Content Publisher Training

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2 Table of Contents 1 Log on to the Front End 2 Front End Fundamental Concepts 3 Log on to the Admin 4 Admin Fundamental Concepts 5 Managing Site Administrations & Content Publishers: Admin Users 6 Subsites 7 Website Users 8 Security 9 Subsite Layout: Layout 10 Nav Editor 11 id CMS 12 Document Key Actions for Content Publishers Key Glossary Webliography

3 1 Log on to the Front End Each image in this handout is numbered. Each number relates to the item indicated in the left column. Open a new browser window, enter the intranet URL. 1 1 Each image in this handout is numbered. Each number relates to the item indicated in the left column. 2 The login screen will appear if you re not authenticated. The intranet URL is When this page loads I will: Enter my details. 2 Authenticate automatically. My username and password are: Same as my computer username/password. Different to my computer username/password. It is Force login screen at: 2 (Useful to know when logging in at another computer) This is the Front End Interface for Front End (Website) Users. 2 Front End Fundamental Concepts Navigation - Nav Editor Home Site URL The initial landing point for all users of the intranet. Every item has its own URL. Every article, folder, document, image and page. id URLs follow generally the format of: Intranet>subsite>application> folder>item. A Horizontal Nav directs users to core areas of the intranet (typically, subsites). A Vertical Nav directs users to vital content within a subsite. Breadcrumb Bar The logged-in user s details. You can also access personal notifications and online forms here. Applications Each application performs a separate function. Some applications maintain intranet STRUCTURE (e.g. Layout, Nav Editor). Some applications add CONTENT (e.g., id CMS). Identifies the user s current location within the site. Another form of navigation. Subsite Layout An independent micro-site that has its own structure, content and applications. Defines the structure for the location of your content. 3 User Details id Theme The look and feel of your intranet; colors and fonts. Logo Search Horizontal Navigation Breadcrumb Bar Vertical Navigation 3 User Details Layout controls where each element in this structure sits Quick Links Home and subsites are comprised of the same elements: a specific URL, layout, navigation and applications. 1

4 3 Log on to the Admin AFTER you ve logged into the Front End. Open a new browser window. 1 The URL of the Admin is 4 Requires a separate username and password (see next page for details). This is the intranet subsystem: For Site Administrators and Content Publishers only. 4 4 Access the Admin by appending the intranet URL with /admin. Admin Fundamental Concepts Welcome Screen Displays the id Version # Necessary for logging id Support queries. Help Site Menu-driven access to step-by-step guides, videos and technical documents at: Subsites Application Explorer Divided Into TWO Core Areas 5 Applications = Subsite Structure & Content 1: Applications: Day-to-day subsite management and content maintenance. 2: Administration: System-wide changes, managing users, configuration settings, reporting functions. Administration = System Wide Changes 5 The Application Explorer is divided into two core areas: Applications and Administration. Alphabetical listing, stored in Subsite Groups. You will only see the subsites you have access to. Authenticate The intranet checks you have a valid account. Front End The area of the intranet that all staff have access to. Admin The area of the intranet only selected administrators have access to. URL A web address that takes you to a page, a document, an image etc. Subsite A micro-site within the intranet. Breadcrumb Bar / Breadcrumbs Shows the user s position in the hierarchy of the intranet and relation to Home. Logging On Learn how to log on to your intranet: gettingstarted/theplatform/ login.html Getting Started Guide The essentials of getting your intranet up and running: gettingstarted/theplatform/ overview.html id Help Site Step-by-step guides, videos and technical documentation: 2

5 5 Managing Site Administrators & Content Publishers: Admin Users Admin User accounts allow users to logon to the Admin system so they can administrate the different intranet subsites. Create Site Administrators and relevant Content Publishers as 7 Admin Users. Manage Admin Users Apply Administrator Permissions to each user, appropriate to 8 their role: Superuser Access to all Admin functions. 7 Where Administrators are created and managed. Group Access to both management and standard functions within determined Subsite Groups. Also management of Admin Users and Website Users. Site User Site / Group Site Access to both management and standard functions within determined subsites. Also management of Admin Users and Website Users. Superuser 8 Site User Access to standard functions within determined subsites. Permission levels define what functions Administrators can access. Custom Administrator Access to a particular application(s) only. Separate username and password required from the Front End. My Admin Username My Admin Password My Permission Level is Note: As a Content Publisher, you will only be able to create Administrators with permissions below your own. Permissions Defines an Admin User s level of access to the Admin. Admin User A user with an account to access the Admin. Admin User Groups Defines what functions an Administrator can perform in an application (based on their permissions). Admin Role Defines each Permission level, i.e. Group, Site manager, Site User etc. An Admin Role is built on relevant Admin User Groups. Admin Permissions Relates to Administration access. For more on Admin Users: systemadmin/admin_users/ adminusers.html 3

6 6 Subsites Core areas of the intranet (e.g. IT, HR). The completed subsite will store documents, forms, images, pages. Home Site Each subsite once created can be maintained by a single or multiple Administrators, with a different layout and content to the rest of the 6 intranet. Subsite content could be: Documents, online forms, images, content pages etc. 7 Subsite 1 6 Subsite 2 Subsite 3 The same suite of applications is available to the Home and each Subsite to build their own unique space within the intranet. Website Users A Website User is also known as a Front End User. Website User accounts grant access to logon to the Front End 9 of the intranet. Manage Website Users Website Users can run as Active Directory, Login Mode, or both (Login on Demand). Login Mode 9 Users entered manually. Website Users: Where Front End Users are maintained. Active Directory Users are authenticated via Windows Domain. Website User A user with an account to access the Front End. Website User Groups A group of Front End users. AD On the Windows DB, managed by IT dept, not maintained in intranet. Details will reflect whatever AD has. Login Mode Website user details live in id intranet and are maintained there. LDAP Authenticates users from Active Directory. Mail Server Controls the sending and receiving of s. Website Users Relates to Front End access. For more on Website Users: systemadmin/website_users/ websiteusers.html 4

7 89 Security Defines a Website User s level of access to the Front End. Subsite Defines a Website User Group s level of access to the Front End. Subsite Security Settings X Security grants access to read and maintain content with approval/automatic approval. Inheritance Set at the subsite and inherited to the applications within that 11 subsite. Default security is Read Only for Everyone at your organization. You need to set security on each subsite before commencing content migration. Security X Security X Security X Document Folder Library Category Category Security Y At the application level, security can be explicitly set. 11 Security follows an inheritance model from subsite to application. The following diagram shows the actions that can be taken by users at each Security Level: Full Control Editor Contributor Creator Read Only Deny Access Read Content Create/Edit/Delete own content Create/Edit all content Create/Edit/Delete all content Approve all content Set security Security Defines a Website User s level of access to the Front End. Approval Content must be passed through an approval process before being displayed. Security Level Ranging from Deny Access to Full Control, the Security Level is applied to a Website User or Website User Group. Read Only The security level that grants a Website User access to view content only. Full Control The security level that grants a Website User access to modify content without approval. Content Migration The process of moving documents, files, images, videos, etc. from a shared drive or CMS onto the intranet. Security Relates to Front End access. For more on Security: systemadmin/security/security.html 5

8 9 Subsite Layout: Layout Layout is used to build the structure of your subsite. The application is comprised of Layouts and Templates. Build a Layout for every subsite you re responsible for. The structure defines where content components are placed, 13 e.g. Quick Links component in the right column. Logo Link 1 Link... Look for the Editing Toolbar at the top of the subsite home 15 page to start (Can t see the toolbar? Check your security). linking to content Category Link 1 Link... CEO Video 13 Layout controls where components sit on the subsite layout. Components are the building blocks of your layout content. The component pulls content in from the respective application, 14 or allows you to add content directly to the component, e.g.. Search Intranet Home Page CEO Administration HR Sales IT 14 Each component pulls content in from the application it is associated with. Security determines who can contribute to a Layout: Full Control security users can manage the layout as well as underlying template. Editor security users can manage the layout only. 15 The Layout editing toolbar is available from the home page of each subsite. 16 The Main Content Area will update as a user clicks through content. Layout Determines the structure of a subsite; comprised of an active Layout and an underlying Template. Layout Template Defines how layouts can be structured, i.e. the columns, rows and components available on all layouts based on that template. Components Used to pull applications and content into the layout. Layout Editing Toolbar Available from each subsite home page; contains options for editing the subsite layout inline. Only viewable for Website Users with the correct Security level (i.e. Creator or higher). Layout Control the structure of a subsite. For more on layouts: applications/layout_mgr/ layout.html#introlayouts Components Understand the suite of components available in the Layout. For more on Components: applications/components/ overview.html Layout & Security Understand how Security Levels affect the Layout application: systemadmin/security/ layoutmanager.html 6

9 10 Nav Editor Controls Horizontal 17 & Vertical Navigation. 18 Create a Horizontal Nav Bar to direct users to core areas of the intranet and Vertical Nav Bars to direct users to content within each subsite. Intranet Administrators must decide which links should be placed on the Horizontal and Vertical Nav Bars. 17 Horizontal Navigation directs users to core site sections. A Nav Bar can be shared across the entire intranet or; across certain subsites or; just one subsite. A Horizontal Nav Bar that spans the entire intranet is created in one subsite (e.g. Home) and then shared. Note: To add a new menu item to a pre-existing Nav Bar, select Edit Nav Bar in the Admin. 18 Vertical Navigation directs users to specific content within a section. To create an entirely new Nav Bar, select Add Nav Bar in the Admin. On the Front End, ensure the Navigation component is on the layout and is displaying the chosen Nav Bar. Nav Editor Controls the navigation menus of the intranet, both horizontal and vertical. Nav Bar Each menu is considered a Nav Bar. Multiple Nav Bars can be maintained in each subsite presented in different locations as required. Nav Editor Control how users access content within a subsite. Understand how users travel around the intranet. For more on navigation: applications/nav_editor/naveditor.html 7

10 11 id CMS Pages id CMS is used to build content pages. Header The application is comprised of Folders, Templates and Pages. 19 Similar to the concept of Layout, however id CMS is used to create page content, not subsite structure. Folder A Text, text text, text Build pages for content that users need to read on screen. Template Header Templates control the underlying structure of the page. Components are the building blocks of your page content. Go to the Front End to work on your id CMS page. Text, text text, text Text, text text, text Header Look for the Editing Toolbar at the top of the window to 20 start (Can t see the toolbar? Check your security). Security determines who can contribute to a page and who can read it: Full Control security user can manage a subsite s folders, pages and underlying templates. Folder B Text, text text, text 19 id CMS Folders store Templates and Pages. Editor security user can manage folder structure and pages. 20 id CMS editing toolbar. id CMS This application controls the creation of content pages within a subsite. id CMS Editing Toolbar Available on each content page of a subsite, contains options for editing pages inline. Only viewable for Website Users with the correct Security Level (i.e. Creator or higher). id CMS Understand the fundamentals of this powerful application: applications/idcms/idcms.html 8

11 12 Document Is an Administration tool - accessible to Site Administrators and Content Publishers with Admin access. The Document is used to create a folder structure and add files to that structure, files such as.doc,.xls,.pdf etc. This app is subsite-specific - meaning each subsite has its own Document. It is comprised of Folders, Documents and Files. Folders, Documents and Files are then available from the Front End of the intranet to be viewed and/or downloaded. Document security. 21 Version Control exists on the individual file. Unread items list. Present files in a Folder View, a Document View, a File View. Use a Nav Editor link or, an id CMS link to link to these options. 21 The following diagram shows the actions that can be taken by users at each Security Level: Full Control Editor Contributor Creator Read Only Deny Access View Folders View Documents Note: A document can contain multiple files. Document This application is a catalog and storage system for all your documents. Document Learn how to manage documents and files. applications/document_mgr/ documentmanager.html Unread Files List Alert users of files required to be read. applications/components/ unreaditemscomponent.html 9

12 13 Categories of are created by Site Administrators and articles are published within them. Categories determine how articles will look and how much space the category takes on the layout. articles can be written from the Admin with full flexibility to set publish/expiry dates, priority level. articles can also be written from the Front End determined by security: Full Control/Editor: automatic approval. Creator/Contributor: publish with approval. articles submitted via Front End are approved via the Admin and/or the id Desktop Assistant. Title URL - Place a link (internal/external) behind your article title. Publishing Articles Publish Date: Is OPTIONAL for selecting a future publish date. Note: If used, don t forget to update the Visible Date to match! Expiry Date: Is OPTIONAL for selecting a date that an article expires and is removed from the Front End view (and from search). Thumbnail at the article level will override the default thumbnail at the category level (if set). Write article in Body rich text box. Category Controls how articles will display, i.e. thumbnails, summary. Archive The list of all articles, searchable by month/year. and Security Understand how Security Levels affect the application. systemadmin/security/news.html id Desktop Assistant Approve articles submitted from the Front End of the intranet by Website users with a Security Level of Creator or Contributor. extras/id_desktop_assistant/ iddesktopassistant.html 10

13 14 Key Actions for Content Publishers A checklist of the key actions to perform after reading this document Receive training Review the training topics gettingstarted/theplatform/overview.html Log on to the Front End gettingstarted/theplatform/login.html Log on to the Admin gettingstarted/theplatform/theadmin.html Create Admin User accounts for your Administrators and relevant Content Publishers (ie. Superusers, Group s, Site s, Site Users) systemadmin/admin_users/adminusers.html Review Website Users (Front End Users) and create accounts if required If your site is running in Login Mode you can create and edit the details of your Website Users. If your site 6 is running Active Directory, the Website Users are synchronized with your organization s Active Directory. systemadmin/website_users/websiteusers.html systemadmin/security/changingthefrontendsecuritytype.html 7 Set Security on Required Applications: Set up Site Administrators and Content Publishers with the correct Front End security systemadmin/security/security.html Create/Edit the Layout of the subsite 8 Using Layout, select the appropriate subsite template/s and assign to the subsite then create a Layout for the subsite. applications/layout_mgr/templates/managingtemplates.html applications/layout_mgr/layouts/creatingeditinglayouts.html 11

14 14 Key Actions for Content Publishers A checklist of the key actions to perform after reading this document. Edit the Horizontal Navigation and create links to subsites From the Admin>Nav Editor application, edit the Horizontal Nav Bar on the Home site and create a link to 9 the subsite (if one does not exist already). From the Front End, ensure the component is placed on the subsite layout and the correct Existing Source to the Home Horizontal Nav Bar is selected. applications/nav_editor/editinganexistingnavbar.html applications/components/navigationcomponent.html Create/Edit the Vertical Navigation on the subsite 10 From the Admin, create a new Vertical Nav Bar on the subsite, or edit the Nav Bar that already exists. Add some menu items and link to content. systemadmin/website_users/websiteusers.html applications/nav_editor/editinganexistingnavbar.html Upload Documents 11 Add files to the Document application. Make sure users have access to these files, either by linking to the application, or to individual files. applications/document_mgr/addinganewdocument.html Publish Content Pages - id CMS Create id CMS pages for content that you intend users to read on screen, e.g. maps, videos, profile pages. 12 Just like your documents, don t forget to create a path for users to access the pages you build. For example, you may create a page of links in id CMS (ie. an index) which directs users to further pages on that topic. applications/idcms/pages/creatingeditingpages.html#creatingapage Publish Articles 13 Write articles to advertise all the work you ve been doing! Create links from the articles to your content. applications/news_rss/addinganewitem.html Direct users to content - Nav Editor, Quick Links, Ad, id CMS Indexes 14 Use the skills you have built up over these exercises to review your intranet structure. Consider how users will travel through the intranet; what are their options for finding content? How clearly worded are the links to content? Do you provide one way to get to an item, or will you create multiple entry points to the same information? 12