Website Management Manual Table of content Redaxo Login: Main menu Structure... 4

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1 Website Management Manual This manual should give a short and summarized overview of the content management system REDAXO and WORDPRESS for the denkstatt website. The structure and most important functions are explained. There is not a guarantee of completeness. 1 Table of content Website Management Manual Table of content Redaxo Login: Main menu Structure Mediapool Files Add file Manage categories Synchronize files Multiupload Structure Management Categories Articles Template and slice overview About us Create a Header/Text element Teams Create a new group of team members Create a new team member Publish a team category Change of the published teams Locations Partnerships Certifications Adding a new certificate Careers Create a job offer...22 denkstatt GmbH Hietzinger Hauptstraße Vienna, Austria T (+43) F (+43) E office@denkstatt.at W Seite 1

2 2.8 Our services Creating a product group Create a product Create a pillar element Projects Create a success story Edit project page Clients Creating a csv file with OpenOffice.org Creating a csv file with google docs Import of the reference list Publications Create a download element AddOns Imprint Contact Metadata/Others News Wordpress LogIn Structure Dashboard Posts Categories Tags Creating posts Creating galleries Editing picture for galleries Media Pages Comments Appearance Menus Widgets User management New user Version 1.1 Seite 2

3 Version 1.1 Seite 3

bg/redaxo RO: http://denkstatt.ro/redaxo ES: http://denkstatt.es/redaxo SK: http://denkstatt.

4 2 Redaxo Redaxo is a content management system to create websites. 2.1 Login: Each country has its own login. Denkstatt group: AT: BG: RO: ES: SK: Login data was sent to the responsible person of each country. 2.2 Main menu Structure The menu point Structure leads you to the whole website structure with all its content Version 1.1 Seite 4

5 2.2.2 Mediapool The Mediapool organizes and manages all pictures, documents and other files which are linked with the website. The functions of the Mediapool are explained further on the next pages Version 1.1 Seite 5

2.2.2.1 Files The menu item Files shows you all files which are saved in a certain category. Following functions are possible: 1.

2.2.2.3 Manage categories In Manage categories new categories can be created or existing categories can be edited or deleted.

6 Files The menu item Files shows you all files which are saved in a certain category. Following functions are possible: 1. Edit files: Click on image or title 2. Move to another category 3. Delete Add file The menu item Add file is used to add files from a local folder Manage categories In Manage categories new categories can be created or existing categories can be edited or deleted. One category can contain any number of sub categories. A new category can be added by clicking on this symbol Version 1.1 Seite 6

2.2.2.4 Synchronize files This menu item is not important for our needs. 2.2.2.5 Multiupload Multiupload is used to uploadseveral files at once. Following steps have to be done: 1. Choose a category.

One Category can contain other Categories and Articles. Each category and article can be in state offline or online. The state defines if a category or article is published on the website or not.

7 Synchronize files This menu item is not important for our needs Multiupload Multiupload is used to uploadseveral files at once. Following steps have to be done: 1. Choose a category. 2. Choose files to upload. The files can be chosen via Windows Explorer window or Drag & Drop. 2.3 Structure Management The structure is divided in Categories and Articles. One Category can contain other Categories and Articles. Each category and article can be in state offline or online. The state defines if a category or article is published on the website or not. In general categories describe menu items. Articles describe the actual content. See the example About us Teams Bulgaria Management Board Boyan Rashev. The encirclings mark the relation between CMS and website Version 1.1 Seite 7

8 This menu creates the main menu items. One level lower the section menu points are described Version 1.1 Seite 8

9 Version 1.1 Seite 9

10 Until this step only menu items have been defined. The article Boyan Rashev contains the profile data of Boyan Rashev as shown below Version 1.1 Seite 10

This example should give you just an overview of the possibilities. 2.4 Categories A new category can be added with a click on this item. 2.5 Articles A new article can be added with a click on this item.

The different kinds of templates and their usage is explained in 4.5.

11 This example should give you just an overview of the possibilities. 2.4 Categories A new category can be added with a click on this item. 2.5 Articles A new article can be added with a click on this item. By creating a new article the article name, priority (Prio) and kind of template have to be defined. The different kinds of templates and their usage is explained in 4.5. The priority is an automatic value, but it can be changed individually to create one s personal order. Each templates contains several different slices. The slices and their usage are shown in 4.5. Articles can be as well edited and deleted Version 1.1 Seite 11

12 2.6 Template and slice overview Template Slice Usage Limitation Accordion element Creating an element which is opening/closing Section: Certificates Country navigation Choice, which countries should be published Section: Teams and location Pages-About-us Header/text Custom HTML Creating a text with header Creating customized HTML text no No Include Articles to Category Summarizing articles to one category Section: Teams Job listing Creating a job offer Section: Careers Profile Creating a team member Section: Teams Header/text Creating a text with header no Pages- Our services Pillar Element Product description Creating a box with short description and link Creating a product description element Main page of a service pillar Product descriptions Product group Introduction Created the intro text for a product group Main page of product group Features Creating a box with short description and link Main page Projects Pages- Projects Header/text Creating a text with header no Success story Creating a new success story Section: Success Story Features Creating a box with short description and link Main page Publications Pages-Publication Header/text Creating a text with header No Download Creating a download element with file description no Version 1.1 Seite 12

The template and slices will be explained on the next pages more detailed. 2.7 About us 2.7.1 Create a Header/Text element 1.

Create your individual text in the editor. 5. Click on add slice. 6.

13 The template and slices will be explained on the next pages more detailed. 2.7 About us Create a Header/Text element 1. Create an article and choose Pages-About us. 2. Click on the created article. 3. Choose About Us- Header/Text. 4. Create your individual text in the editor. 5. Click on add slice. 6. The created element can now be checked in the preview or on the website, when the article is in state online Version 1.1 Seite 13

2.7.2 Teams 2.7.2.1 Create a new group of team members 1. Choose a country. 2. Create a new category.

Create a new article. 6. Write the name of new employee eg. Max Mustermann. 7.

14 2.7.2 Teams Create a new group of team members 1. Choose a country. 2. Create a new category. 3. Add the category Create a new team member 4. Open the certain category. 5. Create a new article. 6. Write the name of new employee eg. Max Mustermann. 7. Choose template Pages- About us and add article. 8. Choose Max Mustermann Version 1.1 Seite 14

15 9. Add slice About us- Profile. 10. Fill out the name, telephone and Choose profile picture small. Opens the mediapool. Click get file to add profile picture Version 1.1 Seite 15

Press Add: Picture is saved in Mediapool.

16 Opens the mediapool to add a picture from local computer. Choose categoy, where picture should be saved. Look for your picture. Press Add: Picture is saved in Mediapool. Press Add and save: Picture is saved in Mediapool and added to the profile. Delete the choosen picture from the profile. Shows the picture properties Version 1.1 Seite 16

12. Create the short list for competences. With the symbol *, space-key and text a bullet point list is created: * Text 1 * Text 2 * Text 3 Maximum length are 5 lines.

17 12. Create the short list for competences. With the symbol *, space-key and text a bullet point list is created: * Text 1 * Text 2 * Text 3 Maximum length are 5 lines. Every line more will not be published on the website. 13. Add slice to complete the short profile. Follow nr. 14 to create a full profile. 14. Click on the box Enable Full Profile. 15. Insert Profile Picture large (see 11). 16. Insert Profile details: Citate, Personal statements, education. 17. Insert additional Profile information: References. 18. Add slice Publish a team category 1. Choose a country and the article. 2. Add slice Include Articles from Category. This slice merges all articles of one category e.g. Management board. 3. Choose Category Mode: Teams. 4. Choose category of the certain country Version 1.1 Seite 17

18 5. Add slice Change of the published teams 1. Open article Teams. 2. Edit slice About us- Country navigation. 3. Choose the countries which should be published by setting a tick in the adequate box. 4. Save slice Version 1.1 Seite 18

4 Partnerships Header/text slices are used to create the section Partnership.

19 2.7.3 Locations Locations are designed with a custom HTML code. In this section the introduction text, addresses and country navigation can be changed Partnerships Header/text slices are used to create the section Partnership. The company logos are inserted to the editor and in the background they are linked with the partner websites. Insert link to website. Delete link to website Version 1.1 Seite 19

Opens window for image insert. Opens window with Mediapool. 2.7.

The only difference to Header/text is that accordion elements are opening/closing by clicking on the

20 Opens window for image insert. Opens window with Mediapool Certifications Certifications are designed with header/text and accordion elements. The only difference to Header/text is that accordion elements are opening/closing by clicking on the headlines Adding a new certificate 1. Open article Certification. 2. Add slice About us-accordion element. 3. Insert certificate logo Version 1.1 Seite 20

21 4. Insert certificate. 5. Add slice Version 1.1 Seite 21

2.7.6 Careers Subsection Careers is for job offers and gives interested persons a

The introduction text can be changed in the article Careers with a slice About Us-

It is necessary to add a slice About Us- Include Articles from Category to publish

22 2.7.6 Careers Subsection Careers is for job offers and gives interested persons a possibility to apply to denkstatt. The introduction text can be changed in the article Careers with a slice About Us- Header/text. It is necessary to add a slice About Us- Include Articles from Category to publish all job offers. The slice has to have following parameters Create a job offer 1. Open category Careers. 2. Create a new article and choose template Page- About us Version 1.1 Seite 22

23 3. Open article New job offer and add slice About us- Job listing. 4. Add the job title and job description. 5. Choose a contact person via Linkmap Team/Country/Function/Person. 6. Add slice Version 1.1 Seite 23

2.8 Our services Our Services is divided into 4 pillars: Environmental protection Management systems Social Design Sustainability Consulting. Each pillar has a main page e.g. Environmental Protection.

24 2.8 Our services Our Services is divided into 4 pillars: Environmental protection Management systems Social Design Sustainability Consulting. Each pillar has a main page e.g. Environmental Protection. The page is divided into a menu, an introduction text and a short description of the product groups. The site is created with different elements. See below. Category Category Slice Our Services-Header/text Slice Our Services- Pillar element Version 1.1 Seite 24

is given on an example. 2.8.1 Creating a product group 1. Open category Our Services. 2. Open one of the 4 pillars.

25 Further the section is divided into product groups and products. Slice Our Services- Product group introduction Slice Our Services- Product description Further explanation is given on an example Creating a product group 1. Open category Our Services. 2. Open one of the 4 pillars. 3. Create a new category New product group and add it. 4. Open New product group. 5. Open article New product group Version 1.1 Seite 25

26 6. Add slice Our Services- Product group introduction. 7. Write introduction text. 8. Choose contact persons via Linkmap: About us/teams/country/function/person Version 1.1 Seite 26

27 9. Add slice Create a product 1. Open category New Product group. 2. Create new article, define template Pages-Our Services and add it. 3. Open article New Product 4. Add Slice Our Services- Product description 5. Insert product description. 6. Add slice Version 1.1 Seite 27

Add slice Our Services- Pillar element. 4.

28 2.8.3 Create a pillar element Pillar elements give a short introduction of a product group. 1. Open category Environmental protection. 2. Open article Environmental protection. 3. Add slice Our Services- Pillar element. 4. Choose pillar direction (left/right), insert headline ( product group name ), text (first sentence or text fragment of product group) and choose link via linkmap. Linkmap: Our Services/Pillar/Product group Version 1.1 Seite 28

5. Add slice. 2.9 Projects The section Projects is divided into Clients and Success Stories. 2.9.1 Create a success story 1. Open category Projects. 2. Open category Success stories. 3.

The insertion of pictures works via Mediapool. Services are linked via Linkmap. Story image doesn t have to be inserted. 7. Add slice. 2.9.

29 5. Add slice. 2.9 Projects The section Projects is divided into Clients and Success Stories Create a success story 1. Open category Projects. 2. Open category Success stories. 3. Create a new article and define template Pages- Projects. 4. Open new article and insert company name. 5. Choose add Slice Projects- Success story. 6. Fill out the editor. The insertion of pictures works via Mediapool. Services are linked via Linkmap. Story image doesn t have to be inserted. 7. Add slice Edit project page The main page of section Projects shows all success stories. Each success story has a short introduction and a link to the detailed success story. 1. Open category Projects. 2. Open article Projects. 3. Add slice Projects- Features 4. Choose Pillar direction (left or right) 5. Insert headline: It is the headline of the related success story. 6. Insert first sentence or text fragment of the success story Version 1.1 Seite 29

7. Insert link to success story via linkmap: Projects/Success story/company name. 8. Add slice. 2.9.3 Clients In the sub-section Client the references of denkstatt are published.

org Requirements: 6 columns (country, client name, pillar, product group, project, Success story ID) No headlines Country name must be written in English.

30 7. Insert link to success story via linkmap: Projects/Success story/company name. 8. Add slice Clients In the sub-section Client the references of denkstatt are published. References can be selected by Services. The list can be actualized by import of a.csv-file in UTF-8 format Creating a csv file with OpenOffice.org Requirements: 6 columns (country, client name, pillar, product group, project, Success story ID) No headlines Country name must be written in English. Csv-file has to be separated with semicolons Csv-file has to be formatted in Unicode (UTF-8) format The easiest way to create this special formatted file is to use OpenOffice. You can download OpenOffice from 1. Open the Excel reference list in OpenOffice.org Calc. 2. Copy the 6 columns without headlines in a new OpenOffice.org Calc document. 3. Save the document as a Text CSV (.csv) file 4. Choose following settings: Character set: Unicode (UFT-8) Separator: ; Text separator: Activate checkbox Citate all text cells Activate checkbox Cell content like showed 5. Click ok Version 1.1 Seite 30

31 Creating a csv file with google docs Another possibility, but not really convincing, is also to use google docs for the transformation. 1. Upload the document on google docs. 2. Download as: Comma separated values (.csv, current sheet) 3. Open with editor. 4. Replace all commas by semicolons Version 1.1 Seite 31

5. Click save as. File typ: all files Code: UTF-8 File name has to end with.csv NOTE: This procedure is only working well if you don t have any commas in one of the cells in the reference list.

32 5. Click save as. File typ: all files Code: UTF-8 File name has to end with.csv NOTE: This procedure is only working well if you don t have any commas in one of the cells in the reference list. Due to the process of replacing the commas by semicolons all commas in the normal text are changed as well. For the data base it means that there are additional columns in the file. But the system accept only 6 columns. So I really suggest to do the transformation with OpenOffice.org Import of the reference list 1. Open redaxo. 2. Open category Projects. 3. Open category Clients. 4. Open article Clients. 5. Edit Projects- Clients CSV. 6. Add the new formatted reference list to the mediapool. 7. Save slice. The system provides a short report Version 1.1 Seite 32

33 2.10 Publications The first level of categories creates a menu point without function on the main page of publications. It is used as a headline for sub-sections. The sub-sections are created by categories Version 1.1 Seite 33

34 Each category can contain any number of articles. Sub-category description can be only published, when an article in this category has been created. In this example the description is written in the article Studies with the slice Header/Text Version 1.1 Seite 34

2.10.1 Create a download element 1. Open category Publications. 2. Open category Media. 3. Open category Studies. 4. Create article Geological CO2-storage and choose template Pages-Publications. 5.

35 Create a download element 1. Open category Publications. 2. Open category Media. 3. Open category Studies. 4. Create article Geological CO2-storage and choose template Pages-Publications. 5. Add slice Publications-header/text. 6. Write introduction text. 7. Add slice. 8. Add slice Publication- Download. 9. Write download description, e.g. File Name. 10. Add file via Mediapool. 11. Add slice AddOns The most important AddOn is REX Multiupload, which is already described in the section Mediapool. The other Addons can be neglected Version 1.1 Seite 35

36 2.12 Imprint The imprint is used to publish legally required informations. 1. Change the item Imprint to your national language. 2. Open article Imprint. 3. Choose slice About us- Header/text. 4. Write the impressum. 5. Save the slice Contact The menu item Contact contains just the company address and office -address. 1. Change the item Contact to your national language. 2. Open article Contact. 3. Choose slice About us- Header/text. 4. Write your contact data. 5. Save the slice Metadata/Others The section Metadata/Others gives different possibilities to get more information. For each article Metadata can be defined. Description A description can be written for the article. Keywords Article specific key words can be defined for an optimized search mechanism. Metafile/Image Metafile defines the published header image. It can be changed by choosing a new picture. Copy article Articles can be copied to another category. Move article Articles can be moved to another category Version 1.1 Seite 36

3 News 3.1 Wordpress The whole news/blog section is organized with weblog system WORDPRESS. Wordpress gives us all possibilities which we need to organize your news/blog section.

37 3 News 3.1 Wordpress The whole news/blog section is organized with weblog system WORDPRESS. Wordpress gives us all possibilities which we need to organize your news/blog section. Wordpress is a powerful tool with far more functions than we need, but who knows what we want to do once. IMPORTANT: Please don t install any updates by your own!!! Please don t hesitate to use for further help LogIn You reach your national account under following URL: Denkstatt group: Austria: Bulgaria: Romania: Slovakia: Spain: Please log in with the data of your national CMS system Version 1.1 Seite 37

3.2 Structure 3.2.1 Dashboard The dashboard gives the user an overview of his news website. The single item points can be minimized and maximized.

2 Posts All post entries, categories and tags are organized in the section Posts. 3.2.2.1 Categories Categories are used to give the news section some structure.

38 3.2 Structure Dashboard The dashboard gives the user an overview of his news website. The single item points can be minimized and maximized. The menu items can be organized with drag & drop. Above the structure with the menu board is shown Posts All post entries, categories and tags are organized in the section Posts Categories Categories are used to give the news section some structure. Each post can be related to different categories. Categories can have a hierarchy. For example a product group, can have as children different products. 1. Click on Categories Version 1.1 Seite 38

39 2. Fill out the name, slug and choose a parent for the hierarchy. 3. Feel free to write a description. 4. Click Add new category. All existing categories are shown in a table, where they can be edited, deleted or viewed Tags Tags are used for cross linking and metadata information. They don t create a hierarchy. 1. Click on Tags. 2. Fill out the name, slug and choose a parent for the hierarchy. 3. Feel free to write a description. 4. Click Add new tag. All existing tags are shown in a table, where they can be edited, deleted or viewed Creating posts Posts are created easily and fast. 1. Click add new. 2. Insert Title 3. Insert your text. Edit the text with the editor options. 4. Insert the Excerpt. The Excerpt is obligatory and is published on the start page and should give the customer some short information. 5. Choose Status. 6. Choose visibility. 7. Choose Time of publishing. 8. Choose related Categories/tags 9. Click Publish to publish the post Version 1.1 Seite 39

The Screen options allow additional functions and possibilities. Format: Standard (should be always standard) Aside Gallery Categories: Show/hide all possible categories.

Excerpt: Excerpts are optional hand-crafted summaries of your content that can be used in your theme.

40 The Screen options allow additional functions and possibilities. Format: Standard (should be always standard) Aside Gallery Categories: Show/hide all possible categories. Tags: Show/hide function Tags. Featured Image: An image can be inserted and published together with the excerpt on the start page. Note: At the moment not in use. Excerpt: Excerpts are optional hand-crafted summaries of your content that can be used in your theme. Send Trackbacks: Trackbacks are a way to notify legacy blog systems that you ve linked to them Custom fields: Custom fields can be used to add extra metadata to a post. Discussions: Allow users to write comments or not. Comments: Show/Hide comments. New comments can be written. Author: Author will be published. Revisions: Show/Hide revisions Creating galleries Each post can be combined with a gallery. The gallery is just a tool to view the pictures in a nice way. The picture should have a maximal height of 500 px. So an editing is probably necessary before the upload. This process will be explained a bit later. 1. Create a new post. 2. Click Upload/insert. 3. Select your pictures and upload them. 4. Write the post. 5. Write an excerpt. 6. Format is standard. 7. Publish the post Version 1.1 Seite 40

41 Editing picture for galleries The procedure is for the freeware program IRFAN VIEW. 1. Open Irfan View 2. Choose Batch conversion/rename. 3. Choose your output format, files, filenames, output directory. Activate checkbox: Use advanced options Choose files 4. Click on Advanced Version 1.1 Seite 41

5. Activate Resize. Set new size: Height: 500 pixels Activate Preserve aspect ratio (proportional) Click ok. 6. Start batch. The resizing of pictures can also be done in other programs. 3.2.

42 5. Activate Resize. Set new size: Height: 500 pixels Activate Preserve aspect ratio (proportional) Click ok. 6. Start batch. The resizing of pictures can also be done in other programs Media Media section helps you to keep an overview of your uploaded data Pages Please don t change anything in this section Comments The section Comments helps to organize the comments of users. If you don t want that user can comment your posts follow following procedure: 1. Click Settings. 2. Click Discussions. 3. Delete the check mark for the option Allow people to post comments on new articles Version 1.1 Seite 42

3.3 Appearance 3.3.1 Menus The subsection Menus allows creating customized menus.

43 3.3 Appearance Menus The subsection Menus allows creating customized menus. 1. Click on the symbol Plus/Minus. 2. Insert Menu Name. 3. Click Create Menu. 4. Add categories with marking the adequate check boxes. 5. Click Add to menu. 6. Click Save Menu Version 1.1 Seite 43

3.3.2 Widgets Widget allows you to organize your menu and give it a structure

The elements are placed with drag & drop.

44 3.3.2 Widgets Widget allows you to organize your menu and give it a structure on the website. The Primary Widget Area creates your main menu. The elements are placed with drag & drop. The menu is built up with custom menus which have been created before by the user. How to add a new custom menu? 1. Drag the box Custom menu from the left side and drop it to the Primary Widget Area. 2. Insert Title. 3. Choose a menu. 4. Click Save Version 1.1 Seite 44

45 The menu is shown on the website like that: The hierarchy can be changed by moving the menu point in the Primary Widget Area. In general the menu can be expanded as well with tag clouds, calendar or archives. 3.4 User management Due to different user function an editorial office can be created. Following user roles are available: Administrator - Somebody who has access to all the administration features Editor - Somebody who can publish and manage posts and pages as well as manage other users' posts, etc. Author - Somebody who can publish and manage their own posts Contributor - Somebody who can write and manage their posts but not publish them Subscriber - Somebody who can only manage their profile New user 1. Click on user. 2. Click on Add new 3. Fill out the form. 4. Define the role. 5. Click Add new user Version 1.1 Seite 45

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