Available for levels 0 through 10 for accessible content. When a user clicks the Save Version button, the Save Version modal is displayed. This action will save the current state of the file to the Versions archive. Optionally, the user can enter a description of the version into the provided text field. It is important to remember that the description can be no longer than 256 characters. When the user is ready, they can choose to discard the changes or confirm saving the version. Publish If it is required to send the asset for approval, then the Submit button is available rather than the Publish button. When users wish to publish an asset, they will select a list of available options for publishing from the Publish button in the Asset Actions toolbar. Asset Actions Toolbar Page 20 of 86

21 For more information about an asset's available publishing options, visit the Publishing Assets page. Asset Actions Toolbar Page 21 of 86

22 Plain Text Asset Overview Plain Text Assets are used for creating assets with plain text that do not include HTML. They are created and edited with the plain text editor. Text is rendered as plain text and characters are escaped. This type of asset is available across sites within an account unless Lock to Site is selected. By default, users Level 4 and above can create assets. However, users with custom permissions may also access this screen. Creating a Plain Text Asset 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Click the New button. 3. Select Plain Text from the menu to display the New Plain Text Asset screen. Plain Text Asset Page 22 of 86

23 4. Fill out the required fields to create the asset. For this particular asset, the Asset Content Panel will contain only plain text. Any markup language is not escaped and included on the page as text. No editor is used for this asset. 5. After configuring the items click Create. 6. Once the asset has been created, Publish the asset. Like pages, created and saved assets can be immediately published, scheduled to publish, or sent to user for approval. An unpublished asset can even be inserted into pages; however, an asset will not render on the production server until it has been published. Inserting a Plain Text Asset to a Page Once a Plain Text Asset has been created, it is available to be inserted on pages within. Unlike most other asset types, the content that comprises the Plain Text Asset will render inside the green box when viewed in the WYSIWYG Editor, as opposed to the placeholder "Asset cannot be shown in WYSIWYG." When added to a page, any text within the asset's content will be displayed where the asset has been inserted. Plain Text Assets automatically inherit the CSS styles of the page or region they are placed in. Plain Text Asset Page 23 of 86

24 Web Content Overview Web Content Assets are used for entering HTML-formatted text or media items. They are created and edited via a mini-wysiwyg Editor. Web Content Assets support Dependency Manager tags and linking. This type of asset is available across all sites within an account unless Lock to Site is selected. By default, users Level 4 and above can create assets. However, users with custom permissions may also access this screen. Web Content Mini WYSIWYG Editor When a user creates or edits a Web Content Asset, a mini-wysiwyg editor will appear in the Asset Content panel on the asset's configuration screen. Similar to the Page WYSIWYG Editor, this mini editor allows users to insert text or media and create styling options for how each of these elements is displayed. The following tools are available in the Web Content Mini WYSIWYG Editor: Row 1 Cut, Copy, Paste, and Paste as Plain Text: Allows users to Cut, Copy, Paste, or Paste as Plain Text content into the new asset. Mozilla Firefox and Google Chrome disable some of these buttons; if using those browsers, use keyboard shortcuts instead. Undo/Redo: Allows users to revert or repeat the last action performed. Spell Check: Allows users to perform a spell check in the asset. Clicking the drop-down button will reveal the languages available for spell check. Remove Formatting: Removes previously applied formatting to the tune of bold, italic, underline, and strikethrough Web Content Page 24 of 86

25 Text Styling Options: Allows users to add bold, italicize, underline, or strike-through styling to contextual strings in the content. Insert or Remove List: Creates either a bulleted (unordered) or numbered (ordered) list of the currently selected text. Help: Clicking this button will show a guide to the toolbar icons in a pop-up window. Row 2 Increase/Decrease Indent: Increase the spacing at the beginning of a paragraph. Create Block Quote: Allows users to create a block quote. Alignment: Allows users to select the content's alignment to the margins of the editor. Insert/Edit Link: Allows users to create links by entering the URL or browsing to the content to which to link. Additional markup, including classes and JavaScript can be defined. Unlink: Remove the selected hyperlink. Insert/Edit Image or Media: Allows users to insert and edit images or media by entering the URL, dependency tag, or browsing to the location of the image/media in the file structure. Insert Special Character: Provides the dialog for inserting special characters into the asset, which includes the symbol, as well as the entity reference for the character. Cleanup Messy Code: Attempts to remove any bad code from the asset. Insert Predefined Snippet Content: Allows users to insert snippet content into the asset. For more information, refer to the Snippets page. Edit HTML Source: Allows a user to edit the source code of a Web Content Asset. Clicking this option opens a new dialog that displays a text field for entering code. Once finished, clicking the Update button saves the changes and returns the user to the asset configuration screen. Web Content Page 25 of 86

26 Creating a Web Content Asset 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Click the drop-down arrow on the New button, or click the button itself. Web Content Page 26 of 86

27 3. Select Web Content from the menu to display the Web Content Asset screen. 4. Fill out the required fields to create the asset. The Asset Content panel is where users will use the miniwysiwyg editor to create the asset. 5. After configuring the items click Create. 6. Once the asset has been created, Publish the asset. Like pages, created and saved assets can be immediately published, scheduled to publish, or sent to user for approval. An unpublished asset can even be inserted onto pages; however, the asset will not render on a page on the production server until it has been published. Inserting a Web Content Asset onto a Page Web Content assets are placed on a page either from the WYSIWYG Editor or the Source Editor, just like all other assets. For detailed information about adding an asset to a page, visit the Inserting Assets page. When a user adds a Web Content Asset to a page, it is usually unavailable for preview in the WYSIWYG editor unless the content contains only plain text. Instead, a grey box is displayed as a placeholder. In order to view the asset correctly, it must be viewed either on the preview screen or on the live page on the production server after publishing the asset. Web Content Assets automatically inherit the CSS styles of the page or region they are placed in. Web Content Page 27 of 86

28 Source Code Asset Overview Source Code Assets are used for entering source code or scripts such as JavaScript or PHP. They are created and edited with a mini Source Editor. Unlike Plain Text Assets, characters are not escaped. Most assets created using the Source Code Asset are not rendered when viewed in the WYSIWYG Editor. There is no preview for how these assets appear once rendered. Source Code Assets support Dependency Manager tags and linking. This type of asset is available across sites within an account unless Lock to Site is selected. By default user levels 4 and higher have access to the Assets section and can create assets. Administrators can further restrict access by assigning an access group to the asset or a readers group to the asset. utilizes XML/XSL to render pages. Source Code Assets must therefore maintain valid XML syntax rules to avoid causing errors when placed on pages. Note: Boolean attributes are not valid XML. For these attribute types, add the attribute name as the value. E.g., <script async></script> should be written as <script async="async"></script>. Source Code Asset Page 28 of 86

29 Example of Source Code Asset Configuration Creating a Source Code Asset 1. Navigate to Content > Assets. 2. Click the New button. 3. Select Source Code from the menu. This displays the New Source Code Asset screen with three groupings of content: Asset Info, Access Settings, and Asset Content. 4. The following items are available for configuring the asset. Name: Define a friendly name that will help users identify it for use within the WYSIWYG. Description: The description can also be helpful to a user when selecting an asset as it is shown in the Asset Browser (in the WYSIWYG Editor, for example) when hovering over the asset name. Tags: Any tags associated with an asset during asset creation can be helpful to a user in selecting an asset, either when using the WYSIWYG Editor or from the list view on the Assets screen, as tags can help delimit the list. Source Code Asset Page 29 of 86

30 Lock to Site: Select the checkbox to disallow use of the asset outside of the site. By default, assets are available to all sites within an account; if the asset should only be available to the site in which it was created, then select this checkbox. Access Group: Assigns an access group specific to who can edit the asset. "Everyone," the default, indicates that every user within the account can edit and manage the asset from the Access screen. Readers: Assigns an access group specific to who can use the asset. Everyone, the default, indicates that every user within the account can insert the asset from the WYSIWYG. Asset Content: The Asset Content field for a Source Code Asset is a mini Source Editor and includes the following functionality: Undo/redo Find/replace with regex option Go to line Line wrap option Ability to insert a file path by browsing or manually from either staging, production, or publish target Syntax highlighting with 11 code syntax choices Theme choice Source Code Asset Page 30 of 86

31 5. After configuring the items click Create. 6. Once the asset has been created, Publish the asset. Like pages, created and saved assets can be immediately published, scheduled to publish, or sent to user for approval. An unpublished asset can even be inserted onto pages; however, an asset does not render on the production server until it has been published. Source Code Asset Page 31 of 86

32 Image Galleries Overview Live Delivery Platform's (LDP) Image Gallery Assets feature allows users to easily create and manage image galleries in the system. Users can drag images to upload them into the gallery and for each image, provide a title, caption, description, and link. At any time, images can be deleted, added, the information about them edited, and can be dragged into a new order. automatically generates thumbnails based on user-defined settings. This type of asset is available among sites within an account unless Lock to Site is selected. By default, users Level 4 and above can create assets, and all user levels have the inherent ability to view the Assets screen and insert an asset on a page. LDP is an optional module in the platform and must be enabled before the Image Gallery and LDP Form assets can be utilized. Once purchased and enabled, the features include the functionality to easily create, edit, and use image galleries and forms as well as the management tools. For more information about LDP settings, visit the Assets & LDP page. With the LDP Image Gallery feature, the XSL and templates will need to be modifed in order to use the XML output of the image gallery and render it properly within the page as the supporting filescripts determine the visual details for the image gallery. Image galleries are provided within an editable region frequently as a page header, but can also be included on a page. Some implementations will include an editable region that only allows for the selection of an asset and some might include options with the new page creation or in page parameters that allow for switching between the styling of one or more image galleries. Examples of Image Galleries Several types of image galleries can be implemented. Below is a brief overview of a few options and keep in mind that each type has various configurable options such as the size of the images, the speed of the transition, the opacity of the shadow, and so on. Nivo Slider The nivo-type image gallery includes transistional effects for the presentation such as wipes, fades, boxrain-in, left/right/top/bottom directional-ins, grow-in, CSS theming, etc. For an example of a nivo slider image gallery, visit the Nivo Slider page. Image Galleries Page 32 of 86

33 PrettyPhoto Thumbnails A prettyphoto image gallery includes options for embedded media such as video, QuickTime, Flash, YouTube, and iframes. Thumbnails images are included on a page and clickable to a larger image in a lightbox-type format. A mini-slideshow can be included as a navigational element as well as video controls for media, and image links to post social media outlets can be added. For an example of an orbit slider image gallery, visit the PrettyPhoto Thumbnails page. Image Galleries Page 33 of 86

34 FancyBox A fancybox image gallery provides a series of linked thumbnail images on-page. When clicked, the corresponding larger image of the selected thumbnail is displayed prominently in the center of a screen with the rest of the window in a dimmed, shadow view. This allows a designer to maximize the on-page real estate by including many small thumbnails on a page, without cluttering the page or conflicting with the page layout and design. This also allows for an image to be selected and viewed in much greater detail, and the larger view includes navigational arrows on hover of the image, so the images may be viewed in a slideshow fashion. The title is displayed under the image and the image can be dismissed with the close icon. For an example of a fancybox image gallery, visit the Fancybox page. Image Galleries Page 34 of 86

35 BX Slider The BX Slider is responsive; that is, if the browser is resized, so are the slider images. The slider adapts to any device platform and includes tap/swipe controls. It can use horizontal, vertical, or fade slides. The slides can include images, video, or HTML. Other options include speed settings, start delay, news ticker mode, the inclusion of previous/next controls, among others. Image Galleries Page 35 of 86

36 Magnific Popup The Magnific Popup is a single image responsive lightbox and dialog script. The caption can be aligned and contain HTML. This might include a row of image thumbnail or single image thumbnails, which when selected is provided in a larger view with the shadowed background. In, multiple image galleries can be included on the same page, and even in a sidebar region. For an example of multiple galleries on the same page, visit the Multiple Galleries page. Image Galleries Page 36 of 86

37 Form Asset Overview Form Assets allow users to easily create and manage forms, surveys, and polls in the system. In order for an administrator to be able to create, edit, publish, and insert LDP Forms and Image Galleries, LDP assets must be purchased and activated first. For more information about LDP settings, visit the Assets & LDP page. Creating a Form Asset An LDP Form Asset, like other assets, is created from the Assets list view. When creating an LDP Form elements and messages are configured relating to the form. Users can also choose to have the results of form submissions ed to one or multiple recipients and/or saved to the database. Once the LDP Form asset has been created, users can insert the form onto a page via the WYSIWYG Editor or using the Source Editor, provided they have the proper permissions. LDP Forms are designed to allow users to easily create surveys, volunteer sign ups, appointment forms, and other types of questionnaires. It is not recommended to use LDP Forms to collect sensitive information such as credit card or social security numbers. To create a new LDP Form: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. This area can also be navigated to from the File Navigation sidebar on the left of the screen. 2. Click the New button and choose Form from the drop-down or the modal that appears. The New LDP Form screen is displayed. Form Asset Page 37 of 86

38 3. Complete the Asset Info and Asset Settings panels. 4. Add form elements and fill out all necessary fields. 5. When complete, click Create to commit the settings and save the asset. The Form Summary, Form Elements, and Form XML are now shown in the Preview view. Note that Preview view only allows for seeing what the questions will look like, and not for testing actual form functionality. In order to test submitting the form, the asset must be published, placed on a page, and the page itself published. In addition to the defined elements and advanced options, forms can be extended to include recaptcha and polls, which return data to the visitor. After the creation of the new form, the settings can be changed and form elements can be added, deleted, or modified. Keep in mind that once an asset has been inserted on a page, visitors may complete the form. Adding additional elements means that data may be incomplete until the asset is published. When creating a new LDP Form asset, the screen displays the following: New LDP Form Menu: Allows users to quickly navigate to a specific panel on the form creation page. Elements Toolbar: Contains the drag-and-drop form elements that can be added to a form. Asset Info Panel: The Asset Info panel is used to define basic information during setup, which can be edited via Properties > General Properties after initial creation. Access Settings Panel: Allows for the initial access settings for Access Group and Available To to be set for an asset. After asset creation, users level 7 and greater who have access to the asset can modify asset access settings to configure approver settings. Elements Panel: As elements are added to the form, they are shown on the Elements panel. Messages Panel: Specify one or more recipients to which information from the form submission can be sent. Variables from the elements are used. Form Settings Panel: Required. Specify the Success Message and Failure Message that are displayed upon a failed or successful form completion. Asset Info Panel The Asset Info panel includes the following: Asset Name: Required. A descriptive, friendly name should be used that will help users select the appropriate asset to use. The asset name must be unique among sites within the account. Description: Provide a brief description regarding the asset's intended purpose, usage, or content to help users select the correct asset, and to help organize and manage assets. Tags: Add tags to categorize the asset. Tags can be predefined or defined by entering a text string. These are used to help manage assets by being able to filter or search by a tag, or a combination of tags. Lock To Site: Determines whether the asset will be available on all sites or the site in which it was created. Forms are only available on the site in which they are created. Form Asset Page 38 of 86

39 This information can be edited after form creation from the Assets list view > Edit menu > Properties or from the asset actions view via Properties > General Properties. Access Settings Panel The Access Settings panel is used to configure the Access Group and Available To settings for the initial creation of the form. Access Group: Defines the group that has access to edit this asset. Available To: Defines the group that has the ability to use the asset; i.e., insert it on to a page via the WYSIWYG Editor or Source Editor. This information can be edited (by users with access) after form creation to also configure an approver. This is available from the Assets list view > Edit menu > Properties or from the asset actions view via Properties > General Properties. Form Asset Page 39 of 86

40 Elements Panel Every form must include at least one element. The elements are the building blocks for the form. Form elements can be added from the Elements toolbar by clicking the Add icon or simply by dragging the element to the Elements panel. There are eight different elements available for form customization. To learn more about these elements and their individual functionality, visit the Form Elements page. Messages Panel Upon completion of the form, an can be sent to have the form submission results ed to one or more recipients. Add an message by clicking the Add button. Adding additional messages can also allow for defining a different message to be sent to specific addresses. A variable can be used to pass the address of the form submitter. To: Defines a recipient or recipients for the to be sent to. More than one recipient can be added by separating each with a semicolon (;). Note that a semi-colon must be used; a comma or space will break the form. From: Specify the address that should appear as the sender. This must also be properly formatted, or the form will not send s. Subject: The subject line should be included in order to help the recipient classify the . Body: Allows you to add plain-text content into the body of the . There is a 3,000 character limit. To include the results of the form submission, the value of the Name field of an element can be passed. The syntax for this is to encapsulate the value in two sets of braces. For example if the Name of an element is defined as comments, then include {{comments}} in the Body of the . These variables can also be included in the To, From, and Subject fields. After entering the opening braces, a pick-list becomes available with the value of the variables. In addition, there is a "Include all submitted values" checkbox that, when checked, will include all responses to the form in the body message of the . Form Asset Page 40 of 86

41 Form Settings Panel Form Settings allows users to create custom system messages that display upon a failed or successful form submission to the database. The following elements are displayed in Form Settings: Success Message: The success message can be toggled to either "Text" or "URL Redirect." If set to "Text," it presents a field where the message that displays when a form is submitted successfully can be configured. If set to "URL Redirect," it presents a field where the URL that will be redirected to on successful submission can either be manually entered or selected through the file chooser modal. Failure Message: The message that displays when there is an error with form submission is configured here. A list of issues that are preventing the page from being submitted is also included in the message. Save Results: By default, this option is selected. When this option is selected, all form submissions are saved to the form submission archives. Include CAPTCHA: If checked, will place a CAPTCHA item in the form that users must fill out before submitting the results. Note that how the CAPTCHA displays is dependent on the XSL for your implementation. Note: This checkbox will only appear if CAPTCHA has been implemented for the site and has been activated from the LDP Settings panel in Site Settings. Submit Button Text: The text within the submission button can be customized here. Form Asset Page 41 of 86

42 Advanced: Allows for additional formatting of the messages by adding attributes. For more information, visit the Advanced Field page. Viewing Form Submissions When users complete a form created with an LDP Form Asset, the results, aka the form submissions, are sent to the database, and if so configured, ed to specified users. Administrators can view these results on the Form Submission screen. To learn more about viewing form submissions, visit the Form Submission page. Form Asset Page 42 of 86

43 Form Elements Overview Form elements are used to construct an LDP Form. Form elements can be added, configured, and deleted to create custom forms, polls, and surveys that web site visitors can complete. messages can be configured to send the contents of the form to a recipient by . The results can also be saved to a database. The preview of a form includes a summary, the elements, and the XML used in the form. In order to create an LDP Form, LDP must first be activated. For more information, visit the Assets & LDP page. Eight elements are available to add to an LDP form and each has a unique functionality. These elements are explained on this page: Single-Line Text Field Multi-Line Text Field Radio Buttons Checkboxes Drop-Down Multi-Select Date/Time Picker Instructional Text Adding form elements to an asset is accomplished either by dragging the element onto the Elements panel from the Elements toolbar, or by clicking the element's name or plus sign. Once the element has been added to the Elements panel, the text details can be added and it can be reordered by dragging it to the new location and dropping it into place. For an example of a created form, view the Form Example Image. The numbered items on the image are explained below. Form Elements Single-Line Text Field A single-line, text-field element provides users with one line on which to input data. Additionally, it can be used with the Advanced field attributes: legend, addclass, size, or fieldset to create specific elements. When Form Elements Page 43 of 86

44 used with legend, the default text that is entered is used to create text on a page, such as the title of the form or a disclaimer at the end of the form that does not include an input field. How it appears when creating the form: Form Elements Page 44 of 86

45 Multi-Line Text Field A multi-line text field element provides users with a multi-line text field in which to input data. It is similar to the single-line text field element, except that the input field can take more input and can be configured to appear larger. This is done with the use of the cols and rows attributes in the Advanced field. Radio Buttons Radio button elements allow users to create a form element with multiple, predefined items of which one and only one can be selected by the user. Click the Add button next to Items in order to add a radio button with text. Form Elements Page 45 of 86

46 For the Advanced field, dataset, addclass, and the fieldset attributes can be used with radio buttons. Checkboxes The Checkboxes element can be used to create a form element with multiple, predefined items of which none, one, or more than one can be selected by the user. Click the Add button next to Items in order to add Form Elements Page 46 of 86

47 each checkbox and define the text. Preselecting one or more checkbox items when creating or editing the form, will preselect the items on the published page also. For the Advanced field, dataset, addclass, and the fieldset attributes can be used with radio buttons. Drop-Down Drop-down form elements provide users with the ability to select an item from a list of pre-defined options using a drop-down style menu. Click the Add button to add each item. Form Elements Page 47 of 86

48 For the Advanced field, dataset, addclass, and the fieldset attributes can be used with radio buttons. Multi-Select The Multi-Select form element includes the ability to select multiple items using the keyboard shortcut (CTRL + click [PC]). Form Elements Page 48 of 86

49 For the Advanced field, dataset, addclass, and the fieldset attributes can be used with radio buttons. Predefined datasets may be added that automatically input items to be selected, and are defined in the XSL. For example, the dataset "state" is defined to input the fifty states of America. Form Elements Page 49 of 86

50 Date/Time Picker The Date/Time Picker element provides users with the ability to select a calender date and/or time of day, often utilized in situations such as purchasing tickets or selecting an attendance date. Form Elements Page 50 of 86

51 The Format dropdown provides the option to toggle between a date and time picker, just date, and just time. The Default Date/Time field allows a default time to be displayed when the form loads. Instructional Text The Instructional Text element provides a mini WYSIWYG editor that allows for the configuration of text to be displayed in the form. Form Elements Page 51 of 86

52 Unlike other elements in the form, this element does not allow for data submission. Element Attributes Reference Several of the attributes used for the form elements have the same functionality, no matter which element it is used within. The attributes defined with the form create the nodes in the XML and define what is presented to the user on the form. The system removes the following five characters from the radio button, checkboxes, drop-down, and multiselect element entries when saving to the database: [ ] / \ Other characters such as sign are allowed. If the disallowed values are inserted into one of the elements, then it will not appear in the form, in the published form, or in the data that are returned. Form Elements Page 52 of 86

53 Label and Name Available and required for all elements. By default, the Name field is populated by the value defined by the user in the Label field when adding the element to the form. However, the value of the Name field can be edited by the user, but only at the time of creating the element (before saving the form). The Name field is limited to 32 characters and can include alpha-numeric characters, but cannot contain spaces or other ASCII characters. The value that is entered in the Label field is truncated within the Name field if it exceeds the 32 character limit and other disallowed characters are automatically removed. The Label itself can include more than 2,000 characters. The Name entry is automatically truncated by the system and the form data will break if any two elements have an identical name. Note that two elements can have different labels, but the name will get truncated to create the same value. Helper Text Available for all elements. The helper text provides text that will appear under the element in the form, and can be used to provide instructions to users on how to fill out that specific element. In fact, the image below is an example of both the Helper Text field and what helper text might look like in a form. Items Available for radio buttons, checkboxes, drop-downs, and multi-select elements. Click the Add button to add the option items as necessary and the label for each. For each element, one or more items (as appropriate) can be preselected for the form. When using a predefined data set in the Advanced field, it is not necessary to add each item individually. This is particularly useful for lengthy lists. Form Elements Page 53 of 86

54 Required and Required Failure Text Required is available for all elements, while required failure text is available for single-line and multi-line elements. Select the Required checkbox in order to compel the user to provide input for the element. The XSL applies a span with the class, required, and prepends an asterisk to the label. The styling for a required element can be modified where it is defined (CSS or XSL). Additionally, when selecting Required, the Required Failure Text field becomes available. Use this field to define the text that provides an error message for the visitor, if the field has not been completed correctly prior to submission. Default Text Optional. Available for single-line and multi-line elements. Entering a value into the Default Text is optional. If a message is entered it is shown as the initial value for the form element. The message should contain a helpful tip or example of the desired entry format. Validation and Additional Validation Messages Defines a validation method for the element; default is No Validation. Selecting a specific validation method also provides one or more additional fields for further refinement of the validation to be used and for providing the failure text. The failure text can be used in order to give the user a hint about what is required. The options for the Validation field are as follows: None Address Minimum Length Regular Expression Form Elements Page 54 of 86

55 Validation Type Description None No validation performed, no extra fields. Address This validates the text to ensure that the entry is formatted like an address. When this is choosen, an additional Failure Text field can be used to provide a message when the input fails validation. Makes the Failure Text field available. addresses are validated for sign and dotsomething. Minimum Length This allows a number to be input to ensure that a minimum number of characters are included. When this is chosen, an additional Minimum Length field is used to specify the number and the Failure Text field can be used to provide a message when the input fails validation. Makes the Minimum Length/Failure Text field available. The minimum length is entered here as a number and can be 2 or greater. Regular Expression This allows a regular expression to be input to ensure that the configuration of the input data is as desired. When this is chosen, an additional Validation Regex field is used to specify the regex and the Validation/Failure Text field can be used to provide a message when the input fails validation. For example, if the form requires the entry of the year of birth, it would be within the 1900s or 2000s. A regex that validates for this is: ^(19\d{2} 20[0-1]\d)$ Makes the Regex/Failure Text field available. The following example shows a group of elements with submitted answers that did not meet the validation requirements. Form Elements Page 55 of 86

56 This example shows the text that was defined in the Failure Text field with the site styling applied: Form Elements Page 56 of 86

57 Advanced Optional, but highly useful for defining and reusing frequently used data. It is available for all elements, but attributes are specific to elements. The Advanced field can be used with predefined attributes. For usage, reference, and examples of attributes, see the Advanced Field Elements topic. Form Elements Page 57 of 86

58 Form Submissions Overview When users complete a form created with the LDP Form Asset, the results of the form submission are sent to a database if the Save Results checkbox was selected when creating the form. Additionally, users have the option to send a copy of the form submission to external addresses. Once the results have been saved to the database, they can be view on the Form Submission screen and/or downloaded in CSV format. The Form Submissions screen is inherently available to user levels 0 through 10 for assets to which they have access. Viewing Form Submissions Navigate to the Form Submissions screen with one of the following methods: From the Assets screen, hover over the asset and from the Review menu, select Form Submissions. The asset does not need to be checked out. From the assets action toolbar, click Form Submissions. The Form Submission screen is shown. The report headers are based on the form elements as defined in the Name field, and also include the following elements: ID: An arbitrarily defined ID as a unique identifier. Submission Date: The date the user submitted the form to the system. IP Address: Shows the IP address from which the form results were submitted. Submissions are ordered the same way the elements appear in the form. Deleting Form Submissions To delete an individual form submission from the list view: 1. While in the Form Submissions screen, select the checkbox to the left of the submission or submissions you wish to delete 2. Click the Delete that appears above the list of submissions. Alternatively, clicking the red Delete All button in the top right corner will permanently clear all submission data from the form. Exporting Form Submissions To export the Form Submission results to a CSV file: Form Submissions Page 58 of 86

59 1. Navigate to the Form Submission screen by selecting Content > Assets from the global navigation bar. Hover over the LDP Form Asset and choose Form Submissions from the Review menu. 2. Click the Export CSV button. The form results are provided in a CSV file format and downloaded to the local computer. Form Submissions Page 59 of 86

60 Editing Assets Overview Editing an asset is similar to editing a page, as several of the same actions and file operations are available. Changes made by editing an asset do not affect the files on the production server or publish target until the modified asset is published. However, changed assets render on the staging server. Publishing can be immediate or scheduled to occur in the future. Once an asset has been inserted on a page, the page is said to have "subscribed" to the asset and the asset is a dependency of the page. An asset must be published after editing it in order to update the dependent pages that have subscribed to it. Pages that are checked out or otherwise in workflow are updated with the edited asset content, but not published. The republishing of pages subscribed to assets can be throttled by an administrator with the configuration of the account setting for publish threshold. The available editing tools are dependent on asset type. For example, a Web Content Asset has a miniwysiwyg. A Source Code Asset has a mini-source Editor. A Plain Text Asset does not include a toolbar. LDP Forms and Image Galleries have editing tools specific to those types of assets. Editing an Asset (Generic) 1. Navigate to Content > Assets. Editing Assets Page 60 of 86

61 2. Locate the asset to be edited. Use tags to filter if necessary. By default, assets from all sites within an account are shown, except for Image Gallery and Form assets, which are site specific. 3. Click on the name of the asset or hover over Edit on the asset row and choose Asset. Assets checked into the system or checked out to the current user can be edited. 4. The asset is now checked out to the current user and can be edited. 5. Make the changes to the asset and save by clicking the blue Save button at the bottom of the screen. An asset can be opened for editing from the File Navigation sidebar by clicking Assets (at the top, next to Pages), and clicking on the asset name. For specific information about editing each asset type, please view the pages for individual asset types: Plain Text Asset Web Content Asset Source Code Asset Forms Asset Image Gallery Asset Comments Asset Editing Assets Page 61 of 86

62 Previewing Assets Overview When an asset is created or edited in the system, it can be previewed before being inserting into a page or editable region. The ability to preview assets is available to all users by default, unless otherwise specifically restricted with access settings. To preview an asset, navigate to the Assets list view by selecting Content > Assets from the global navigation bar. From the Assets list view, a user can hover over the row item and preview the asset by selecting Preview from the list of available actions. Additionally, a user can also navigate to assets from the File Navigation sidebar. Click the Assets button (on the top, next to Pages) and select an asset from the list. Previewing Standard Asset Types Asset preview is dependent on asset type. When previewing a Web Content Asset, Source Code Asset, or Plain Text Asset, the asset content is shown in the Preview Asset panel. Previewing LDP Assets When a user selects an LDP asset; that is, an LDP Form or Image Gallery, for previewing, the asset preview screen is displayed in a slightly different manner. The following elements are displayed for an Image Gallery Asset: Previewing Assets Page 62 of 86

63 Preview Menu: Displays the name of the asset being previewed and a menu item for each of the displayed panels. Gallery Summary: Provides users basic information about the gallery, such as the number of pictures in the gallery and the size of each picture's displayed thumbnail. This information cannot be edited. Gallery Elements: Displays a preview of all elements within the asset. Gallery XML: Displays the source code for the currently selected image gallery. Previewing Assets Page 63 of 86

64 The following elements are displayed for an LDP Form Asset: Preview Menu: Displays the name of the asset being previewed and a menu item for each of the displayed panels. Previewing Assets Page 64 of 86

65 Form Summary: Provides users basic information about the form, such as the number of elements and the messages configured for when the submittal of the form is successful or not successful. Form Elements: Displays a preview of all elements within the form. Form XML: Displays the source code for the currently selected form. Previewing Assets Page 65 of 86

66 Previewing Assets Page 66 of 86

67 Previewing Assets in the WYSIWYG Editor Plain Text Assets and Web Content Assets without block level HTML can also be previewed within the WYSIWYG Editor when editing a page. When an asset is inserted into a page from the WYSIWYG Editor the ASSET text and asset wrapper is shown as such: Previewing Assets Page 67 of 86

68 Publishing Assets Overview Assets must be published before they can be placed on a page in. After the asset has been placed on a page, the page is now "subscribed" to the asset, meaning the page will fetch new asset content whenever that asset is republished. When assets are edited after creation, they must be republished by clicking the Publish button on the Asset screen, or from the list view in Content > Assets. When an asset is published, a version will be saved to the database, and all pages containing the asset are republished using the "Last Published Version" of the page. This means that if there are changes to a page that have been made on the staging server that are not yet published, they will not be published along with the asset in order to prevent premature changes to the production server. All pages that subscribe to the asset, including files in workflow or files checked out to other users, will be "refreshed" when the asset is published. The file will stay in workflow or checked out to the user in question, and no additional content will be made live (due to the use of "Last Published Version"), but the asset content will be updated to reflect the newly-published changes. The Publish dialog for assets includes: Final Check: The Final Check tab shows how many subscribing pages will published. The last published version the page will be used, so no new content will be published to the page; only the content of the asset will be updated. Version Description: Add a publish note to help users identify appropriate versions when making a comparison or a revert to the asset. There is a 256 character limit. Schedule: A date and time can be scheduled on which to publish the asset, and can be set as a repeating event. Scheduling the asset for publish will not update the asset right away on any pages it is being used. A notification is automatically configured to be sent to the user who scheduled the publish. Publishing Assets Page 68 of 86

69 Administrators can use the Publish Threshold setting in Account Settings to limit the number of pages that can be auto-published when an asset is updated. Publishing an Asset An asset is available for publish by the current user if it is not checked out by another or otherwise in workflow. To publish an asset from the Assets list view: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Hover over the asset row and select Publish from the list of available actions. 3. Once the Publish dialog is displayed, input an optional version description and click Publish. Alternatively, select Publish from the action bar in preview/edit mode. Submitting an Asset for Approval Submitting an asset for approval may be an alternative to publishing an asset, or it may be required, depending upon access settings. Additionally, an approver can be enforced. When an asset is sent to another user for approval, the sender will be temporarily unable to perform editing and publishing actions on the asset. If the approver is the final approver, the options include publishing the asset, editing and saving the asset, publishing and scheduling a publish, reassigning, and declining to approve. If the approver has an approver, then not all actions will be available. Publishing Assets Page 69 of 86

70 When a user submits an asset for approval the Submit for Approval dialog is shown. Required items are shown in bold and the dialog includes the following: To: Allows administrators and users to select an approver to send the asset to. If Enforce Approver is set, a choice of approvers is not available. Subject: Helps users identify the file for review by providing a brief subject or name of the file. Message: A message can be optionally input to help users identify the file or the changes that have been made. Send Copy to If this checkbox is selected, it sends the message and link to the page to the approver's (if configured in the system), as well as within the internal messaging system. An asset can be sent to another user for approval either from the Assets list view or the actions view. It is important to remember that for this functionality to be available for both methods that the file must first be checked out to the user. To submit an asset for approval from the Assets list view: 1. Check out the asset. 2. Hover and from the Publish menu, select Submit for Approval. 3. Once the Submit for Approval dialog is displayed, fill out all necessary information and select Submit. Alternatively, from the Publish drop-down in preview/edit mode, select Submit for Approval. Performing a Scheduled Publish A user can define a future date for the asset to auto-publish using the Schedule Publish feature. If a scheduled publish is set, the asset is not published until the date of publish. On the predefined date, the asset and subscribing pages are updated and published to the production server. Scheduled publishes can be set from the Publish modal using the Schedule tab. The following elements are displayed in the Schedule tab: Date: Input a date manually or click the field or calendar icon to select a date from a calendar. Time: Input a time manually or click the field or clock icon to use the spinner to choose the time options, including AM/PM preference. Repeat Every: Enter or select a number and then enter or select a corresponding unit of time (hours, days, weeks, months, or years) in the drop-down directly to the right of the text field. Notification: Allows users to create a notification and have it sent both within the internal message system as well to an external . Publishing Assets Page 70 of 86

71 An asset does not have to be checked out by a user in order to set a scheduled publish. A scheduled publish can be performed from either the Assets list view or the actions view. To set a scheduled publish from the Assets list view: Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. Hover over the row and from the Publish menu, select Schedule. Once the Publish modal is displayed, select the Schedule tab. Fill out the necessary fields and click the Schedule button. Publishing Assets Page 71 of 86

72 Deleting Assets Overview Level 9 and 10 users have the default ability to delete assets. Lover level users can also be given this ability by an administrator. If a page contains an asset that is deleted, it now includes a link to an asset that no longer exists. This means that the asset wrapper or asset tag is still shown in the WYSIWYG Editor; however, the usual preview or preview message is replaced with a notification that the asset cannot be found. In the Preview view of the page (or on the live website if the page has been published after the asset has been deleted), a message will appear indicating the asset is broken as well. This message contains the asset tag number as well as the site where the asset is stored and its friendly name. As a result, the asset tag must be manually deleted from the pages which originally subscribed to it. These pages can be found using the Broken Pages report. Visit the Broken Pages page to learn more about this report. Deleting an Asset Deleting an asset from the Asset Manager does not delete the asset tag from the subscribing pages. To avoid broken asset links after the asset has been deleted from the Asset Manager, it is recommended to locate all subscribing pages and delete the asset link out of the page itself. Deleting Assets Page 72 of 86

73 To delete an asset: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Locate the asset to be deleted. Hover over File on the asset row and choose Delete. Assets are not recoverable from the Recycle Bin, even if the recycle bin is enabled for a site. 3. A modal will appear to confirm the delete. Review any pages where the asset tag will break and click Delete. 4. When the asset has been deleted, a confirmation will appear at the bottom of the screen. If the asset had any subscribers, a link will appear for the Broken Pages report in the confirmation bar. Clicking the link will send users to the report, so they can address the pages where the link to the asset is now broken. Deleting Assets Page 73 of 86

74 Inserting Assets Overview In order to insert an asset into a page or editable region, it must first be created within a site in the OU Campus system. For more information about creating assets, visit the Creating Assets page. Once assets have been created, end-users can utilize assets. Assets are commonly inserted by one of the following methods: Using the WYSIWYG Editor Using an Asset only region Using the Source Editor Inserting an Asset with the WYSIWYG Editor Most often, an asset will be available to insert on a page while editing in the WYSIWYG Editor. Content editing might also be configured so that when clicking on an editable region button, the user is only presented with an asset chooser. Once a page has subscribed to the asset, any changes in the asset will update the page and republish it. The republishing of pages subscribed to assets can be throttled by administrators with the configuration of the publish threshold setting. 1. While in the WYSIWYG Editor, place the cursor where the asset will be entered. 2. Then find and click on the Insert Asset icon in the toolbar. 3. From the Asset Browser, choose the asset from the list of available assets. Optionally, a user can filter the list by tag, type, or site. Assets from all sites within an account are shown unless otherwise restricted. Form Assets, which are site specific, are also only shown in the site in which they were created. Inserting Assets Page 74 of 86

75 4. Click on Select Asset. The asset will be entered into the page where the cursor was placed. If the asset is a Text Only Asset, or a Web Content Asset with no block level HTML code (such as p or div tags), the asset will preview with the content inside of a wrapper. If the asset is a Web Content Asset with block level HTML code, a Source Code Asset, an Image Gallery Asset, or a Managed Form Asset, it cannot be previewed in the WYSIWYG Editor, but it will still have a wrapper. Note that even though the asset is not displayed in the WYSIWYG Editor, most will still render in the page preview. Source Code Assets will not always render with preview. To delete an asset from a page in the WYSIWYG Editor, click anywhere on the asset wrapping and press the Delete key. Inserting an Asset Only Region An administrator may also create a template file that displays an editable region which forces users to use an asset chooser. 1. Click on Choose an Asset when creating a new page or in the MultiEdit screen, or simply the Edit button in an editable region. 2. Search for the desired asset using the filter options. Assets from all sites will appear, except for Managed Form Assets, which are site specific. 3. Select the desired asset. 4. Click Select. Inserting Assets Page 75 of 86

76 Inserting an Asset with the Source Editor A user can add an asset to a page or editable region using multiple methods including the Source Editor. It is important to remember that only Level 10 and Level 9 administrators have access to the Source Editor in the system. However, lower level users can have access to the Source Editor as well as long as an administrator has enabled this functionality for the user's account in their permission settings. 1. Navigate to the pages list view by selecting Content > Pages from the global navigation bar. Hover over the row for the target page and select Edit from the list of available actions. 2. While in the Source Editor, place the cursor where the asset will be entered. Then click Insert from the available toolbar. 3. After clicking the icon, the Insert Asset modal is displayed. The Insert Asset dialog contains a list of the available assets along with a preview of the asset's content. The available list can be filtered by tag, type, or site. 4. Select the asset to be used. 5. Click Insert. The asset tag is entered into the source code where the cursor was placed. Assets in source code follow the syntax {{a:###}}, where the ### denotes the asset number. If an asset number that does not exist is entered, the asset does not render. Inserting Assets Page 76 of 86

77 Inserting Assets Page 77 of 86

78 Asset Versions Overview Users have the option to create multiple versions of the same file within the system. This helps users retrieve information from previous versions that has been edited or removed in the most current version. The Versions screen displays a list view of all previous versions of the currently selected asset and provides users with the ability compare versions and revert to previous versions. The Versions screen includes the following features and functionality: Number of versions for this asset. Filter: Allows users to filter the list results. The filter is specific to version number, user, user, and description. The list view, which includes the following columns: Version, Date, User, Description, and Options. Sort: The list can be sorted by all columns except the Options column Compare Current to Live: Allows users to compare previous versions of the asset to the most recent version that is currently published. Note: the ability to compare asset versions is currently not available for Forms or Image Galleries. When a user hovers over a row item, several action menus are shown: View: Allows users to view information about an asset and how it is rendered. Compare: Allows users to compare the selected version of the asset with the current version currently on the staging server. Revert: Allows users to revert the current version of the file to a previous version in the version archives. Viewing Asset Versions When a user hovers over the View menu on the Version screen, there are two options displayed. When either option is selected by the user, the resulting preview opens in a new tab on the user's web browser. The available actions shown include: Page: Gives users a preview of how the asset look inserted into a page or editable region. Source: Gives users a preview of the source content of the asset. Assets being previewed using this method are older versions of the file and do not reflect the most recent changes to the file that are on the current version in the staging server. To view previous versions of an asset: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Check out the asset. Asset Versions Page 78 of 86

79 3. Hover over a row item and from the Review menu, select Versions. Additionally, from the File Navigation sidebar, edit mode of an asset can be displayed and the Versions button is available. 4. Hover over an asset to display the View menu and select either Page or Source to view each option's corresponding content. Reverting Asset Versions In some instances, a user is required to retrieve a previous version of an asset to restore content that has either been added, deleted, or edited. Reverting an asset automatically replaces the current version on the staging server with the previous version selected from the versions archive. Note: Image Gallery Assets cannot be reverted. To revert an asset to a previous version: 1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. 2. Hover over a row item and select Versions from the Review menu. Additionally, selecting the asset from the File Navigation sidebar and clicking Versions in the Asset Actions toolbar takes users to the Versions screen. 3. Hover over an asset and click Revert. A dialog will display prompting the user if they wish to proceed with the action. The version can be previewed before confirming the action by clicking on the hyperlinked version name. 4. Click Revert. Asset Versions Page 79 of 86

80 Asset Properties Asset Access Settings Panel The Access Settings panel on the Properties screen allows for the configuration of the group whose members have access to editing and access to use the asset. Also the workflow settings with regards to an approver, enforced approver, and bypass approval can be configured. The Access Settings panel contains the following elements: Access Group: Defines the user group whose members have permission rights to edit the asset. Available To: Defines the user group that has permission rights to use this asset. This group will not be able to edit the asset in any form. Approver: Setting an approver overrides all users' approvers for this asset. By default, this option is set to use approval settings inherited by the site access settings. Enforce Approver: Selecting this checkbox overrides all approval settings and instead disallows users to self-publish their assets. Instead, all assets must first be sent to an approver to be published. Bypass Approver: Allows users in the selected group to bypass the approval process and publish the asset immediately. Asset Properties Page 80 of 86

81 It is important to remember that asset access settings can also be edited at the account level by a Level 10 administrator. For more information about changing site asset access settings, visit the Site Asset Access Settings page. Similar to pages, access settings can be changed with the Bypass Approval group and to limit access to a specific group, or in the case of the Approver setting, a user. While the initial settings may be defined at the site level, they can be overridden at an individual asset level. With the exception of the Readers setting, access settings for assets work in the same way as for pages. Asset access restrictions can limit the editing, publishing, and use of an asset. For example, an asset s access is set for User A (but not User B). User B cannot edit, manipulate, or publish the asset. However, User B can use the asset in the Source Editor, WYSIWYG Editor, or an Asset Chooser. The Readers setting limits the ability to see, and therefore use, the asset by group. Asset Properties Page 81 of 86

82 Asset Access Overview When creating an asset, the access settings for editing and using the asset can be defined by assigning a group whose members will have the rights associated with the setting. The asset access settings for an individual asset are available in a panel view from the edit/preview edit mode for an asset on the Properties menu > Access. This can also be navigated to by going to the Assets list view, hovering over an asset, and from the Edit menu, selecting Access. The access settings for an asset includes the following: Access Group: Defines the user group whose members have rights to edit the asset. If a user is not within the group, the asset will be visible on the Asssets list view, but they will not be able to check out the asset, edit it, or perform any other management actions for it. This includes viewing Form Submissions for Form Assets. Available To: Defines the user group whose members have rights to use this asset, such as the ability to insert it on a page. Membership in this group does not provide editing rights to assets. Approver: Setting an approver overrides any users' approvers and requires that the asset be sent for approval before publication. If not specifically defined, the default is to inherit from parent. Enforce Approver: When selected, a user must send the asset to the approver. When not selected, a user may choose from the drop-down which user to send to. Bypass Approval: Allows users in the selected group to bypass the approval process and immediately publish the asset. Asset Access Page 82 of 86

83 Changing Asset Access Settings 1. Navigate to the Assets list view or to the edit view of the asset. 2. Hover over the row and from the Edit menu, choose Access, or from the Properties menus, select Access. 3. For Access Group or Available To, select a group whose members will be able to edit or utilize the asset, respectively. To create an approval workflow for the asset, select a user as an approver. When selected, the Enforce Approver checkbox allows the asset to only be sent to the assigned approver, rather than be able to select any user from the drop-down. 4. Click Save. Asset Access Page 83 of 86

84 Includes Overview Include files are similar to assets in that they are considered global and editing the include file updates all the pages that are using it. The main difference is that include files are hard coded into particular locations within the page templates, whereas assets can be placed in any editable region. Include files are text files, typically with an extension of.inc, that get referenced by another page or file and included on that page or called by that file. The content can include text, script, HTML elements such as unordered lists and forms, or even variables to be called by a TCF. Include files are generally found at the site root within a folder called _resources/includes/. The obvious benefit is that rather than editing the same content multiple times to update it, it can be updated once in the include file and the files using it are updated as well. There are any number of ways that include files can be used. As a file that includes the recurring text for a site As a file that includes a navigational element for a site As a header or footer file that includes a navigational element across sites for an institution As a file including images or text unique to a page on the site As left or right sidebars containing, gadgets, widgets, ads, or banners As a file containing JavaScript for Google Analytics As a file containing a specific form to be used for a search query input As a file that includes a social media link bar With a TCF to include code snippets Include files are generally hard coded into a particular location of the templates. For instance, headers appear at the top of the page, side navigation files appear in the same location on every page, and widgets are generally placed in a particular page location, and are not editable through each individual page s editable regions. It is possible to configure page properties for a page so that the include file being called can be changed on a page-by-page basis, but the location of the include stays the same. The includes are also edited once, published, and the changes appear on all pages including them. It is also possible to use include files to make editing TCF variables easier. If multiple TCFs include the same variable sets, the variable sets can be placed in an include file and included in the TCFs. Then if the variables need to change, the include file needs to be updated. Below are some examples of the most commonly used types of includes, and how they function. Bear in mind that the specifics of include files will most likely vary from website to website, and that the descriptions below are meant to be general descriptions of their functionality. If you are having an issue with an aspect of a specific include, it may be better to contact your institution's web help team. Side Navigation A common feature in many implementations of is a side navigation include, that provides links to navigate within the section or directory the page is located. Includes Page 84 of 86

85 As a file, it is commonly named _sidenav.inc, and is stored in the section with the other page files. There is one sidenave file in each directory, and the pages within that directory pull that sidenav onto each page so all the navigations are the same. Because of this, if a page in the directory is changed, only the include file need be edited to reflect that. The change will then automatically appear on all other pages in the directory. When creating a new page, there will be an option to create a new navigation item along with the page, which will automatically add the appropriate link to the include file. For more information, visit the Creating a New Page page. When creating a new section, there will be an option to create a navigation file as well. For more information, visit the Creating a New Section page. Once created, a navigation include may be edited from both the file and through JustEdit on any page that includes the navigation file. Headers and Footers Another common use of include files is as headers and footers to make templating more efficient. Instead of duplicating the code for a common header and/or footer and putting it in each XSL file desired, the header and footer can be made in separate.inc files, and each XSL utilies an <xsl:import> command to bring the headers and footers in. For example, in the default Gallena sandbox, the file interior.xsl (the template used to style each interior page) does not have its own code for headers and footers, but instead imports it from common.xsl. Includes Page 85 of 86

86 Snippets It is also possible to save a snippet as an.inc file, instead of an.html file. This is useful more from a storage or organization perspective than anything else, as the snippet will behave the same regardless of what format it is saved in. For more information on snippets, visit the Snippets page. Includes Page 86 of 86