CROMWELLSTUDIOS. Content Management System Instruction Manual V1. Content Management System. V1

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1 Content Management System Instruction Manual V1

2 Cromwell Studios Web Services Content Management System Manual Part 1 Content Management is the system by which you can change certain pages of your website, often to include products and even menus in some cases, and can be used anywhere there is an Internet connection. The content that is customisable differs on each website; therefore the following guide can only be interpreted as an outline. To access your CMS (Content Management System) you must type into your Internet browser: (e.g. If your website is you would type into your internet browser You will then be prompted for a username and pas sword. This will be given out on completion of the website. If you have forgotten your allocated password please contact Cromwell Studios on We will then set you up a new password and disable the old one. On entering the CMS the first screen you see will look as below: 2

3 Let us first discuss what options are available from here. Click here to drop down Tools menu Click here to drop down Create New menu Click here to drop down Edit Existing menu Click here to drop down View Record menu Back. This works in the same way as the back button on your browser Leave the area of the CMS you are in and return to this home page Leave the CMS and go to your website The first page you see when logging into the CMS is the home page, and to get back to it from any part of the CMS all you have to do is click on the home icon. It is very important that after you have made any changes to your site using the CMS that you logout from the system. This means the next person to go to the system from your machine will have to put in a password. If you don t log out or close your browser window then the next person to your machine could alter the site. To logout you simply click the logout button. At any point, to go to the previous page, you can click the Back button on your browser, or click the CMS back button. Edit Existing This is probably the better place to start. On rolling over Edit Existing with your mouse, a menu will pop down below it listing the sections of the site you can edit. The number of these will vary depending on your individual site requirements. An example of the Edit Existing menu is shown below: 3

4 For this example I will click on Pages Content. This will display all of the items fitting the Page criteria already in the system. After clicking links you will see the following screen. Above you can only see a small section of my screen, but you will be able to scroll through all of the items saved in the CMS when using your internet browser. As you can see there are a number of new items at the top of the window. By default the CMS will only show 20 items on a page, so to navigate to the next 20 items you click the button. If you wish to view all of the items within your chosen category (i.e. All of the links) then you can click on the button. On the left hand side of the page against each entry there is currently just the Edit function. If required, you would also see 'Duplicate' and 'Delete' Delete is self-explanatory. On clicking this a dialog will appear asking Are you sure you want to delete this entry? If the answer is Yes then click OK, otherwise click Cancel. If you click OK and delete the entry the page will refresh showing all the items minus the one you just deleted. Duplicate will make an exact copy of the item (i.e. a link), and the only change will be the ID numb er. The ID number is nothing for you to be concerned about, it is what the CMS uses to keep track of all the items stored in it. Edit allows you to change any of the fields within the item. This means that any errors you make when creating an item you can correct later. On clicking edit you get the following screen: 4

5 Using this example the fields that can be edited are: Active (Yes/No). This sets whether the site displays the item when viewed by an internet user. Area ID A drop down list of areas that can be assigned to this article. Filename The physical website page you are editting. Title A box for you to enter the Title shown on the page Description Here you can write a more verbose description for the page. You may notice that the Description field has a rather different text input field. This is the Cromwell Studios CMS Editor, and allows you to add colours, styles and formatting to text. The uses of this are discussed later in the manual. Meta Title, Meta Keywords, Meta Descriptio These are for the hidden pieces of code that help the search engines understand your page. Once you are happy with the editing of the item you click on Save Changes, and you will be taken back to the items listing where you started. Note: Your site may have different types of items, and variations in fields available for editing, but the principles are the same. 5

6 Search By clicking on Search you can set the CMS to show only items that meet your search parameters. On clicking it you will see the following: Advanced Search By clicking on Advanced Search you can set the CMS to show only items that meet your more specific search parameters. You can put values into any of the above fields to narrow down the items available. For example you could search for all the pages with.com in the address by putting.com into the Description field. Any fields left blank will not be used in the search, however all fields will be displayed when the search is complete. 6

7 Create New You use this menu to create new items for the CMS. On rollover of Create New you will see the same options as Edit Existing. The difference is that on clicking an item to create you will be taken straight to the editing screen and will not see a list of existing items. When you have entered the necessary information for your new item, you have the option to 'Add Another' or 'View All Record' before clicking 'Create Record'. Leaving the default as 'View All Records' will take you to a list of all records in this specific category including the one you have just created. If you choose 'Add Another', then you will be taken back to this page instead. 7

8 Cromwell Studios Web Services Content Management System Manual Part 2: CMS Editor The CMS Editor / Editor is shown below: An explanation of these buttons can be found on the next page. 8

9 Part 2: CMS Editor Paste from Word(6) Find(3) Print(2) Undo/redo(7) Insert Table/ Table Properties(8) Add Row(9) Delete Row(10) Insert Column(11) Delete Column (12) Merge Cell with another Cell (13) Unmerge Cell (14) Save(1) Format(4) Pre-define Text Styles(15) Bold Text(16) Underline Text(18) Italic Text(17) Text Colour(5) Text Alignment/Justify(19) Numbering(20) Bulleted List(21) Decrease Indent(22) Increase Indent(23) Design Layout(30) View/Edit HTML code(31) Special Characters(28) Each of the tools above have a number reference e.g. (25). The next section correlates with the tool and how it works. Tip Insert/Edit a Bookmark(27) Link to a Document(26) Insert/Edit a Hyperlink(25) Insert/Edit an Image(24) You may notice that some of the tools on the bar are dulled out (black and white) upon entering this section. The tools will highlight (in colour) when it is applicable to use them. For example, if you highlight a word you will see the Copy and Paste buttons become visible. 9

10 Part 2: CMS Editor Contents: Page 1. Save Print Find Format (Headings) Text Colour Paste from Word Undo/Redo Insert Table/ Table Properties (Table) Add Row (Table) Delete Row (Table) Insert Column (Table) Delete Column (Table) Merge Cell with another Cell (Table) Unmerge Cell Pre-Define Text Styles (Class) Bold Text Italic Text Underline Text Text Alignment / Justify Numbering Bulleted List Decrease Indent Increase Indent Insert / Edit an Image Insert / Edit a Hyperlink Link to a Document Insert / Edit a Bookmark Special Characters Design Layout View / Edit HTML code

11 Save (1) Clicking the print button will button with Save whatever you have on the screen immediately, rather than having to click on 'Save Changes' at the bottom of the screen. It is generally used when editting a description quickly when you know that all other fields are correct and will remain the same. Print (2) Clicking the print button will bring up a new window giving you printing options. From here you can select which printer to send the copy to, and also how many copies of the information you wish to print. To use the default settings, just press Print when the new window pops up. 11

12 Find (3) The find button can be used to search for a word or phrase, but also can be used to Find and Replace. This means it would find the first instance of the word or phrase and replace it with your desired text. You can also set it to replace all when it will go through the entire body of text replacing each and every instance. Text to be found Replacement text Finds the first instance of the 'Text to be found' Replaces first item of found text with 'Replacement Text' Goes through the entire window of text replacing all instances of 'Text to be found' with 'Replacement text' Selecting this box will tell the search that 'Water' is not the same as 'WATER' Examples of use You find out that in your document you miss-spelled a name. You typed Hawks instead of Hawkes. You would input Hawks into the Find What: field, and Hawkes into the Replace With: field. Then by clicking Replace All the computer will go through the entire document replacing Hawks with Hawkes. Writing about the London you sometimes missed off the capital L. The aim is to go through the document finding any instance where you have spelled it as london and replace it with London. The Match case box must be selected, with london in the Find box and London in the Replace box. 12

13 Format Text (4) This drop-down menu allows you to choose a Heading Style. To change blocks of text to a Heading Style, select the text with your mouse and then click Format and choose the Heading you want. These are particularly useful with Search Engines as they use Headings to determine importance. Heading 1 Heading

14 Text Colour (5) This button is used to set the colour of selected text. Select the text using your mouse and then click the button. This dialogue box appears with the first tab selected - Site Colours. Your site can be pre-defined with the appropriate colours to match your brand and should be used in the majority of circumstances. Alternatively, click on the second tab - Web Colours and you will be able to select from a range of colours which are compatible with internet browsing. It is strongly recommended that you restrict the number of colours used on the site. 14

15 Paste from Word (6) This button is used to enable the pasting of text from applications outside of the CMS Editor. This can be anything from Internet Explorer to Outlook or Outlook Express, but is most often Microsoft Word. The point of this separate Paste button is that applications use their own rules for formatting text, so the Paste from Word feature strips out much of the formatting and re-builds it as closely as possible to the original using the Editor s own rules. On clicking the Paste from Word button the following window will appear: To use this feature you must copy or cut the text from the external application using the application s own cut or copy functions. You then have to click within the white section of the Paste from word window and Paste the text using a keyboard shortcut. (Windows users: Ctrl + V, Mac users: Apple + V) Clicking Insert will then paste the text into your CMS Editor window. 15

16 Undo / Redo (7) Undo: Undo is used to unmake the last change in your editing process. For example, if you inadvertently deleted a section of text, clicking Undo would make the text come back, assuming you had made no other changes since the deletion. Redo: Redo is used to remake the last change in the editing process. For example, you write a sentence and click Undo to remove it, but then decide you actually do want the sentence; you can click Redo to put it back. NOTE: Undo and Redo will only work one step backwards or forwards in the editing process. Undo and Redo will not remove tables. 16

17 Insert Table / Table Properties (8) Insert Table: This button is used to insert a table into your document. Tables are very useful for layouts and displaying information that has to be kept arranged. On clicking the Insert Table button, the following dialog box will appear: The first thing to note when using the above dialog box to design your tables is that the Style Preview box at the bottom of the window will show you how the table will look. (Though it is not entirely accurate it does give a good idea as to the look of the table) The Rows box defines how many cells down there will be; and the Columns box defines how many cells across there will be. You can define the width and the height of your table. If you do not define values for height and width then the table will just grow to fit your data. Height and width can be defined as % or pixels. Giving a size in pixels will be fixed, but by using percentage you can define the height or width as a percentage of the area where the content will be. Cell Spacing is the pixel value gap between the individual cells of any table. Cell Padding is the pixel value gap inside any cell separating the cell s contents from the cell edge. The Border Size box is used to set a pixel value width for the border around the table and cells. NOTE: Do not set a pixel width of greater than the width of your content area or it will not display accurately. 17

18 Table Properties: After creating a table you may wish to change certain aspects of its design and layout, so after single left-clicking inside the table you can click Table Properties and bring up the following dialog box: The This Cell tab is the first window you will see on loading Table Properties. Settings here allow you to modify the single cell where your mouse clicked before loading Table Properties. The options on this page are self-explanatory; Text Alignment lets you choose where in the cell your text lies. 18

19 Clicking on the This Row tab will bring up the following dialog: The settings in this window allow you to change the properties of the entire row in which your mouse cursor clicked before pressing the Table Properties button. This means that if you wanted to edit a whole row of cells, you would just click inside one of the cells, press Table Properties and then select the This Row tab at the top of the new window. Clicking on the This Table tab will bring up the following dialog: Using the above dialog box you can change everything that you can initiate in the Insert Table dialog box, EXCEPT changing the number of rows or columns. For row and column editing see Add Row, Delete Row, Insert Column and Delete Column. 19

20 Add Row (9) This function is used to insert a new row into an already created table. Simply single left click in the table above or below where you want the new row to be, click the Add Row button, and you will see the following dialog box: - You just have to choose whether you want the row above or below the place you selected, and then click OK. You can of course click Cancel if you decide that you don t want to insert a new row. Delete Row (10) This function is used to remove a row from an already created table. Simply click inside one of the cells of the row you wish to delete, and then click the Delete Row button. Insert Column (11) This function is used to insert a new column into an already created table. Simply single left click in the table left or right of where you want the new column to be, click the Insert Column button, and you will see the following dialog box: You just have to choose whether you want the column to the left or right of the place you selected, and then click OK. You can of course click Cancel if you decide that you don t want to insert a new column. 20

21 Delete Column (12) This function is used to remove a column from an already created table. Simply click inside one of the cells of the column you wish to delete, and then click the Delete Column button. Merge Cell with Another Cell (13) You can use this button to merge the cell your cursor is in with the cell to the right or the cell below. - First of all single left click in a cell you wish to merge with another cell, then click the Merge Cell with Another Cell button and the following dialog box will appear: Select whether you want to merge with the cell to the right, or the cell below, and then click OK. You may of course click on Cancel if you decide that you do not want to merge any cells. Unmerge Cell (14) This button is used to revert parts of a table to their original state after merging. Simply single left-click with your mouse inside a cell that has been merged and then click on the Unmerge Cell button. The cell will be returned to it s original unmerged state. 21

22 Pre-defined Text Styles (15) This drop-down menu allows you to choose a set of pre-defined text styles that fit the style of your site. Simply select the Text Sty le you wish to use and start typing. To change blocks of text to a style other than the one you used, select the text with your mouse and then change the Text Style using the drop -down menu. The number of text styles available to you in your CMS will depend entirely on the specifics of your site design. Styles will be chosen to fit perfectly with the design and colour scheme of your site. 22

23 Text Formatting (16 18) Bold Text (16): This is regular text. This is bold text. To use Bold Text you can either click the Bold Text button and then type your message, or type your text and then select the area you want bold using your mouse, and then click the Bold Text button. Italic Text (17): Instructions for use are the same as above. This is regular text. This is italic text. NOTE: Italic text can often appear untidy and jagged, so use with caution. Underline Text (18): Instructions for use are the same as above. This is regular text. This is underline text. NOTE: Any or all of the above formatting options (Bold/Italic/Underline) can be used together. For example you can have bold underlined, or underlined italic, or bold italic, or even bold underlined italic etc. 23

24 Text Alignment / Justify (19) From left to right the buttons are: Align Left, Centre Align, Align Right, Justify. These buttons work exactly as they do in any word processing program. You select the text you wish to place, and then click on one of the alignment buttons. If you click justify it spreads out the text and ad justs the spacing so there are no gaps to the right or left of the page. This is left align This is centre align This is right align This block of text has not been justified, as you can see there are gaps at the end of the line where the text doesn t line up perfectly with the border. Large words like antidisestablishmentarianism often make a very obvious gap. And after justifying the above text it looks like this: This block of text has been justified, as you can see there are no gaps at the end of the line where the text lines up perfectly with the border. Large words like antidisestablishmentarianism should make no obvious gap. NOTE: Justify can sometimes make text look very uneven, as shown above. 24

25 Numbering (20) This function allows you to make a numbered list. To use simply click on the Numbering button, and then start typing. Each time you want to go to the next number in the list just press Enter on the keyboard and a new line will be started with a new number. Once you have made all your list items, press enter to bring up the next number in the list, type nothing, but click Numbering again and you will have closed off the list. Bulleted List (21) This function allows you to make a numbered list. To use simply click on the Bulleted List button. This works in the same way as the Numbering function shown above. Only difference is you don t get numbers, you get small dots separating the items in the list. Decrease Indent (22) This feature can move a body of text towards the left of the page, assuming it has already been indented. To use, just select with your mouse the area of text you wish to decrease the indent of, and click on the Decrease Indent button. Increase Indent (23) This feature can move a body of text towards the right of the page. Simply select the body of text you wish to indent, and click the Increase Indent button. 25

26 Insert / Edit an Image (24) This function is used to upload and insert images into the CMS Editor. On clicking the Insert / Edit an Image button the following dialog box will appear: New Folder creation Local File Location This button brings up a computer file listing to allow you to choose the file you wish to upload. Folder List Clicking this will upload the file you have selected. In this box you can see a preview of any image selected from the left hand listing. Images List This box shows the location on the internet of the image selected and its dimensions and file size. Rename Image/Folder Delete Image/Folder The File and Folder List on the left hand side shows already uploaded images. You can navigate the folders by single clicking on them, and by clicking on the images you can preview the image. Local File Location is the link to the file on your own computer. For example C: \Windows\Program Files\PhotoPaint\image.jpg After using Browse to select a file to upload, you must then click on the Upload button. After selecting an image that has already been uploaded (uploaded files are shown on the left of the window), you can either click on OK to insert the image with no extra formatting, or click Next to view the advanced options for picture insertion. The following screen will appear after clicking Next : (next page) NOTE: It is very important that before uploading any images you save them in a format that is optimised for the internet. Photo editing packages all vary but the basic idea is the same. You must resize or scale your image to a width that easily fits the page. As a guide you have roughly 800 pixels of width to play with on your page. When resizing your image, make sure you Keep aspect ratio or Constrain Proportions. The format you save your image to is very important as well, for photographs use JPEG (.jpg,.jpeg) at a quality of between 60 and 80, and for images with large blocks of colour use GIF (.gif). 26

27 Insert / Edit an Image (continued) To Edit an image you have placed on your place, simply rightclick it with your mouse and then select 'Image Properties' from the resulting options. You are the presented with the Image Properties dialogue box. Preview of image Text Flow is how you set the way the text and images interact - see below for more in depth explanation Here you can change the dimensions of your image. We strongly recommend that you only change in specific circumstances. Here you can set the amount of space around the image The shows a preview of how your text will interact with the image. You can add a title that show when someone rolls their mouse over the image. This helps with Search Engines and should be utilised. Click to choose a different image Text Flow allows you to choose how the text wraps around the image. You have the following options for text flow: Absolute Middle places one line of text vertically centred to the right of the image and the rest of the text is placed under the image. This text flow method is not recommended. Middle places one line of text vertically centred, about the base of the text, to the right of the image and the rest of the text is placed under the image. This text flow method is not recommended. Bottom, Absolute Bottom, and Baseline all place the first line of text to the right of the image right at the bottom. Left and Right are the recommended text flow settings. These tell the text to wrap completely to the image on either the right or the left hand side, and the results are aesthetically very pleasing. NOTE: Our recommendation for text flow layouts is purely based on design and look. All text flow layouts are fully operational and you are free to use any or all in your document. 27

28 Insert / Edit a Hyperlink (25) You can use this feature to link to an external website (e.g. one other than your own), to launch software with an addressed to a pre-defined address, or to link to a Bookmark that has been defined within the document. See Insert / Edit a Bookmark. First of all, to make the Insert / Edit a Hyperlink button active a selection of text and/or images must be highlighted. There are 3 options under Insert / Edit a Hyperlink. Assume each option s instructions start from selecting an area of text and/or images and clicking the Insert / Edit a Hyperlink button. On clicking the Insert / Edit a Hyperlink button you are presented with the following screen: Option 1: Hyperlink Into Address: you type the full address of the website. (e.g. Into Title: you can make a name for your link. By default this will be the area of text that you selected before clicking the Insert / Edit a Hyperlink button. The Window: drop-down gives you the following options: We suggest that on most occasions you use the Open in a new window option. This means that they will be taken to the site that you have linked to, but your site will stay open as well. 28

29 If you do not wish your site left open then use the Open in parent window option. This will appear to work in the same way as the Open in same window option but opening in parent window is the suggested choice as it is less likely to produce a window within a window. You then just click OK to make your link active or click cancel to exit the Insert / Edit a Hyperlink dialog. If you wanted to make a mail link you would click address to the left of the screen and the new window would look like this: Option 2: Address Into Address: you would place the address of where you want the sent. Using the Subject: box you can define a subject that will automatically be included in the . This can be left blank. Title: is the text that will be shown as a text link in the CMS Editor and on the website. By default this will be the text you initially highlighted to access this screen. Simply click OK to insert the mail link or Cancel to quit the dialog without making any changes to your document. 29

30 You may wish to insert a link to a Bookmark. Bookmarks and their creation are discussed later in this document, but we can use this dialog to make internal links to them. On clicking the Place in this document link on the left of the dialog you would see this dialog: Option 3: Place in this document If you have created any bookmarks using the Insert / Edit a bookmark button then the bookmarks will be shown in the window and you can select them and press OK to confirm your selection. Otherwise, clicking Cancel will exit the dialog without making any changes. 30

31 Link to a Document (26) This feature allows you to upload a document (for example a.pdf file or a.doc) or select from an already uploaded file, and have a link to it in your webpage. You must have some text highlighted to make the Link to a Document button active. The selected text will become the link. On clicking the Link to a Document button the following dialog will appear: The Link to a Document system works very much in the same way as the Insert/Edit an Image button. Uploading and selecting of the chosen file works exactly the same as when selecting an image. The only difference is that there is no option for alignment as the link is being made around a piece of text or an image that has its own alignment settings. See Insert / Edit and Image (24) 31

32 Insert / Edit a Bookmark (27) This button allows you to make points in the page that you can link to using the Insert / Edit a Hyperlink feature. Uses for this could be navigation in a large document. If you have a document with 20 recipes in it, you could make the heading of each document a bookmark, and then using a group of hyperlinks at the top of the page you could link to each recipe. Linking to and using a bookmark has been discussed already in Insert / Edit a Hyperlink (25). Before clicking the button to create a bookmark, make sure you click with your mouse the place on the page where you want the bookmark to appear. The bookmark when outputted on the website will not be visible. On clicking the Insert / Edit a Bookmark button the following dialogue will appear: Simply type in the name for your bookmark and click OK. If you decide that you don t want a bookmark then click Cancel. The name of the bookmark will not affect how the page is displayed. The name is used only with the Insert / Edit a Hyperlink function to make a link to the bookmark. It is good practice to use a name that has some relevance to the place in the document. When a bookmark has been inserted it will show up in your CMS Editor as a small blue flag. It can be repositioned by dragging to a different place, and even deleted by single clicking on it and pressing delete (or backspace if you use an Apple Mac). 32

33 Special Characters (28) This allows you to insert characters such as accented letters and letters and symbols not printed on the keyboard. Make sure you click with your mouse where you want the character to be inserted. Then click on the Special Characters button and the following dialog will appear: To use any character simply single right -click on it and then click OK. If you decide not to insert a character then click Cancel. Once the character is inserted into your CMS Editor you can copy and paste it like any other piece of text. 33

34 Design Layout (30) This is the section that you do all your editing and modifying of the content, it has a simple WYSIWYG interface. (What you see is what you get) View / Edit HTML Code (31) We do not recommend the use of this feature. It allows you to modify the HTML code of the page. The HTML code is the building blocks of a website and by changing this code you can very easily damage the web page. 34

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