Workflow Best Practices and Reference

Transcription

1 Workflow Best Practices and Reference 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: Publish Date: 6/1/2018 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 Workflow Best Practices and Reference provides overview information and step-by-step instructions for setting up the approver workflow. This includes an explanation of the different settings, and includes suggestions and best practices. The guide is intended for workshop attendees and in particular administrators of. 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 115

3 Contents Workflow... 5 Overview...5 Approvers... 6 Enforcing an Approver... 6 Bypassing the Approver...7 Level Workflow... 8 Overview...8 Workflow Screen... 8 File... 9 Status... 9 View New Messages Archive Access and Workflow Overview...12 Access Settings Restriction Messages...14 Recursive Modification...14 Workflow Workflow on your Dashboard Planning Access and Workflow...19 Overview...19 Planning Groups...19 After Setting Access Planning Access to Directories and Files Reassigning Access at the File Level...20 Planning Editable Regions Example Submit for Approval Overview...22 Sending for Approval Workflow 101 Video Approving Overview...25 Reviewing Content Sent for Approval Workflow Screen...25 Notes...27 Workflow 101 Video Revert Overview...29 Reassign Overview Example...33 Site Access Settings...34 Overview...34 Assigning Access at the Site Level Directory Access Settings Overview...37 Assigning Access to a Directory...38 Page Access Settings...41 Overview...41 Example of Access Settings in Page Properties...41 Example of Page Access Settings Modal Assigning Access to a Page Access from Page Actions Toolbar...44 Access Settings Overview...45 Permissions for Access Settings Recursive Modification Setting Access Settings Recursively...46 Extensions Allowed/Disallowed Allowing Files at the Directory Level...49 URL Type Assets & LDP Overview...51 Asset Access...52 Overview...52 Changing Asset Access Settings...53 Directory Variables Overview...54 System Variables Creating New Directory Variables Calling a Directory Variable with XSL Calling a Directory Variable with Template Files...56 Best Practices...57 Editable Regions Overview...58 Page 3 of 115

4 Users Overview...59 Users List View Creating a New User...61 Basic Steps...61 More Details for Creating Users Modifying Existing Users Deleting a User or Users...64 Unlocking a User...64 Creating a Group...64 User Information Overview...67 User Preferences...69 Overview...69 Restrictions...70 Overview...70 LDAP Configuration...73 Overview...73 New User Options...74 Overview...74 Permission Chart Groups...83 Overview...83 Creating a New Group...84 Edit Adding Users to Multiple Groups Copying Groups Groups and Implementation of Sites Templates...91 Overview...91 New Folder vs. New Section Assigning a User Group to a Template...91 Template Options Template Groups...92 Template Files...92 Template Options...93 Overview...93 Template Files Location Template Access Settings...94 Template Options Panel...94 Configuring the Title for a Template Assigning Access to a Template Defining a Thumbnail Image for a Template...96 Template Groups...97 Overview...97 Templates Group List View Creating a New Group...99 Editing Template Groups Viewing Subscribers Deleting Template Groups Assigning a Template Group Toolbars Overview Creating a New Toolbar Paste Options Editing a Toolbar Deleting a Toolbar Assigning a Toolbar Assigning a Toolbar to a User Assigning a Toolbar to a Site or Directory Assigning a Toolbar to a Page Assigning a Toolbar to an Editable Region Pending Approvals Overview Actions Menu Reassign Check In Approve and Publish Decline Page 4 of 115

5 Workflow Overview Workflow is used to control what users can publish with the establishment of an approval process. In the context of, workflow is both a process and an area of the interface as the Workflow view within the Dashboard, shows the content that is pending approval. The configuration of the system determines the roles of various users within workflow. Any level user can be deemed as an approver, or be assigned as a member of the group that can bypass the approvals process. An approver can also be assigned to specific content types within a site, or at the site level. Assigning an approver to a user in essence revokes all publishing rights for that user. Users have different levels of access to functions within the system, both based on user level, and as assigned by administrators. Therefore, they see different options, buttons, menus, and content. For example, a user with an approver assigned is not able to publish and does not see the Publish Now or Schedule buttons, but instead only sees Submit. Users who are able to publish can choose to send content to another user, but are not required to. What a user with no approver might see What a user with an enforced approver sees When implementing a new site or several new sites, it is advisable to plan out the expected functionality in terms of workflow within the system prior to creating groups and assigning permissions. The basic steps include: Define the workflow architecture. Create users in the system. Set approvers for users who need them. Add users to groups to control access. Set site, publish targets, folder, page, asset, and user access settings. Groups can be assigned to settings at multiple levels and enforced according to precedence. 6. Set groups on editable regions in page templates, page properties, and template control files. 7. Train end-users on the workflow process. Workflow Page 5 of 115

6 The system allows for as much or as little flexibility as desired. In some cases, it may be desired to force users to always use the DirectEdit link to access the pages to be edited. The alternative is to assign permissions at various levels of specificity, ranging from the site level to the directories housing the pages to the editable regions. Enforcing access through a DirectEdit link limits the number of groups that may need to be created, but it also limits the users abilities to navigate through the folder structure to get to pages to edit. Approvers There several things to keep in mind when playing the role of an approver. Once a page is sent to an approver, it is automatically checked out to that user. Other users in workflow might be completely dependent upon the approver to review and publish the page. To this end, the approver has the standard reviewing tools available such as compare, backup, and review, as well as the standard functionality found for publishing, unless another layer of review has been put into place. As an approver, it is prudent to review a page and approve it or decline it in a timely fashion, as there may be a delay in the review cycle or with the publication of pertinent information if the page is left sitting in workflow. Publish options for a page in workflow include Schedule, Reassign, Decline, and Expire. Enforcing an Approver Flexibility is introduced into workflow with the ability to enforce an approver or not. If an approver is enforced for a user, then that user must submit any content to that approver specifically, instead of choosing to whom they submit the content. This may also be used when a peer-to-peer review is desired before the page goes to the final approver for review and publication. Then the person to whom the page is sent for review can publish it, rights permitting, or send it back to the original user or the designated approver. Workflow Page 6 of 115

7 There can be multiple levels of review. This situation allows for additional flexibility within the system and is defined by an approver having an approver. This implements a workflow process whereby more than one user can review a page. Most access settings within are configured with the use of groups. The assigning of an approver, while it can be accomplished at several levels within the system, only assigns a singular user. Bypassing the Approver In addition to choosing not to enforce an approver, there are two types of overrides that can circumvent the approval process. One is at the administrator level, as an administrator has the capability to reassign a page that has been sent for approval. The second override is the use of the Bypass Approval access setting. A group can be assigned to the Bypass Approval setting and members of that group have the ability to publish without respecting the restrictions of any assigned approvers. Level 0 Any level user in the system can be assigned as an approver and a frequently used scenario is to create Level 0 for the role of approver. The Level 0 is unique among user levels as it includes very few permissions other than publishing. This level is also known as the reviewer or executive level as the user can review, and choose to decline or publish, but cannot perform any of the editing functions. If changes need to take place, the Level 0 user needs to send the page back to the original user to have the edits completed. Workflow Page 7 of 115

8 Workflow Overview The Workflow screen allows users to track content that has been sent for review through the approval process. The Workflow list view shows content that the current user has submitted to another user or received from another user. Additionally, content that has passed through or completed a workflow process (such as when content was approved and published, the request was declined, or canceled) is also shown in this view. Workflow can be found in the global navigation Bar at Dashboard > Workflow or by clicking the Workflow link near the user's name on the Dashboard page. When an administrator configures access settings for a page, users editing the page may be required to submit their changes to an approver in order for the content to be published. When this is the case, the Publish button on the page will be replaced with the Submit button. Users can include a message to the approver along with the submission. These messages, along with a link to the content, appear in the approver's Workflow list view. Messages not attached to approvals that are sent to the user's account will not be found in the Workflow. They are available in the Inbox. Level 9 and Level 10 administrators may view the Pending Approvals report to view all content in workflow across all users. Workflow Screen The Workflow screen includes the following features and functionality: The number of items in the Workflow. Each item is not an individual message, but rather all the activities associated with a specific file Filter tool to narrow down visible results in the list view Selection checkboxes to select and delete multiple messages at a time, or to view a single workflow item Sortable columns in the list view. Messages can be sorted by From, Approver, File, Status, or Date The linked file name which can be clicked to preview the content Workflow Page 8 of 115

9 Status icons indicated where the page is in the workflow process The date and time that the content was last sent for approval File The approver can click the linked file name to preview the content. Content that is sent to an approver is automatically checked out to that user and the user can perform various actions on the content, including decline and revert. For example, if the content is an image, clicking the link in Workflow will bring up the Image Editor. If the content is a page, the preview of the page is shown. Please note that Level 0 Reviewers cannot edit files. Status A status icon is shown in the Status column for each content item. Content listed in Workflow can be previewed by any user, but only the user to whom the content was sent has the file checked out and can perform other actions upon it. Clicking a status icons shows the Workflow Message. Status Icon Description Pending Approval (by another user) Pending Approval (by the current user) Approved and Published Declined Cancelled from Workflow Workflow Page 9 of 115

10 View Within each item, there may be multiple actions. Every time a file is sent for approval, the sender can also attach a message. There are several ways to view the actions and messages associated with each Workflow item: Hovering over the file row and clicking on the View option Clicking the Status icon Selecting the checkbox next to the item and clicking View From within the View Messages screen, users can: Click the linked file to preview the content sent for approval View the status of the file (i.e. pending approval, declined, etc.) and the time at which the status was last changed View all public messages in the workflow, as well as any private messages sent or received by the user, and the time at which the messages were sent Write a new message Navigate back to Workflow New Messages Users can write a new message in the text field at the top of the messages section. Messages may be either public or private. A public message is visible to all users involved in the workflow, while a private message Workflow Page 10 of 115

11 is visible to only the user who sent it and the user who received it. To set a message as private, select the desired user from the dropdown list. Private messages will be highlighted in yellow. Messages are by default the same privacy setting as the previous one in the workflow; i.e., a message responding to a public message will by default also be public, but can of course be changed. The initial submission for approval and the resolution of the workflow item (e.g. publish, decline) will always be public. Archive Once a workflow item has been resolved, it may be archived in one of the following ways: Hovering over the file row and clicking Archive Clicking Archive in the Workflow Message view Selecting the checkbox next to the item or multiple items and clicking Archive Items are archived on a per-user basis. For example, if Anna and Bob are both part of a workflow message, and Anna archives it once the page has been published, Bob will still be able to see the item in his own workflow. Once every user associated with a workflow item has archived said item, it will be deleted from the database after a period of several years. Once archived, items cannot be restored. Note: Items that are pending approval by another user cannot be archived. Workflow Page 11 of 115

12 Access and Workflow 101 Overview manages users and their ability to make changes via access settings and workflow. Access settings control what files users can view and edit; workflow is the process by which users submit files to other users for review and publication. While simple on a base level, these two concepts can interact in increasingly complex ways. This page will talk about the basics of access and workflow; other pages in this category go far more in depth about the various aspects of these functions. Access Settings Access settings define who can make changes to a file, directory, site, asset, or other item in. They are configured per item (not per user) - i.e., to control who can edit a certain page, you would change that page's settings. For more information on access settings: Binary File Access Settings Page Access Settings Directory Access Settings Site Access Settings Assigning access settings happens via groups. That is, you specify one, and only one, group that can access that file, directory, etc. Groups are comprised of users; therefore, if you have a certain user you wish to access a page, you must make sure they are part of the group that has access. Access and Workflow 101 Page 12 of 115

13 For more information, visit the Groups page. Access settings can be defined for sites, directories, pages and files, and editable regions, among other things. Note that access settings can override each other. For example, directory access settings will take priority over site access settings, and page access settings will take priority over those for directories. Only members of Group B can access the Biology directory Remember, however, that if a user is navigating through the file structure, they must be able to enter the parent directory to open any directories or files inside. Therefore, to access the Biology directory in the example above, a user must also be able to access the Science directory. Because of this, a top-down approach is recommended for creating groups and access settings - start with the largest, most general groups, and become more specific as you work your way down the file structure. Access and Workflow 101 Page 13 of 115

14 For more information, visit the Planning Access Settings page. Restriction Messages When a user attempts to log into a page they don't have access to via DirectEdit, they will be logged into OU Campus but will unable to access the page, and will see the following message instead: When navigating the file structure, directories and files that the user does not have access to will be unclickable, and menu options will not appear on hover. No access to "admissions" and "blank.pcf" Recursive Modification Access settings can be applied to folders recursively or non-recursively. When a setting is recursive, it is applied not only to the folder itself, but to all existing files inside, as well as any created in the future. When it is non-recursive, the setting is applied to the folder and any new files created going forward. Unless specified otherwise, files and directories inherit the access settings of their parent directory when they are created. For more information, visit the Recursive Modification page. Workflow Workflow is the process of users submitting files to others for approval and publication. The video below provides an introduction to the process: Settings that affect workflow exist in several locations. Whether a user has an approver assigned to them (to whom they must submit files instead of publishing them directly) is controlled from their user settings. Access and Workflow 101 Page 14 of 115

15 Users of any level, except level 10, can be assigned an approver. When an approver is assigned, the user cannot publish pages on their own; they must instead assign them to another user for approval. Enforcing the approver for that user prevents them from sending pages to any other user. For more information, visit the Restrictions page. However, approvers can be assigned for sites, pages and directories as well. This approver can also be enforced. Bypass Approval groups can also be assigned to sites, directories and pages. When a Bypass Approval group is assigned, members of that group can publish pages immediately, without needing approval. This also overrides settings at the user level. Because of these settings, one user can go through several workflow processes. Access and Workflow 101 Page 15 of 115

16 In the first path, the user has an approver specified in their user settings. Normally, pages edited by the user must be sent to that approver for publication. In the second path, the user is editing pages in a directory that has its own approver assigned. Therefore, those pages must go to the directory approver for publication. In the third path, the user belongs to the "Bypass Approval Group" of a directory. Thus they can publish pages in that directory without needing approval from any other user. Access and Workflow 101 Page 16 of 115

17 Workflow on your Dashboard The Workflow screen, located under your Dashboard menu, is where you can view any workflow processes you are involved in. Each item in the workflow refers to a specific file, and can be expanded to view the actions within that workflow. Items show icons displaying their status in the workflow. Status Icon Description Pending Approval (by another user) Pending Approval (by the current user) Approved and Published Declined Cancelled from Workflow You can also view an item, to see all messages in the workflow and send a new message, and archive an item once the workflow is resolved. Access and Workflow 101 Page 17 of 115

18 For more information, visit the Workflow page. Access and Workflow 101 Page 18 of 115

19 Planning Access and Workflow Overview When setting up your website within, it is recommended to have a plan before setting up your access and workflow. Establishing an organized system at the start will identify necessary groups and users as well as ensuring those who need access to specific sections of the site, have it. When it comes to planning access, here are some key points to keep in mind: Access is given to groups, not individuals Only one group can be given access to an item at any given time, but users can be in multiple groups A user cannot access items within a directory if they can't access the directory itself, unless it's via DirectEdit Therefore, the best approach to take towards configuring access settings is a "top-down" one. Start with more generalized permissions, and then get more specific as you get closer to the content. For example, a site might allow access to a group of twenty users, a directory within the site might allow access to a group of ten, a page within the directory a group of five, and so forth. Remember that only Level 10 administrators can create users and groups, and that all Level 9 and Level 10 users ignore group access settings, giving these users access to everything on the site. Planning Groups The simplest and most efficient way to plan your groups is to have them mimic your file structure. Custom Reports can be very useful for this. Run the reports for "Directories" and "Pages," export to CSV, and then conflate the results to get an overview of your site structure. Once you have your pages, you can then plan who needs to go where. From here, you can then make groups that match up with the file structure (an "English" group, a "Science" group, etc.). You can then decide who should be in which group based on which folders they need to access. After defining which users should have access to the pages and directories, sort by the Access column in order to see how many groupings of users there are. This helps determine how many groups are needed and which users need to be in those groups. Following the same steps for publishers helps identify any additional groups that may be needed. After Setting Access Run the reports again after the groups have been created and assigned. Be sure to select the checkboxes for Access, Publishers, and Approvers to make certain the output includes the appropriate data. This allows comparison and confirmation of proper group and individual assignment to the directories and pages so Planning Access and Workflow Page 19 of 115

20 that the appropriate users can navigate to the pages they need to access and edit. This is also helpful in identifying areas to which users should not be allowed access. In addition, either a Groups report or a Users report can be run in order to ensure that users are assigned to the proper groups, after confirming that directory and page assignments are as desired. Planning Access to Directories and Files Two important values for access settings are Everyone and (Administrators Only). The Everyone group is a system group that cannot be edited but includes everyone within the account. The (Administrators Only) group includes only only Level 9 and Level 10 administrators. There is also the (Inherit from Parent) group, which is the default for most of the settings if no other group has been selected. This can be capitalized upon in an organizational sense by assigning access from the top down. Find a directory tree structure and assign it the broadest possible access in a recursive manner, using the checkbox that assigns permission to "This folder and all existing items within." Continue moving deeper through the directory tree, modifying access settings to narrow and refine access using this same manner. Note that several access values can be modified simultaneously (while leaving some values untouched) by using the checkboxes next to each property. Reassigning Access at the File Level As needed, override access at the file level to ensure that only the smallest possible group has access to that file. Planning Editable Regions Finally, editable regions of a page should be tagged with the appropriate group name. There are two best practice strategies to keep in mind at this level of access. 1. Regions of a page that should be editable by everyone who has access to the file should be assigned to the special group "Everyone." Since only those who have access to the file can access the page in the first place, it is redundant to restrict access for those specific regions to the same group. 2. Regions of a page that need to be restricted to specific users should be set to specific functional groups such as "header," "footer," "left_navigation," etc., rather than the specific users themselves, and the appropriate users placed in each group. This provides the most flexibility over time, while at the same time giving users the correct access to the correct pages. In order to tag editable regions and change their access settings, it is necessary to go into the source code of that page and change it from there. For more information, visit the Editable Regions page. Example Consider the following path to a page: /admissions/2009/fall/index.html Following our recommended settings, the /admissions/ directory would be set to the group "admissions," making sure that the change is applied recursively. That assigns all files and folders within the directory to the "admissions" group, including the index.html file. The page now allows access to the following users who comprise the "admissions" group: Anna, Bob, Christine, Diego, Erika, Fred, and Grace. The editable regions then allow access to specific user groups as follows: Planning Access and Workflow Page 20 of 115

21 main body (Anna, Bob, Christine) header (Diego, Erika) footer (Diego, Erika) left_navigation (Anna, Christine, Diego, Erika) news (Anna, Fred, Grace) In this example, the file index.html has five tagged editable regions: main body, header, footer, left_navigation, and news. Each of these regions is tagged in the source code with the group by the same name, with the exception of the main body regions that are tagged with the group "Everyone." With that, and the page tagging as described above, the results are as follows: The main body of the page will be editable by Anna, Bob, and Christine (but no one else). The header will be editable by Diego and Erika (but no one else). The footer will be editable by Diego and Erika (but no one else). The left_navigation of the page will be editable by Anna, Christine, Diego, and Erika (but no one else). The news will be editable by Anna, Fred, and Grace, but no one else. Furthermore, the only region of the page that Fred and Grace can edit is the news. This way, if Bob someday leaves the main body group, and Henry takes his place, no changes will have to be made to the access settings themselves. All that will need to be changed is the members of the group, i.e. taking Bob out and putting Henry in. Planning Access and Workflow Page 21 of 115

22 Submit for Approval Overview Administrators have the ability to enable an approval workflow for users. This requires all content from users to be submitted to an assigned approver before the page is published. The approver will then have the option to Publish or Decline the page. In order to submit for approval, content must be checked out by the user. I f the user is in a workflow and restricted from doing a direct publish, they will see a Submit button in the Page Actions toolbar instead of a Publish button. Users level 4 and greater can still submit content edits for approval, even if an approval workflow has not been created for the user. When a page is submitted for an approval, the page will automatically be checked out to the approver. The Pending Approval status will show in both the user and approver's Workflow. After the Submit for Approval button is clicked, the Submit for Approval modal appears. It includes the following items: To: Users select an approver from the drop-down to send the content for review. If the approver is enforced, then the drop-down is unavailable and the content must be sent to the enforced approver. Subject (required): A brief subject used to help identify the file for review. Message (optional): Users enter a brief description in the text field to help approvers identify the changes that have been made. Send Copy to Sends an to the approver's external address in addition to the internal message received in the approver's Inbox. After this information has been entered, click Submit to submit the content for approval. Submit for Approval Page 22 of 115

23 Sending for Approval Both pages and binary files can utilize the approval workflow. 1. Navigate to the Pages list view by selecting Content > Pages from the global navigation bar. Additionally, expanding the File Navigation sidebar displays a list of the available pages. 2. Select a page from the Pages list view and hover over the row. Choose Submit For Approval from the Publish menu. Alternatively, clicking the linked file name from the list view or the sidebar will display the page and the Page Actions toolbar. From the toolbar, click the arrow on the Publish button to reveal additional publishing options including Submit For Approval. Submit for Approval Page 23 of 115

24 3. Select the user from the drop-down next to the To field. If an approver has been enforced, the To field is auto-populated and there will not be a drop-down available. 4. Fill out the necessary text fields. 5. Optionally, select Send Copy to to allow the request for review to be sent to the user s external address. This allows users to receive a notification that action is to be completed, without having to log into. Clearing this option will only send the message through the system. 6. Click Submit. For more information about approving content, please visit the Approving page. Workflow 101 Video Workflow 101 from Training on Vimeo. Submit for Approval Page 24 of 115

25 Approving Overview When a page or other file is sent to a user for approval, the user is responsible to review its content, make any further changes necessary, and either Publish, Reassign, or Decline the page. Remember that other users may be depending on that page's approval to progress in their work, so approving or declining content is best done promptly. While reviewing content that has been submitted for publish, approvers can use the Versions tab in the Page Actions toolbar to compare the changes or revert back to a previous version of the page, in addition to the standard functionality for publishing. Approvers also have the options to Reassign and Decline the page. The approval process can be overridden with the use of the Bypass Approval group setting. A group can be assigned via the access settings for content and members of that group have the ability to publish without respecting the restrictions of any assigned approvers. Reviewing Content Sent for Approval Once content has been sent to an approver, the content immediately becomes checked out to the approver. Approvers can access content sent for approval in a variety of ways: from the Pages list view, the My Checked-Out Content gadget, the Workflow screen using the Dashboard > Workflow option on the global navigation bar, or by clicking the link in the external that was sent upon submission for approval. For more information on this topic, visit the Workflow page. Workflow Screen Content that is awaiting approval is identified by the "thumbs up" icon in the Status column of the file's corresponding row. This icon is used throughout the interface. Files that are unavailable for approval due to a previous action may still be viewable by clicking the hyperlinked file path on the corresponding row in the list view. To review a page sent for approval: 1. Navigate to the content from the Pages list view, the My Checked-Out Content gadget, an external , or from Dashboard > Workflow as shown below. Approving Page 25 of 115

26 2. Click the linked content to view it in Preview. 3. The page is now available to edit, approve and publish, reassign, decline, or decline and revert. For more information about declining content, visit the Decline page. When publishing a page that has been submitted for approval, users will see a new tab in the Publish modal called Approval. This tab allows approvers to customize the message sent to all other participants in the workflow item (or just the user that submitted the file to the current user) and choose whether the message is sent to the other users' external s. The message will also appear as a public message in the conversation log for the workflow item in the Workflow screen or Gadget. The approver will get a notification in their Inbox, but no external will be sent to them, regardless of whether Send Copy to is checked. Approving Page 26 of 115

27 Notes If the approver has an approver enforced, the Submit button is shown instead of the Publish button. To reassign the page to another approver, select Reassign from the Publish drop-down menu. Depending upon settings and the user, there may or may not be additional functionality available with the Publish button, including Schedule and Expire. Workflow 101 Video Workflow 101 from Training on Vimeo. Approving Page 27 of 115

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29 Revert Overview Revert enables users to restore any previously published version of a page or include file to the staging server. Users can access this function by hovering over the file row in the Pages list view and selecting Review > Versions or by selecting Versions from the Page Actions toolbar of a checked-out page. Reverting a page to a selected version makes that chosen version the one that is available for editing on the staging server. Pages must be published for that version to become available on the production server. To revert a page to a previous version: 1. Navigate to the Versions menu for a page by one of the following: Navigate to the Pages list view and check out the desired file. Hover over the Review menu for the file, and select Versions. Or, navigate to a page, check it out, and select the Versions button from the Page Actions toolbar. 2. From the Versions screen, hover over the menu bar for the desired version and click Revert. If desired, a user may also hover over the file and click View to preview that version of the page in preview or source mode. A user may also preview the page once already in the revert confirmation modal. Revert Page 29 of 115

30 3. The confirmation modal is shown. A user may preview the selected version by clicking the linked revision number in the modal, or a user may revert immediately without preview. 4. Click Revert. The page has now been reverted to the named version on the staging server. The success message shows to which version the page was reverted. 5. Travel back to the Edit or Preview view to edit or publish the page as necessary. Note: The page must be published to the production web server to make the reversion viewable on the live website. Should the user or individual page be involved in a workflow, users can submit the page for approval as normal. Revert Page 30 of 115

31 Reassign Overview Inside a workflow, approvers have the option to reassign submitted content to another user for approval. When content is reassigned, the page, file, or asset submitted for approval will be forwarded to the chosen alternate user. Any user may be reassigned content, but only enforced approvers have the ability to publish, unless other access settings have been enabled for an individual page. To reassign a file: 1. Access the content in question from Dashboard > Workflow, the Workflow gadget, or from the Pages list view. 2. Click the arrow on the Publish drop-down menu and select Reassign. 3. From the Reassign Approval modal, choose the new approver from the drop-down menu. 4. Enter a Subject (required) and optionally, enter a Message. Reassign Page 31 of 115

32 1. The Set as a Private Message option determines whether the workflow message will be visible to all users involved in the workflow or just the user to which the message is sent. Other users (such as the person who originally sent the page to the current user for approval) will not be able to see the message if it is set as private. 2. If the Send Copy to checkbox is selected, an external is sent to address defined in the user#s settings in addition to the message sent to the internal Inbox. The content of the message includes several links and, optionally, a message from the submitting user. 3. Click Send when done to complete reassigning the content. After the page has been reassigned, the approver for the page is changed and this is reflected in the Workflow list view. An internal message is sent to the new approver notifying them that a new page is awaiting approval. The user who originally sent the page also receives a message in the system notifying them that the approver has been changed. The page will then be automatically checked out to the newly-reassigned approver. Reassign Page 32 of 115

33 Example When the option Send Copy to is selected, several links are included in the along with the message sent by the user. The links included are a link to approve or decline the page, a link to a user's Inbox, and a link to view the original page. Reassign Page 33 of 115

34 Site Access Settings Overview The access settings for a site in provide control for much of the functionality found throughout the system, but can still be overridden by access settings that are closer to the content. Examples of the settings include defining which users can access the content, publish the content, and even override the approval process. Understanding the access settings and how settings closer to the content take precedence and inheritance can be very helpful in configuring a site in order to provide the appropriate access to content to specific groups of users. Settings applied here can be applied recursively to existing items throughout the site and those created in the future, or non-recursively, which will apply the changes to the root folder only for items going forward. The access settings for a site are located through Setup > Sites > Edit > Site Access, and are available to Level 10 administrators only. Assigning Access at the Site Level 1. Navigate to the Pages list view for the directory. 2. Hover over the site row, and from the Edit menu, choose Access. 3. For Recursive Modification, leave at the default, which is Apply All Settings to This Folder Only. 4. Change the setting as needed. The following access settings are all available to level 10 admins; level 9 admins can view the settings marked with an *: Access Group*: Sets the group that has the ability to access and edit the content within, as well as creating new pages and sections (depending on template settings), and uploading files (depending on user settings) Approver: Assigns a default user to whom content must be sent prior to publication. Unless Enforce Approver (see below) is also implemented, a user can choose a different user to whom to send content, but they are still unable to publish unless they are in the group selected to Bypass Approval or a Level 10 administrator. Enforce Approver: Makes the drop-down choice of user unavailable when content is being sent to an approver, requiring the user to send the page to the identified approver. Bypass Approval: The group that has the ability to override any approver settings and publish directly without sending to another. A setting of (Level 10 administrators only) means that no Bypass Approval group has been assigned and no one, except a Level 10, is able to bypass the approval process. Site Access Settings Page 34 of 115

35 Template Group*: Assigns a template group for the current folder. A template group can be can be configured to include only specific templates and then assigned to a directory in order to ensure that templates not related to the folder are not used, i.e. preventing users in the athletics directory from using templates meant for admissions. Extensions: Files can either be allowed or disallowed. Setting Extensions Allowed/Disallowed Tutorial. Toolbar*: Defines the toolbar to be used in the WYSIWYG Editor when editing a page. However, if a user has a specific toolbar assigned to them this will override the toolbar setting for that page. Custom toolbars can be created and assigned via the Setup menu. RSS Feed*: Defines the RSS feed for directory. Items created within an associated page will be published to the chosen feed. URL Type: Defines the URL structure by normalizing links inserted on the page to the chosen type, Absolute, Root Relative, or Page Relative. This is used by the Dependency Manager and WYSIWYGEditor for internal links. The default setting is (Inherit from Site Settings), which means that if the URL Type is set for a directory, but not set recursively for subdirectories, the subdirectories will take the value of the setting from the site record. Exclude Search*: Prevents the included content from being indexed for inclusion in results for Quick Search. Exclude from Sitemap: Prevents the file from being included in the XML sitemap generated for a site. This is only available to Level 10 users. 5. Click Save. Site Access Settings Page 35 of 115

36 Site Access Settings Page 36 of 115

37 Directory Access Settings Overview Access settings at the at the directory level override settings for a site. A new directory, page, or file inherits its parent directory's access settings if directory access settings have not been explicitly set. An existing directory's access settings can be overridden with a site level recursive modification. Existing directories can have access settings that override settings from the site level with the use of templates. This is useful when controlling which groups can access pages in the directory, as well as who has permission to publish and approve specific content. Directory Access Settings Page 37 of 115

38 Assigning Access to a Directory Access settings for a directory can be changed both non-recursively or recursively. Non-recursive modification changes only the directory and new content created within, while recursive modification affects all extant pages within the directory. The following instructions are for non-recursive modifications. Directory Access Settings Page 38 of 115

39 1. Navigate to the Pages list view for the directory. 2. Hover over the directory row, and from the Edit menu, choose Access. 3. For Recursive Modification, leave at the default, which is Apply All Settings to This Folder Only. 4. Change the setting as needed. The following access settings are all available to level 10 admins; level 9 admins can view the settings marked with an *: Access Group*: Sets the group that has the ability to access and edit the content within, as well as creating new pages and sections (depending on template settings), and uploading files (depending on user settings) Approver: Assigns a default user to whom content must be sent prior to publication. Unless Enforce Approver (see below) is also implemented, a user can choose a different user to whom to send content, but they are still unable to publish unless they are in the group selected to Bypass Approval or a Level 10 administrator. Enforce Approver: Makes the drop-down choice of user unavailable when content is being sent to an approver, requiring the user to send the page to the identified approver. Bypass Approval: The group that has the ability to override any approver settings and publish directly without sending to another. A setting of (Level 10 administrators only) means that no Bypass Approval group has been assigned and no one, except a Level 10, is able to bypass the approval process. Template Group*: Assigns a template group for the current folder. A template group can be can be configured to include only specific templates and then assigned to a directory in order to ensure that templates not related to the folder are not used, i.e. preventing users in the athletics directory from using templates meant for admissions. Extensions: Files can either be allowed or disallowed. Type in the extensions of file types that you want to define (e.g. "jpg, png, gif"). Toolbar*: Defines the toolbar to be used in the WYSIWYG Editor when editing a page. However, if a user has a specific toolbar assigned to them this will override the toolbar setting for that page. Custom toolbars can be created and assigned via the Setup menu. RSS Feed*: Defines the RSS feed for directory. Items created within an associated page will be published to the chosen feed. URL Type: Defines the URL structure by normalizing links inserted on the page to the chosen type, Absolute, Root Relative, or Page Relative. This is used by the Dependency Manager and WYSIWYG Editor for internal links. The default setting is (Inherit from Site Settings), which means that if the URL Type is set for a directory, but not set recursively for subdirectories, the subdirectories will take the value of the setting from the site record. Exclude Search*: Prevents the included content from being indexed for inclusion in results for Quick Search. Exclude from Sitemap: Prevents the file from being included in the XML sitemap generated for a site. This is available to Level 10 users only. Directory Access Settings Page 39 of 115

40 Directory Variables*: Any number of directory variables can be created and used by templates to supply values for new content creation. While most directory variables are unique to each implementation of, there are a small number of directory variables that are global to all instances of as well. Visit the Directory Variables page for more information. 5. Click Save. Directory Access Settings Page 40 of 115

41 Page Access Settings Overview Page access settings are a subset of those available at the directory level, as there are more options for control at the directory level than at the page level. The access settings for a page can be be navigated to from the Pages list view or from the Page Actions toolbar when viewing a page: From Pages list view: Edit > Access From Page Actions toolbar: Properties > Access Example of Access Settings in Page Properties Page Access Settings Page 41 of 115

42 Example of Page Access Settings Modal Page Access Settings Page 42 of 115

43 Assigning Access to a Page Access settings at the page level override settings for a site, directory, or user. Those set on an editable region take precedence over those set at a page level. A page's access settings can be edited regardless of whether it is checked in or out. 1. Navigate to the file in the Pages list view. 2. Hover over Edit on the file row and choose Access. Alternatively, from the Page Actions toolbar, click Properties and select Access. 3. This displays a modal where the access settings can be modified. Settings include: Access Group: Sets the group that has the ability to access and edit the content within Approver: Assigns a default user to whom content must be sent prior to publication. Unless Enforce Approver (see below) is also implemented, a user can choose a different user to whom to send content, but they are still unable to publish unless they are in the group selected to Bypass Approval or a Level 10 administrator. Enforce Approver: Makes the drop-down choice of user unavailable when content is being sent to an approver, requiring the user to send the page to the identified approver. Bypass Approval: The group that has the ability to override any approver settings and publish directly without sending to another. A setting of (Level 10 administrators only) means that no Bypass Approval group has been assigned and no one, except a Level 10, is able to bypass the approval process. Toolbar: Defines the toolbar to be used in the WYSIWYG Editor when editing a page. However, if a user has a specific toolbar assigned to them this will override the toolbar setting for that page. Custom toolbars can be created and assigned via the Setup menu. RSS Feed: Defines the RSS feed for page. Items created within an associated page will be published to the chosen feed. URL Type: Defines the URL structure by normalizing links inserted on the page to the chosen type, Absolute, Root Relative, or Page Relative. This is used by the Dependency Manager and WYSIWYG Editor for internal links. The default setting is (Inherit from Site Settings), which means that if the URL Type is set for a directory, but not set recursively for subdirectories, the subdirectories will take the value of the setting from the site record. Exclude Search: Prevents the included content from being indexed for inclusion in results for Quick Search. Exclude from Sitemap: Prevents the file from being included in the XML sitemap generated for a site. Available to Level 10 users only. 4. Click Save. Page Access Settings Page 43 of 115

44 Access from Page Actions Toolbar If the user is previewing or editing the page, the access settings can be modified from the page's Properties. 1. On the Page Actions toolbar, click Properties. 2. Choose Access from the menu. 3. The Access Settings panel is shown. Make changes to the settings for the page. 4. Click Save. Note: There is one exception to Page Access Settings. A user that does not have access to a page can still set reminders for it. This allows users to remind another user to update a file that they themselves do not have access to. Page Access Settings Page 44 of 115

45 Access Settings Overview The access settings in provide control for functionality found throughout the system. Examples of access settings include defining which users can edit a specific page, binary file, directory, or asset. Access settings can also be assigned to users; for example, a toolbar or an approver can be assigned to a user. When access settings overlap, the order of precedence determines the access setting that is used; a setting that is closer to the content overrides others. Understanding the access settings and how settings closer to the content take precedence can be very helpful in configuring a site in order to provide the appropriate access to content for specific groups of users. Access settings can be assigned to: Editable regions Pages Binary files Directories Sites Publish targets Users Templates RSS feeds Assets Facebook Pages (as used within ) Twitter Accounts (as used within ) Generally, access settings that can be modified include: Access Group Approver Enforce Approver Bypass Approval Template Group Extensions Toolbar RSS Feed URL Type Exclude from Search Exclude from Sitemap (Level 10 only) Directory Variables Additional settings that involve access to content are: Available To (available in various locations, including the production server for a site, Facebook page, Twitter account, etc.) Local Assets Group (Specifies a group that can access assets only on the site on which the setting is configured) Lock to Site (available for assets) Admin Access Only (Add-Ons) Access Settings Page 45 of 115

46 Permissions for Access Settings Level 8: Can change who has access to the directory, page, binary file, or asset to any group to which he or she belongs. Level 9: Can change who can access the directory, page, binary file, or asset to any currently defined group. Level 10: Can change who can access the directory, page, binary file, or asset, as well as modify the other site access settings and directory variables, including those belonging to the site. "Exclude from Sitemap" is available to Level 10 users only. Recursive Modification Access settings can be changed non-recursively or recursively at the site and directory levels. When modifications are made non-recursively, the change is applied to new items created going forward. When changes are made recursively the settings are changed for all existing items (files within the directory, the directory, the subdirectories, and any relevant items contained within) and anything created going forward. Otherwise, newly created directories and pages inherit settings from the parent by default if no specific assignments have been made. To make non-recursive changes, choose the option "Apply All Settings to The Root Folder Only." The second option is "Apply Selected Settings to All Existing Files and Folders In The Site." Recursive modifications can be applied selectively, and once this option is chosen, the additional checkboxes are shown in order to apply selective recursive modifications. Recursive modifications are made to all items regardless of status, such as being checked-out by another user or being in workflow. Once the permissions have been set, the items retain their status, such as being checked-out or in workflow. Since recursive modifications change the setting for anything existing, it is advised that this option should not be used without careful consideration after the initial site, directory, and page configuration is completed. This action cannot be undone. Newly created directories, pages, and content will also inherit these settings. Changes to directory variables cannot be made recursively, as all items are set to inherit, and when recursion is selected, will not be available. When it is necessary to change some access settings recursively and some access settings nonrecursively, two separate saves are required. In other words, first make the non-recursive changes and press save, and then with another edit select the checkboxes for the recursive modifications, as once the global checkbox is used for initiating recursive selections, then any edits within the modal before pressing save are not committed. Setting Access Settings Recursively 1. Select Access from the Pages list view > Edit menu, or from the Properties menu on the actions toolbar. Access Settings Page 46 of 115

47 2. From the Access Settings modal, select: Apply Selected Settings to All Existing Files and Folders In The Site. 3. Select the checkbox for the setting to change. 4. Select the new group from the drop-down or click the new option for the access setting. 5. Click Save when finished making changes to commit all changes. This assigns the selected access setting to every file and directory within the current directory (or within a site), no matter how many nested directories there are within. Be sure to consider any access settings that may have already been made before making recursive modifications, since this recursive action overwrites all previously assigned access settings to them. Warning: There is no undo for settings changed recursively. Extensions Allowed/Disallowed The access setting for Extensions can be used to allow or disallow a specific set of extensions for a site or directory. This can be used, for example, to prevent users from uploading image files in a directory they Access Settings Page 47 of 115

48 shouldn't. Level 10 administrator authority is required in order to configure the Extensions setting at the site or directory level. The best practice for security concerns is to allow only specified file types, rather than trying to disallow all unwanted files. For example, a whitelist that only allows jpg, png, gif, pdf, doc, and docx files would be preferred over a blacklist that disallows exe, com, bat, sh, mp3, mp4, and mov files. This example specifies disallowing file extensions throughout the site level with the changes applied recursively. 1. In Setup > Sites, hover over Edit and select Site Access. 2. Under Recursive Modification, select the option for Apply Selected Settings to This Folder and All Enclosed Files and Folders. This will change the settings for all directories, subdirectories, and files that exist in the site, so use caution. 3. Select the checkbox next to to Extensions. The ensures that recursive changes are only applied to the selected items, in this case, file extensions. 4. Select the option for Disallow Only These Extensions. 5. Enter the allowed extensions into the field without a period, and separate them with a comma. Spaces are allowed when defining extensions, and it is not case sensitive. For example: bmp, gif, jpg, jpeg, png, tif 6. Save the changes. This prevents users from erroneously uploading binary files into directories that contain PCF files. Binary files, under normal circumstances, should be uploaded into their own folders. In order to re-enable the uploading of binary files into certain directories, the next step is to allow certain file extensions at the directory level. Access Settings Page 48 of 115

49 Allowing Files at the Directory Level After changing the settings at the site level, navigate to each directory that should allow specific extensions, and recursively update the settings for that directory. Note: Not all disallowed extensions need to be allowed. Include only the desired extensions for that directory. For example, an images folder can be set to override the site setting by allowing commonly used image extensions: swf,bmp,gif,jpg,jpeg,png,tif Any files that are now uploaded, including those uploaded via Zip Import, will honor these settings by either allowing or disallowing the file extensions to be uploaded. Note: The Extensions field will also apply to files that are created from a New Page Wizard, such as a PCF or an INC/SSI include file. Make sure these extensions are added to the list of allowed extensions if webpages or new sections are to be created inside that directory. URL Type The URL Type setting behaves like all other access settings and can be set for a page, folder, or recursively for a whole folder structure. However, if a page has a URL Type value of "inherit," the value stored in the site record is used. The value of URL Type is used by two things: Dependency Manager and the WYSIWYG Editor. While the WYSIWYG can use all three possible values, Dependency Manager does not output page relative URLs (it will output root relative URLs if page relative is selected). Second, when creating a new file, the value is copied from the enclosing folder. If the value of the folder is "inherit," the value of the new file will be "inherit." Manually inserted links in this context can be internal (i.e., links that begin with the site's HTTP Root value) and external (i.e., sites that do not). In the case of internal links, the WYSIWYG honors the access setting and converts the link to whatever the administrator has set the URL Type to. In the case of external links, the WYSIWYG Editor does not alter the link. Internal links are converted to the appropriate URL type specified at the page level, or if the URL type is set to inherit from site settings, then that value is used. There are three URL Type settings that can be specified: Absolute: An absolute URL identifies a resource independently of its context. Absolute URLs typically take the form Root-Relative: This specifies a URL relative to the root website, the A root-relative URL takes the form of /directory/page.html, and simply appends itself onto the root domain name. Access Settings Page 49 of 115

50 Page-Relative: A page-relative URL performs the same action as a root-relative URL, but this time in relation to the page that the URL is on. They can be used to move up directories from the page by adding "../" to the front of the URL. Access Settings Page 50 of 115

51 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 51 of 115

52 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 52 of 115

53 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 53 of 115

54 Directory Variables Overview Directory variables allow administrators the flexibility to define different variables, which can be used to adjust functionality on a page, similar to how Page Parameters work, but across an entire directory or section of a site at once. As an example, if different areas of the school (academics, athletics, etc.) have different theme colors, but the rest of the templates are the same, the theme color can be defined as a directory variable and changed as needed for different sections of the site. Directory variables can be adjusted at the site level and directory level through the respective Access Settings dialog boxes. In this dialog, the variables are defined in name-value pairs. The Directory Variables section of the dialog allows users to: View the directory variables that have been applied to the current folder recursively from a parent directory/site Change the existing values of these applied directory variables Add new directory variables to the folder using the Add button Delete an existing directory variable with the X icon Directory variables are always applied recursively, so editing a directory variable for the /academics directory, for example, will affect the value of that variable inside any subdirectories of /academics as well. After declaring the variable and its value there, the value can be applied to a template file, for injection into pages upon their creation, or the value can be applied to XSL in order to affect more files at once. Typically, directory variables are custom-made for each institution and their functionality may differ from implementation to implementation. More can be created at any time. System Variables There are three directory variables included with every installation of by default. They can be used to override the default image and video directories in the system and prevent certain file extensions from being published. These variables communicate directly with ' backend, and therefore only need to be adjusted in Access Settings, and do not require a TMPL/XSL component to be edited. The three system variables will appear with the following names and accept the following values: Name: Default Image Folder (formerly ox_ftp_image_root) Directory Variables Page 54 of 115

55 Value: root-relative or page-relative path to the desired image directory, no trailing slash (e.g. / campus-life/images or./images) Name: Default Media Folder (formerly ox_ftp_media_root ) Value: root-relative or page-relative path to the desired media directory, no trailing slash (e.g. / campus-life/videos or./videos) Name: Publish Value: Add skip: and then make a comma-separated list of the file extensions that shouldn't be published (e.g. skip:xml,xsl,tcf,tmpl) The Default Image/Media Folder directory variables will determine the default folders users will be dropped into when using the Insert/Edit Image and Insert/Edit Video tools in the WYSIWYG Toolbar, as well as the Images Gadget. The Publish directory variable will prevent files ending in the defined extensions from being published as part of a multi-file publish (they can still be published individually). compound extensions, like skip.pcf, can also be used to prevent a specific subset of files with a certain extension from publishing. In this example, files ending in.skip.pcf (e.g. index.skip.pcf) will also not be published, even if the PCF file extension is normally allowed. Creating New Directory Variables Creating a new directory variable is a multi-step process, which is listed in detail below.to learn more, watch our Training Tuesday from August 2015, which also covers this process using a few examples. The first step involves adjusting the Access Settings for the directory or site in question. 1. Once there, click Add. This will give the user the option to either create an entirely new variable or select from a list of variables that have been inherited by this directory (including the three system variables). 2. If Create New Variable has been selected, users will need to add a Name and a Value for the variable. 3. Save the access settings and exit the dialog. Directory Variables Page 55 of 115

56 Depending on how this directory variable will be used, and what kind of file is affected, there are two possible file types that can call the value of the directory variable. Calling a Directory Variable with XSL This method is used when the directory variable will be used in some way by the design of the page, such as adjusting a class applied to a <div> element, injecting information into the header or footer of a page, and many other situations. 1. Travel to the ou-variables.xsl file located in the site. Typically, this file exists in /_resources/ xsl/_shared, but the location may differ for each implementation. 2. In this file, the directory variable needs to be declared using the format <xsl:param name="ou: [variable name]" />, where [variable name] corresponds with the Name field in the Access Settings dialog box from earlier. 3. Finally, travel to the XSL file in which the variable will be used. 4. Bring in the value of the directory variable wherever it needs to go. The variable will be called with $ou:[variable name]. Examples could include <xsl:value-of select="$ou:[variable name]"/> or <img src="{$ou:[variable name]} />. Note the use of {} if the variable needs to be called inside an attribute. 5. Travel back to a page in the desired directory and test the new variable's functionality. From here on out, the value of the variable can be changed at will from Access Settings. Calling a Directory Variable with Template Files Values of directory variables can be added into TCFs and TMPLs in order to have certain parts of a new page differ depending on where in the site the page is being created. Examples include having pages be "stamped" with keywords upon page creation, inserting assets into new pages, or using directory variables to determine page layout. This method was originally used when had not yet adopted the XML/XSL transformation process for webpages on staging, so adding directory variable values to an XSL stylesheet was not an option. With PCFs and XSL stylesheets now the norm, this method can still be used for new pages, and it is still useful when the file being created does not undergo an XSL transformation. It is important to note that once the page has been created, the directory variable value will typically be hard-coded onto the page, and will not dynamically inherit new values for the variable if the value is changed in Access Settings or if the file is moved to a different directory. 1. Travel to the TMPL into which the variable will be added. 2. In the appropriate place in the file, add an echo statement with syntax <!--%echo var="[variable name]" --> to the file. Directory Variables Page 56 of 115

57 3. Save the TMPL. Since directory variables are plain-text values, these directory variables can hold anything that a standard variable defined in a TCF can. Notice also that the echo statements for directory variables are formatted in the same way as an echo statement the calls a variable defined in a TCF. Alternatively, directory variables can be called into a TCF: 1. Travel to the TCF into which the variable will be added. 2. In the appropriate place in the file (most likely inside the <template> node), call the directory variable with {[variable name]}. 3. Save the TCF. Notice that the syntax for calling directory variables in a TCF is the same as the syntax for calling the value of a <variable> node within a TCF. Best Practices Define a variable's default value at the site level first (through Setup > Sites > Site Access), and redefine it to have intended values further down in the directory structure. This eliminates the possibility of having an empty string ('') used during the variable substitution in TCF/TMPL files and ensures no directories are skipped over. Directory Variables Page 57 of 115

58 Editable Regions Overview After page creation, the PCF can be edited with the Source Editor to modify access settings for an editable region of a page. The OmniUpdate div tag includes the access group assignment. Changing the value of the attribute changes access to the editable region. For example, this editable region is accessible by everyone: <ouc:div label="maincontent" group="everyone" button-text="main Content> <ouc:editor csspath="/_resources/ou/editor/maincontent.css" cssmenu="/ _resources/ou/editor/styles.txt" width="1050" /> <h2>page Heading</h2> <p>hello World!</p> </ouc:div> If the value found in group= Everyone was changed, the access to the editable region would change as well. So if, for example, one wanted to restrict access to that region to the "Admissions" group, then it would be changed to group="admissions". Each editable region will have its own group attribute in the source that may be edited independently of the others. To make permanent changes to the template, the value can be modified in the TMPL, and all new pages created with the modified TMPL have the new access setting instead of changing it page-by-page via the PCF. For example, the code in the TMPL is similar to that of the PCF illustrated above: <content> <ouc:div label="maincontent" group="everyone" button-text="main Content"> <ouc:editor csspath="/_resources/ou/editor/maincontent.css" cssmenu="/ _resources/ou/editor/styles.txt" width="1050" /> <h2><!--%echo var="heading" --></h2> </ouc:div> </content> To change the group access, edit the value in exactly the same manner as illustrated previously. Editable Regions Page 58 of 115

59 Users Overview Users and groups are account-wide settings; that is, the same user can access all sites within an account. Users and user groups can be created and modified by a level 10 administrator. Setting up a user gives the individual the ability to access and defines the user s authority level, which provides inherent permission for specific functionality within the CMS. There are 11 user levels within (0 10). The most commonly used user levels are 4 and 6 (general content contributors), and 8 (approvers, developers, etc.). Level 9 and 10 users are considered administrators in, with Level 10 administrators being the only users who can access to the Setup menu. For more information about the inherent permissions available to each user level, see the Permission Chart. In addition to the inherent abilities provided with the authority level, additional permissions can be assigned. These permissions can range from the ability to add words to the site s custom dictionary to the assignment of an approver. All users inherently have an ability to publish content unless otherwise revoked through the assignment of an approver, which is accomplished through the access settings in the interface or at a code level for site developers. Users are added as members to groups, and groups, in turn, are assigned to specific areas or functions in order to limit the functionality to members of the group. Users, as individuals, can only be assigned to the approver settings. Users Page 59 of 115

60 Before group assignment can be designated, users must be added to the system. It is valuable to understand the various fields found in the user configuration prior to doing an initial import of users, since the fields found in the user settings can be included in the user import file in order to make the creation of initial users easier. User settings can be updated at any time. An administrator can create new users and modify existing user settings from Setup > Users. A few settings can be user controlled from current user menu on the global navigation bar. Users List View The Users list view includes the following features and functionality: Shows the number of users in the account Filtering by user, name, and level Creating a new user Sorting the list by username, by name (the combination of first and last name), level, or the date and time of each user's login Selecting multiple users to create a group Selecting multiple users to delete users Modifying a user's settings Deleting a user Users Page 60 of 115

61 Creating a New User Level 10 administrators may create new users of any level and configure the settings available specific to that user level. To create a new user, click the New button in the upper, right-hand corner of the Setup > Users screen. When setting up a new user, the required information is indicated on-screen in bold. For new users, this includes the Username and User Level fields, and if not using LDAP, the Password field. The User Information, Restrictions, Preferences, and LDAP Configuration panels are available during new user creation as well as being available for editing after. The New User Options are only available during the initial creation. Basic Steps 1. Navigate to Setup > Users. 2. Click New. 3. Add User Information and Preference settings as necessary. Users Page 61 of 115

62 4. Under Restrictions, select the User Level and configure the level-specific settings. 5. If it is necessary to send a welcome message and password, select the appropriate checkboxes. You can also create a group with that user or add them to existing groups. Users Page 62 of 115

63 6. Click Create. More Details for Creating Users The following panels are available when creating a new user: User Information Restrictions Preferences LDAP Configuration New User Options Note that both the Restrictions and Preferences panels include settings specific to the selected user level. Users can view selected settings from Settings in the current user menu on the global navigation bar and Users Page 63 of 115

64 change the User Information items (with the exception of the Username), and can enable and disable Page Check, if so configured for user enablement at the account level. Modifying Existing Users Administrators may edit an existing user s settings with the exception of Username. From Setup > Users, user settings can be modified by clicking on a user name, or hovering and clicking Edit, or selecting the checkbox next to the user name and clicking Edit. Remember to click Save when done making changes. Deleting a User or Users Created users can be deleted by hovering over a user and clicking Delete. Multiple users can be deleted from the system with one action by selecting the checkboxes and clicking Delete. Deleting a user removes the user from any access settings in which they were a part and checks in content that they had checked out either in workflow or otherwise. Unlocking a User An Level 10 administrator can reset a user if the user has become locked out of the account by attempting to log in with too many incorrect log in attempts. The number of failed attempts allowed is configured in Setup > Account. 1. Navigate to Setup > Users. The locked out user is shown with a red lock. 2. Hover and click Reset. The user s password remains the same as it was prior to the user being locked out. It is also possible, if CAS, Shibboleth, and LDAP are not being used, to change the user s password by editing the user record. Keep in mind that the new password needs to be communicated to the user. A user can reset his or her own password with the Reset Password feature. For more information, visit the Log In page. Creating a Group In addition to being able to create groups from Setup > Groups, a group can be created from within the Users screen. Users must already be added to the system to be available for selection to be added to a group. 1. Do one of the following: Select the checkbox adjacent to each user to add as a member Click the checkbox in the header row to select all users Users Page 64 of 115

65 2. Click Create Group. This shows the New Group modal. Users Page 65 of 115

66 3. Define the Name for the group. You can also select additional members to add to the group. 4. Click Save. Users Page 66 of 115

67 User Information Overview The User Information Panel is where the personal information for the user is found. Keep in mind that users can modify their own password, first and last name, phone, and . The User Information Panel contains the following fields: User Information Page 67 of 115

68 Username: The username for the user, which will be used to log in to. Must be 4-32 characters, containing only letters, numbers, or underscores. If using LDAP, CAS, or Shibboleth, the username must match the user's current username in that authentication system. Password: The password for the user, which will be used to log in to. It may be up to 32 characters long and is case-sensitive. If using LDAP or to keep the current password (if editing a user that already exists in the system), leave this field blank. This field will be hidden for CAS and Shibboleth users, unless WebDAV is enabled for the user. First Name: First name for the user. Last Name: Last name for the user. Phone: Contact phone number for the user. External address for the user. This allows for internal messages to be sent to the user's external address as well. Assign to Groups: Groups the user is part of, with the ability to add or remove them from groups User Information Page 68 of 115

69 User Preferences Overview The User Preferences panel contains some additional settings for the user. Time Zone: Select the city or region that is closest to the user's location. This will automatically set the time zone for that user, which overrides any time zone settings set at the account or site level. Setting the time zone populates the date and time stamps throughout the system. Locale: Locale configures the formatting for the time and date stamps throughout the system. Choose a locale from the drop-down menu to override the locale settings set at the account or site level. Add to Dictionary: Indicates whether or not this user can add words to the spell check dictionary. Select the checkbox to allow users to add words to the custom dictionaries via the WYSIWYG Editor. By default, user levels 0 8 do not have the checkbox selected. For level 10 administrators, an additional field will appear in the User Preferences panel. Failed Login Notification: Indicates whether or not this administrator will receive notification when users exceed the maximum failed login attempts. User Preferences Page 69 of 115

70 Restrictions Overview The Restrictions panel includes the configuration options for user settings, as the authority level for the user can be configured and options are made available based on the user level assigned. For example, selecting a user level of 6-Editor enables several additional options. On-screen items in bold are required. For the Restrictions panel, this includes the User Level setting. For more information about authority levels and screenshots for the various Restrictions panels, visit the Authority Levels page. Field Description User Level Required. Sets the abilities of the user according to the permission chart. Available levels are Restrictions Page 70 of 115

71 Field Description Approver The user in the system who is the default approver for this user. If the Enforce Approver option is not selected, then the user can still choose another user to whom to submit the content, but will not have publishing rights. This setting can be overridden by an approver setting closer to the content. Those in a Bypass Approval group that is assigned to a content region can override the approval process. Enforce Approver If selected, this prevents this user from being able to change the recipient the content is being sent for approval. When not enabled and an approver is specified, the user will still have the ability to choose to whom to send the content for approval. Disable Full HTML Disallows access to editing with the Source Editor, which would otherwise allow source editing of all content regions for a page. This can usually be accessed with the Edit Full Page button at the bottom of a page in edit mode or, for a checked out page, via the Pages list view > Edit > Source or via the Source button. Only available for level 9. Allow Source If selected, this gives user levels 1 8 the ability to edit with the Source Editor, which allows source editing of all content regions for a page. This can usually be accessed with the Edit Full Page button at the bottom of a page in edit mode or, for a checked out page, via the Pages list view > Edit > Source or via the Source button. Only available for areas to which the user has access. Allow Upload If selected, this gives user levels 1 5 the ability to upload files and images to areas to which they have access. Allow Zip Import If selected, this provides Zip Import access to users level 6 8. Allow Overwrite If selected, this gives user levels 1 8 the ability to overwrite files in areas to which they have access. Allow Delete Grants users level 1 7 the ability to delete/recycle files and pages, and delete assets. Toolbar By selecting a toolbar in the drop-down menu, the administrator assigns a customized version of the toolbar. Toolbar selection can be overridden per site, directory, individual page, or region on a page, or configured to be assigned by a TCF including as Restrictions Page 71 of 115

72 Field Description a selection with parameters. Available for all levels. A custom toolbar must be previously configured to be available. The default setting of (Default - All Buttons) provides this user with the default toolbar. Allow WebDAV Access Once enabled in OU C am pus, a WebDAV client can be used to connect to the staging server. Level 10 administrators can allow access for users with authority levels 9 and 10. WebDAV URL Autopopulated when the Allow WebDAV Access checkbox is selected. Note the WebDAV URL. This is used when configuring settings for the WebDAV client. The WebDAV URL listed in this section is the path to the account, not the site. A specific site or folder can be appended to it and used for the WebDAV client configuration. Restrictions Page 72 of 115

73 LDAP Configuration Overview The LDAP Configuration panel only applies if an LDAP system is in use for the institution. It specifies the user s LDAP information in order for to communicate with the LDAP server. This provides authentication and allows users to use the single sign-on service provided with the LDAP credentials used for the institution. For more information about authentication, visit the Authentication Methods page. Field Description Auth Type Specifies the authentication type for the LDAP system. Simple specifies plain text authentication via port 389. Simple (SSL) uses SSL to authenticate via port 636. Simple (StartTLS) uses TLS (aka SSL 3.0) to authenticate via port 636. Please be aware that when using SSL or StartTLS, the SSL certificate for the LDAP server needs to be submitted to the OmniUpdate Support team for installation prior to using LDAP authentication. Should the certificate or hostname be changed, notify our support team at least 24 hours in advance so the appropriate changes can be made. Note: LDAP users will not be able to log into if the certificate or hostname that is installed does not match the current configuration of the LDAP server. Hostname The name of LDAP server. DN The unique LDAP identifier for this user; the full and complete distinguished name (DN). For example: "cn=myusername,cn=users,dc=example,dc=com". Please make sure the password is longer than four characters. LDAP Configuration Page 73 of 115

74 New User Options Overview The New User Options are only available during the initial creation. When creating a new user the following items are available in addition to the other panels of information: Creating a group of one with just the new user as a member. Assigning the user to existing groups (this ability is available after creation as well) Sending a welcome message. Select this checkbox to enable the other related options. Sending a password with the welcome message is only available when creating a new user and an address is defined for the user. New User Options Page 74 of 115

75 Creating a Group of One Create Group creates a group of one that can be used if only one individual should be provided access to a particular directory, page, or editable region. This is not selected by default when creating a new user. A group of one may be necessary if only one person should be given publishing rights in order to override an approver. If a group of just the one user is not desired (the group name will be the user name), make sure that the checkbox is not selected. It is advised that groups of one should not be created unnecessarily as having too many groups can make assignment of the access settings more difficult. New User Options Page 75 of 115

76 Sending a Welcome Message When creating a new user, it is helpful to send the user a welcome message notifying the user that access to has been granted. This can include a personalized message, but it can only include the password for an user if CAS, Shibboleth, or LDAP are not being used for purposes of authentication. 1. Click Send Welcome Message. 2. Click Send Password in Message if CAS, Shibboleth, or LDAP are not being used. This sends the password to the user. 3. Optionally, in the Additional Message to User field, include a personalized message. 4. The message is sent once Create is clicked. NOTE: Unless an address is defined, a welcome message cannot be sent. If no is defined for the new user, the Send Welcome Message checkbox will be unavailable. New User Options Page 76 of 115

77 Permission Chart Permission Chart Page 77 of 115

78 Permission Chart Page 78 of 115

79 Permission Chart Page 79 of 115

80 Permission Chart Page 80 of 115

81 Permission Chart Page 81 of 115

82 Permission Chart Page 82 of 115

83 Groups Overview Administrators can create groups of users from Setup > Groups. Groups play an important role in the configuration of access settings inside, as only members of an assigned group have the ability to access or use certain portions of the interface or file structure. Administrators use groups to assign access to assets, directories, pages, and editable regions inside of the site, to grant access to alternative production targets, to assign or revoke publishing privileges, and much more. While a single user can belong to as many groups as they want, access settings to a particular location or feature can only be assigned to one group at a time. For more information about the role of groups in access and workflow, please visit the Access Settings page. From Setup > Groups, administrators can create, edit, and delete the groups configured for the account. Groups, like users, are available for all sites within an account. Once a group has been created, members can be added or removed, but the name of a group cannot be edited. Deleting a user from the system automatically deletes that user from any groups they belonged to. By default, every account will have one group entitled "Everyone" that will include all users that exist in this account; this group cannot be modified or deleted. The Groups screen includes the following features and functionality: The number of groups in the account Groups Page 83 of 115

84 Filter tool to narrow results by group name and number of members The ability to create a new group Checkboxes to select multiple groups for deleting groups or adding users Sortable table headers by name or by number of members The ability to edit, copy, and delete existing groups Creating a New Group Navigate to Setup > Groups. Click the New button in the upper right-hand corner of the Groups screen. Define a Name for the group. Keep in mind that this cannot be changed once saved. Select users to add them to the group; the green checkmark indicates they will be added. Users can be filtered by name, and all or none selected as well. Groups Page 84 of 115

85 5. Click Save when done. Groups can also be created from Setup > Users by selecting multiple checkboxes in the Users list view and clicking Create Group in the table header. Groups containing a single user can also be created automatically when that user is created. The Create Group checkbox under New User Options allows for this feature. For more information about Users, visit the Users page. Edit Hover over a group and select Edit, or click on the group name, to bring up the Edit Group Modal. From here you can select which users you want to add to or remove from the group. Groups Page 85 of 115

86 Groups can be deleted by hovering over the group row and selecting Delete under the Options column, or by selecting the checkbox next to a group's name and clicking Delete in the table header. Multiple groups can be deleted at the same time by selecting multiple checkboxes and clicking Delete. Adding Users to Multiple Groups When multiple groups are selected, the "Add Users" option will appear in the top blue bar. Groups Page 86 of 115

87 Click this to bring up the Add Users modal. From here, multiple users can be selected and added to multiple groups. Groups Page 87 of 115

88 Groups Page 88 of 115

89 Copying Groups Groups can be copied to cut down on the time it takes to create a group with similar membership as another group that already exists. To copy a group: 1. Navigate to Setup > Groups. 2. Hover over the group row that will be copied and click Copy. 3. The New Group modal appears with the previous group's users pre-populated. Add and remove group members as necessary. 4. Give the new group a name. 5. Click Save. 6. The new group has been created. Groups and Implementation of Sites It is possible to create empty groups if they are needed during the implementation process. Use Custom Reports to confirm that the users have been added to the appropriate groups as necessary. Functionality settings are not assigned to a group. Only users can be assigned to a group and then a group can be used for assigning access; for example: To the production server, access to sites and publish targets, directories, pages, editable regions, assets, Twitter, Facebook, and templates For group members to be identified as publishers for sites, directories, pages, assets, blogs For editors of blog content Groups can be defined during the implementation process if: Restrictions on editable regions to a particular group are necessary Access settings should be set during new section or new page creation Certain page properties should be granted to particular groups If any of these requirements are needed, they can be built into the templates, and they should be discussed prior to the initial building of the templates, or at the very least, during the reviews of the templates prior to any content being migrated. The groups created as part of this process can be left empty until the users are created and/or imported into the system, but the initial creation of the empty group allows for the group to be included in the page templates. Names can contain: Lowercase letters Uppercase letters Numerals 0 through 9 (inclusive) Underscores _ Hyphens Spaces Periods. Names must: Be a minimum of two characters in length Names must not: Be an empty string Be greater than 32 characters in length Groups Page 89 of 115

90 Be named "Everyone," as that is an existing system group and reserved Groups Page 90 of 115

91 Templates Overview Authority Level: Available to Level 10; Site-Specific Managing templates allows an administrator to control what the end users have access to create, as well as which end user have access to a specific template. This includes the creation of new pages, new sections, and new empty folders. Here are two important concepts to distinguish between when managing templates: Assigning a group of users to a template determines which users (as members of that group) can utilize that template Assigning a template group to a directory determines which templates can be used in that directory New Folder vs. New Section The difference between creating a new folder and creating a new section is that when creating a new section, the template can be configured to create new pages as well. The basic New folder tool generally should not be used to create new directories that will contain web pages, as the support files are not created when selecting the New Folder checkbox. This will lead to error message as the supporting pages needed by the XSLs will not be available. The most common use of the New Folder checkbox is when users need a directory to contain images, PDFs, Word docs, or other non-web page files. For this reason, it is generally recommended to use template groups to allow administrators to repress the ability to have empty folders created in directories, as often times users can become confused between the basic (built-in) New Folder tool and new section templates (which create folders and files). Assigning a User Group to a Template It is the assigning of a group to a template that determines who can use that particular template to create new pages (or sections). The "Everyone" group is a system group that includes all users and cannot be edited at the administrator level. The "None" group indicates that no user group assignment has been made and that only Level 9 and Level 10 administrators have access. Any other group assignment allows for only the members of said group to use that template. This is one way to limit access to template usage for page creation. Specific template groups can also be assigned in the access settings for directories, ensuring that users creating pages within said directory can only use the allowed templates. Some templates have a specific purpose and should only be used in a specific directory. This prevents new sections and pages from being created in areas in which they should not and also helps by disallowing access to users who should not have the ability to use templates to create certain types of content. For example, the Faculty Profile template has a specific design for the content that is presented, which includes the same pieces of information that should be provided for each faculty member. The site developer may choose to make this template the only one available for new page creation within the Faculty directory. This can limit access to who can create new profiles, as well as ensure that when creating a new faculty profile only this one template can be chosen and that all the appropriate information is included. Templates Page 91 of 115

92 Template Options Templates and template groups can be managed from Setup > Templates. This includes configuring the settings for specific templates and for access to configuring templates groups. For more information, visit the Template Options page. Template Groups Template groups can be created and then used to restrict the use of templates to a specific directory or directories by assigning the template group in the access settings. For more information, visit the Template Groups page. Template Files When an account and the sites within it are initially configured, by default in the site settings template files are configured to be stored locally. While template files may also be stored remotely (on the production server), it is not usually configured in a such a manner. For more information, visit the Template Files page. Templates Page 92 of 115

93 Template Options Overview The Template Options screen shows all available templates, including those being inherited from the hidden OMNI-INF folders. The three basic settings available for template management: Defining the title of the template as seen by end users Assigning an access group whose members will be able to use the template Defining the thumbnail URL that provides the image that is seen by end users It can be accessed by Level 10 administrators via Setup > Templates. Templates, in this context, refer to a set of files by which users can create new content. The templating framework used within utilizes XSL and the term "templates" is also used by web developers to informally refer to the <xsl:template> element in XSL stylesheets. These are two separate concepts, and while they can be intertwined within the context of templating, they should not be confused. Template Files Location In order for templates to show up on the Setup > Templates screen, needs to be instructed where to look for the files that comprise a template (TCF, TMPL, and image thumbnail). This is done by configuring the template location inside Site Settings (Setup > Site > Edit > Site). The first step is to define on which server the template files reside (either on the staging server or production server) and then define the directory path in which will look for such files. The directory location Template Options Page 93 of 115

94 is often set to /_resources/ou/templates. Thumbnail images used for templates are commonly included in this directory and, with Binary Management enabled, should be published to the production server. For more information on how to configure where searches for template files, visit the Production Server FTP Settings page of the Site Settings section. Template Access Settings Templates are made available to specific user groups for creating new content. Creating new content from a user perspective most frequently includes creating new pages and sometimes new sections, but templates can be more specifically designed to create a new RSS article, new RSS archive, a new folder, and so on. The ability to limit the use of a template to a specific group helps an administrator manage the creation of new content based on users. When used in conjunction with template groups, it allows different groups of users to see different templates that are assigned to the directories. This provides a very specified control over new pages and sections, as well as other new content creation. Templates can be used without using template groups as well. For instance, only administrators are to be allowed to create new sections, but all other templates should be readily available to all users in all directories, assigning a group with just administrators as members to the new section templates can be sufficient. However, remember that using template groups is the only way to prevent the basic built-in New Folder tool from being made available, and it can also be used to create empty groups if new pages and sections should not be available for creation in a particular directory. Template Options Panel The Template Options panel shows the number of templates available, lists the templates and settings, and the templates can be filtered by the value of the Title field. Three settings for individual templates can be configured here: Title: Defines the friendly name that is shown on the drop-down for the New button and when clicking the New button. The friendly name for a template is also shown when hovering over the list view for template groups and when editing template groups. Group: Allows assignment of a group whose members are able to use the template. Unless otherwise restricted, the template is visible from the Pages list view with the drop-down on the New button and when clicking the New button. Thumbnail URL: Determines the thumbnail image that a user sees for the template. If left blank, the http root, template path, and file name corresponding to template with the.gif appended is automatically populated. For example, if the file name of the TCF is interior.tcf, the file name populated for the image is interior.gif. An image file location can be specified by URL for a location on the production server or other publish target, and other image file formats (e.g., PNG, JPG) are acceptable. Template Options Page 94 of 115

95 Configuring the Title for a Template 1. Navigate to Setup > Templates. Template Options Page 95 of 115

96 2. In the Title field, provide a friendly name for the template. The title for the image is displayed when using the New button. This is also used for screen readers and helps fulfill Section 508 compliance requirements. The default Title text is the name of the TCF. 3. Click Save on the right side of the footer. Assigning Access to a Template Assigning access to a template involves creating a group of users whose member will be allowed to utilize the template. Prior to assigning a group to a template, the group itself should be created in Groups and members assigned to it. 1. Navigate to Setup > Templates. 2. For the template, select the group from the Access drop-down. Selecting "Everyone" makes the template available to all users, who can then create new content using the template. This is the default setting. Selecting a specific group will make the template available only to members of that group. 3. Click Save. The screen appears the same whether or not Save has been clicked, but if Save is not clicked, all changes are lost when navigating away from the page. Defining a Thumbnail Image for a Template 1. Navigate to Setup > Templates. 2. The Thumbnail URL should be configured with the complete URL (including for the location of the image on the production server or publish target and is used to represent the template when a user selects new content. If left blank, the http root, template path, and file name corresponding to template with.gif appended is automatically populated. For example, if the file name of the TCF is interior.tcf, the file name populated for the image is interior.gif. An image file location can be specified by URL for a location on the production server or other publish target, and other image file formats (e.g., PNG, JPG) are acceptable. A standard size for the thumbnail is 150px by 150px. 1. Click Save. Template Options Page 96 of 115

97 Template Groups Overview A template group is used to organize templates into a group that can be applied as an access setting to any directory within the site, at the site level, or by a TCF itself. By using template groups, a Level 10 administrator can define which templates will be made available in a certain directory to ensure that only the templates that are relevant and appropriate for that directory are selected upon new page or section creation. This helps to keep the website organized and consistent. Different templates can be defined on a per-user group basis, as well as on a directory basis. Template groups are created in Setup > Template Groups. Prior to creating the groups, it is advised to map out the appropriate correlation between templates and directories in order to determine how many groups are needed. Note that any directory without a specified template group will take the default. The defaults are: For a directory: (Inherit from Parent) For a site: (Default - All Templates) This means if no access group has been set on any template and no template group has been at the site level or for any directory, users will see all of the available templates. If no access group has been set on any template and a template group has been assigned at the site level, but not for any directories, all directories will inherit from parent, which for the first tier of directories is the site access setting for the template group. Templates can be used without using template groups as well. For instance, if it is necessary to allow only administrators to create new sections, but all other templates should be readily available to all users in all directories, assigning an administrator group to the New Section template from the Templates screen can be sufficient. However, remember that using template groups is the only way to prevent the built-in New Folder tool from being made available, and it can also be used to create empty groups if new pages and sections should not be available for creation in a particular directory. Template Groups Page 97 of 115

98 Templates Group List View The Template Groups List View includes the following features and functionality: Lists the number of template groups Allows the template groups to be filtered by name Provides the New button to create new template groups Template groups can be selected individually checkbox for editing or deletion Multi-select can be used to select all template groups for deletion Template groups can be edited by clicking on the linked template group name, or on hover via Edit Shows the thumbnails of the thumbnail images for each template in the template group; on hovering over each thumbnail the title defined for the template is shown Shows the number of subscribers to a template group (i.e., the number of access settings using the template group); click the numeral to view the list of subscribers On hovering over the group, the available Options are shown: Edit and Delete Template Groups Page 98 of 115

99 Names can contain: Lowercase letters Uppercase letters Numerals 0 through 9 (inclusive) Underscores _ Hyphens Spaces Periods. Names must: Be a minimum of two characters in length Names must not: Be an empty string Be greater than 32 characters in length Creating a New Group 1. Go to Setup > Templates. 2. From the Template Management menu, choose Template Groups. 3. Click New. Template Groups Page 99 of 115

100 4. Name the new group. The name of the group should allow for easy identification. The name for the template group will be listed in a directory's access settings drop-down. 5. Select Show New Folder Button checkbox to enable the new folder option when New is selected. This option is included to allow users to create empty folders such as those for images, snippets, and documents. This option is not selected when it is preferred that a specific New Section template be used to create a new section, as this usually includes automatic file creation as well. When using a section template that requires the automated creation of includes and other files, it may be advised to Template Groups Page 100 of 115

101 clear the Show New FolderButton checkbox. This ensures that only the appropriate New Section template is used. 6. Select each template to be included in the template group by clicking anywhere in the box for the template. As many templates can be included in the group as necessary. Likewise, a template can be removed from a group by clicking the box. 7. Click Save. Notes: It is possible to create a template group with no templates selected. This can be completed with Show New Folder Button checkbox selected or unselected. When an empty template group is assigned to a directory, users will see the New button; however, they will not have a template to select, making new page creation in that directory unavailable. To allow an empty folder to be available for creation, select the Show New Folder Button checkbox. The users can then create an empty folder, which can be used for folders containing such files as images or documents. Editing Template Groups Template groups can be edited at any time by clicking on the hyperlinked name of the group or by hovering and clicking Edit. Remember to commit all changes using the Save button. Templates can be removed or added to a group by clicking on the boxed image of the template. Hover over the template group row to view the name of a template as defined in the Title field for a template. Viewing Subscribers A list of subscribers, if any, to a template group can be viewed by clicking the number shown in the template group row. Any directory that has been assigned that template group is considered a subscriber and included in the count. If the template group has been assigned at the site level, then all directories in the site are included. Template Groups Page 101 of 115

102 Deleting Template Groups A group can be deleted from the Template Groups list view by hovering over the row for the group and selecting Delete. Remember, this will affect any toolbar to which this group was assigned. Assigning a Template Group After creating a template group, it can be applied to a site or directory through access settings. The change can be made recursively to update any directories within it if appropriate. Leaving the Template Group choice set to (Inherit from Parent) will use the Template Group setting from the parent directory. If left at the default for the site, (Default - All Templates), all templates are available; however, restrictions are still possible from the Templates screen by assigning a user group to a template. Level 9 and Level 10 administrators can assign access rights for a directory; Level 10 admins can assign access settings for a site. 1. Navigate to the folder structure for the directory on which to assign a template group, or for the site level, Setup > Sites. Hover over the row and from the Edit menu, select Access. This shows the Access Settings screen. 2. Select either Apply Selected Settings to This Folder and All Enclosed Files and Folders or Apply Selected Settings to All Existing Files and Folders in the Site, depending on whether the change is at an account or site level. The checkbox for Template Group must be selected to apply the changes. 3. From the Template Group drop-down, select the template group. 4. Click Save. Template Groups Page 102 of 115

103 Toolbars Overview Setup Toolbars gives the administrator the ability to create custom WYSIWYG toolbars or edit existing toolbar configurations. Having custom toolbars allows an administrator to make specific functionality available on a certain toolbar and in turn assign the toolbar to a user or region. This helps restrict the type of changes a user can make to content. For example, if users should not be able to change the font family or font sizes of text, a toolbar can be created that does not include the Font Family and Font Size drop-downs. It can then be assigned to a directory, user, page, or even an editable region. Likewise, if an editable region is used in which a user should only be allowed to insert a video, then a toolbar can be created that only includes the Insert/Edit Embedded Media. The toolbar is then assigned to that editable region. One common use of a customized toolbar is to limit the editing options of an include file, such as that which is used for a navigation file. The Toolbars screen can be accessed from the global navigation menu by selecting Setup > Toolbars. Customized toolbars are created and edited from the Toolbars screen. Assigning them can be accomplished via access settings or can be part of a template. Toolbars Page 103 of 115

104 The Toolbars screen includes the following features and functionality: Indicates the number of toolbars Toolbars can be filtered New toolbars can be created Toolbars can be sorted by name Multiple toolbars can be selected and deleted en masse A toolbar can be edited by clicking the linked toolbar name, selecting the adjacent checkbox, or hovering over the toolbar row and clicking Edit A toolbar can be created by copying an existing toolbar A singular toolbar can be deleted by hovering over the row and clicking Delete Creating a New Toolbar The WSIWYG toolbars are organized into three rows, each with unique tool groups. These tool groups are displayed in the toolbar, separated by a vertical line. Certain tools included in the toolbar may appear dimmed or unavailable. These tools require prior on-screen actions to be performed before the tool becomes available. For instance, when creating a hyperlink, a user must first highlight the text from which they wish to link before being able to click the hyperlink tool. For more information, visit the Toolbar Reference page. Any number of new toolbars can be created as necessary, and after creation they are available for assignment to a user or specific region. On the New Toolbar screen, a preview is displayed at the top of the screen. Under the Settings panel, the Buttons section shows all of the available tools that can be added to the toolbar. Each tool can be enabled or disabled by selecting the checkbox under the corresponding tool icon. The Options section is designated for additional functionality, such as how information is pasted into the WYSIWYG Editor. Names can contain: Lowercase letters Uppercase letters Numerals 0 through 9 (inclusive) Underscores _ Hyphens Spaces Periods. Names must: Toolbars Page 104 of 115

105 Be a minimum of two characters in length Names must not: Be an empty string Be greater than 32 characters in length 1. To create a new toolbar, navigate to the Toolbars screen and click the New button. The Preview panel displays the toolbar as it appears using TinyMCE3, which is the style of the standard WYSIWYG Editor. However, when the custom toolbar is used on a page in, it will respect the display options for the user (i.e., if a user uses JustEdit or the standard WYSIWYG Editor). 2. From the Settings panel, enter the name in the Toolbar Name field. 3. Under the Buttons section, select the checkbox for each tool to include on the toolbar. Clear a checkbox to remove it from the toolbar. Note that Select All adds every tool to the toolbar, while Deselect All removes every tool from the toolbar. Toolbars Page 105 of 115

106 4. Select any Options that are necessary. The two additional options that are available are: Font Size Set: Any configured Font Size Sets are available to add to the toolbar. Paste: The paste option determines how a user can paste information into the WYSIWYG Editor. 5. Click Create to finalize the creation. The system displays a message at the bottom of the screen indicating the successful creation of the toolbar. The toolbar is now shown in the Toolbars list view. Toolbars Page 106 of 115

107 Paste Options Paste options control which buttons for pasting content are available on the toolbar for use within the WYSIWYG Editor. The first option creates two paste buttons, Paste and Paste as Plain Text. The first removes the MSO formatting from content pasted from Microsoft Office, and, when pasting from content copied from a web page, the paste retains valid content, code, and styling for HTML. The second button, when activated in the WYSIWYG, removes formatting and pastes plain text only. The second option will show only the Paste as Plain Text Only tool. Editing a Toolbar To modify an existing toolbar: 1. Navigate to Setup > Toolbars. 2. Hover over the page row and select Edit. 3. Make any necessary changes and click Save. The system displays a success message at the bottom of the screen. Deleting a Toolbar Deleting a toolbar removes it from the database and removes the toolbar from any access settings to which it was assigned. For example, deleting a toolbar that had been assigned to a specific page removes it as being the toolbar used for editing that page. Any access setting that has a deleted toolbar automatically uses the default setting, which is to inherit from parent. To delete a toolbar: 1. Navigate to Setup > Toolbars. 2. Hover over a toolbar row and select Delete. 3. A dialog box will appear asking the user to confirm or cancel deletion. Select Delete. The system displays a success message at the bottom of the screen. Assigning a Toolbar Normally, it can be helpful to assign toolbars to users based upon skill level and permissions. However, there are occasions when a toolbar is more appropriate for a page, or in many cases solely for an editable region such as a sidebar or navigation element. When a toolbar is being assigned via the access settings, it is important to understand that the setting closest to the content takes precedence. The order of precedence, from least to greatest, is: User Site Toolbars Page 107 of 115

108 Directory Page Editable Region Assigning a Toolbar to a User After a toolbar has been created, it can be assigned to one or more users. When a toolbar is assigned to a user, and a different toolbar is assigned to a page, the page setting takes precedence over the user setting. A Level 10 administrator can assign a toolbar to an individual user. Assignments to a user are account-wide. To assign a toolbar to a user: 1. Navigate to Setup > Users. 2. From the users list, hover over the user row and select Edit. Additionally, clicking on the username in the row item will allow the administrator to edit the toolbar settings. 3. From the Restrictions panel > Toolbar drop-down, select the toolbar to assign to the user. 4. Select Save. Assigning a Toolbar to a Site or Directory A toolbar assigned from the access settings for a site overrides any toolbars specified at the user level, but is overriden by any toolbar specified for a specific folder, page, or editable region. Content created within a directory with a toolbar defined by the access setting will inherit the directory setting unless overriden by a setting closer to the content. When assigning a toolbar at the site or directory level, the changes can also be made recursively. If not assigned, the default is to inherit the parent setting 1. Navigate to Setup > Sites or to the directory. 2. Hover over the site row and from the Edit menu, select Site Access. For a directory, from the Edit menu, select Access. 3. The change in toolbar assignment may be made recursive by choosing Apply Selected Settings to All Existing Files and Folders in the Site (or Directory). Applying a setting recursively applies the change to all existing files and subdirectories as well as to those that will be created new. Otherwise, changes are only applied to content created going forward. This does not override a toolbar assignment made with an attribute on an editable region. 4. From the Toolbar drop-down, choose the toolbar. 5. Click Save. Assigning a Toolbar to a Page To assign a toolbar to a specific page or directory: Navigate to the Pages list view in Content > Pages. Hover over the page row and from the Edit menu, select Access. From the Page Access Settings dialog, select the toolbar from the Toolbar drop-down. Click Save. Toolbars Page 108 of 115

109 Assigning a Toolbar to an Editable Region The process for assigning a toolbar to editable regions differs slightly. An editable region can be viewed in the code view of a PCF, but because editable regions are defined by an template, the toolbar assignments of this type should be defined in the corresponding TMPL file, so that the changes for a page template can use the assigned setting. A user must be a Level 10 administrator in order to assign editable regions a specific toolbar. 1. Navigate to the local template directory that was defined under Setup > Sites. In this example, / _resources/ou/templates is the template directory. 2. Hover over the template row and select Edit. From the menu, select Source. 3. In the Source Editor, locate the editable region to be assigned a toolbar. An editable region using the comment style of OU tagging is surrounded by <!--com.omniupdate.div> tags as shown in this example: <!-- com.omniupdate.div label="twocolumn_content" group="everyone" button="700" break="break" --><!-- com.omniupdate.editor csspath="/ _resources/ou/editor/onecolumn.css" cssmenu="/_resources/ou/editor/ styles.txt" width="1050" --> <h2 class="h-color-link"><!--%echo var="title" --></h2> <!-- /com.omniupdate.div --> 4. To define a specific toolbar, the attribute and corresponding value -- toolbar="filename" -- is included in the <!--com.omniupdate.editor> tag, where "filename" is the name of the toolbar that the administrator wishes to assign. The resulting code should look like: <!-- com.omniupdate.div label="twocolumn_content" group="everyone" button="700" break="break" --><!-- com.omniupdate.editor toolbar="filename" csspath="/_resources/ou/editor/onecolumn.css" cssmenu="/_resources/ou/ editor/styles.txt" width="1050" --> <h2 class="h-color-link"><!--%echo var="title" --></h2> <!-- /com.omniupdate.div --> 5. Click Save. 6. Test the changes by creating a new page with the edited template. Toolbars Page 109 of 115

110 Pending Approvals Overview Authority Level: All user levels. Level 9 and Level 10 administrators will see all pages pending approval by any user in the report. User levels 0 through 8 will only see pages pending their approval. The Pending Approvals report lists all of content currently in the workflow awaiting approval. This report can be found by navigating to Reports > Pending Approvals. For each report item, the report shows the file type with an icon, file path and name, the name of the user who sent the file for approval, the name of the approver, the date of the start of workflow, and the last date the file was modified. From the Actions menu, Users can reassign, check in content, and approve or decline the approval (if the file has been sent to them for approval). In the Pending Approvals report, users can: See a list of the files pending approval Filter results by Path, who the approver is, or who submitted the file for approval Sort results by column: Type, Path, Approver, From, Workflow Started, and Modified Date Click the linked file name to view in Preview mode Hover and selecting a workflow-related action from the Actions menu Export report results to CSV Pending Approvals Page 110 of 115

111 Actions Menu Every file submitted for review has options that will appear upon hovering over the corresponding row. The options on the Actions menu include: Reassign Check In Approve and Publish (Shown when the file has been sent to the currently logged-in administrator for approval) Decline (Shown when the file has been sent to the currently logged-in administrator for approval) Reassign When a file is reassigned, it is removed from the approver#s workflow and placed in the workflow of another user. For more information on how workflow works in, visit the Workflow page. To reassign a file: 1. Hover over the page row and from the Actions menu, choose Reassign. 2. From the Reassign Approval modal, choose the new approver from the To drop-down menu. It is important to note here that only Level 9 and 10 administrators and users who have access to that page are shown in the drop-down menu. 3. Enter a Subject (required) and optionally, enter a Message. Pending Approvals Page 111 of 115

112 4. If the Send Copy to checkbox is selected, an external is sent to address defined in the user#s settings. The content of the message includes several links and, optionally, a message from the submitting user. The included links are: To the page submitted for review. To the user's Dashboard inbox, where a copy of the message can be viewed. To the original, unedited version of the page. 5. When finished filling out the required text fields, choose Submit. 6. After the page has been reassigned, the approver for the page is changed and this is reflected in the Workflow list view. An internal message is sent to the new approver notifying them that a new page is awaiting approval. The user who originally sent the page also receives a message in the system notifying them that the approver has been changed. Pending Approvals Page 112 of 115

113 Check In Choosing Check In removes the page from the workflow and checks it back in to the system. The changes made to the file are saved, but it is not automatically published. The page must be published for the changes to be updated on the public-facing web site. Approve and Publish If the file selected is waiting for approval from the current user, then the option to Approve and Publish is available. Choosing Approve and Publish displays the Publish modal for the page, which can include other publishing options depending upon the site configuration. For example, the Final Check, Schedule, and Social Media tabs may be available for those specific features and functionality. For more information about the approvals workflow, visit the Workflow page. Decline If the file selected is waiting for approval from the current user, then the option to Decline is available. Pending Approvals Page 113 of 115