Web Entry Training. for. Rapid Application Development

Transcription

1 Web Entry Training for Rapid Application Development Presented by

2 Table of Contents WEB ENTRY TRAINING INTRODUCTION...3 What is Web Publisher?...3 Why use Web Publisher?...3 Using this Document...3 SECTION 1 WEB PUBLISHER INTERFACE...5 Logging into Documentum Web Publisher...5 Main Web Publisher Interface Window...6 Navigation in Web Publisher...7 SECTION 2 CONTENT MANAGEMENT...9 Categories/Folders...10 SECTION 3 IMAGES...13 Images Basic Information...13 Upload Images...13 Power Promotion Process...16 SECTION 4 OTHER DOCUMENTS...19 Other Documents Basic Information...19 Uploading Other Documents (PDF, Excel, Word, etc.)...19 Power Promotion Process...22 SECTION 5 CREATING A WEB PAGE...23 New Web Page...23 Web Page Content Entry...27 Copy and Paste...28 Insert Image...29 Insert Image Caption...31 Insert Hyperlink...31 Bookmarks...33 Tables...36 Pullout...40 Sidebar Item...41 Power Promotion Process...42 SECTION 6 CREATING A REUSABLE CONTENT PIECE (Content_Repository)...43 New Content Piece (Reusable)...43 Reusable Content Entry...48 Copy and Paste...49 Reusable Content Common Functionality...49 Reusable content Alternate Location...50 Sharing a reusable content piece (campus wide sharing)...51 Power Promotion Process...52 APPENDIX A CONTENT REPOSITORY ORGANIZATION...53 APPENDIX B HELPFUL HINTS...63 CATEGORY: (ex. DCE) URL / WEB PRESENCE: (ex. dce.umr.edu)

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4 INTRODUCTION OBJECTIVES After completing this course, you should be able to: Create Web pages. Edit existing Web pages. What is Web Publisher? Web Publisher is a Web browser-based application that lets you create, manage, and publish Web pages to live Web servers. Why use Web Publisher? As a content author or a content manager, you can create content for Web pages without worrying about how they will appear when published to the Web. The appearance is taken care of by the Documentum Administrators. Using this Document This documentation is written to provide a guide for content authors from all over campus. It is difficult, if not impossible, to provide a customized documentation solution for every customer. However, most campus Web sites have a number of features in common: a Category in which all Documentum Web Publisher content is stored and a URL (or Web Presence) that indicates where that content can be accessed on the Web. You should have been provided with a Category and a URL by your instructor during the training process. Convenient blanks are located on the Table of Contents page for you to write this information down. Whenever you see <CATEGORY> in the pages that follow, refer to the Table of Contents page for the Category that applies to your department. This also applies whenever you see <URL>. Documentum Web Publisher Web Entry Training 3

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6 SECTION 1 WEB PUBLISHER INTERFACE Logging into Documentum Web Publisher Start Internet Explorer and go to the link below to begin working with Web Publisher: For training, you will want to go to: During training you will be issued a training user account and password. Once you have been trained and are ready to begin editing live Web sites, you will be able to use your UMR userid and password on the first of the links above. Figure 1.1 Web Publisher Login prompt Documentum Web Publisher Web Entry Training 5

7 Main Web Publisher Interface Window Once you have logged in you will be in the main Web Publisher window. (Note: If the colors look different when you login, this is because the images in this document are produced using the "royale" color scheme available in the Preferences menu, described in more detail below). Figure 1.2 Main Web Publisher window Figure 1.2 above shows the Inbox screen, which describes the tasks that have been assigned to you based on workflows that you or other content authors create. For most content authors, the inbox will not be used (empty), unless a workflow has been implemented on his/her site. The basic Web Publisher environment consists of a Windows Explorer-like interface. At the top is a search box that allows you to search for items within the Documentum Repository (i.e. its database). By clicking Advanced next to the search box you can get more specific with your search. At the left is the Web Publisher browser tree, allowing you to navigate between the different areas of Web Publisher, such as the Categories. Because the Inbox is where we are currently at in the navigation (indicated by the gray box highlighting the Inbox in the above browse tree, the large, main window on the right is where you will see any tasks that have been assigned to you, either by another person through a workflow (explained in detail later), or by yourself. If you were in My Files or in Categories, this main window would display the list of files available to you in the category/folder that you are in. Note: You can always determine where you are in the site structure (or site navigation) by checking which category/folder is highlighted in gray in the browse tree. Also at the bottom of the screen are two tabs marked "Classic" and "Streamline", respectively. Selecting one of these tabs changes the view of the Web Publisher environment. The Streamline view is not used. Earlier Web Publisher documentation uses the Streamline view, but with the release of Web Publisher 5.3, it was decided that the Classic view would be more 6 Web Entry Training Documentum Web Publisher

8 intuitive for customers to use, and is the only view that is supported by the UMR Information Technology (IT) and UMR Electronic Marketing and Communications (EMC) teams. The Preferences button is used to change the current view of the Web Publisher interface to different parameters. For instance, you can change the color scheme if the current view is not to your liking. The Logout button is used to logout of the Web Publisher environment. Although it is not strictly necessary to logout using this button (closing the browser works fine), because Web Publisher is a Web-based application, we do HIGHLY recommend ONLY using the buttons within Web Publisher for navigation between areas. Navigation in Web Publisher To remind you again, we HIGHLY recommend using Web Publisher's navigation tools in order to move around the interface rather than your browser's controls. Caution: Avoid using the "Back" button in your browser window as this can cause Web Publisher to lose track of where it is inside the interface. If you use the Internet Explorer browser controls for navigation (back and forward buttons) Web Publisher may become lost or confused. You may lose changes that you have made or otherwise corrupt a content file. If you get stuck, you can always go back to the beginning of the site by clicking on the Categories or Inbox options from the browser tree on the left. If the Categories or Inbox options are not available because you are working on a section of content, then you can always click the Cancel button to back out of the content editing tools and return to the main Web Publisher interface. The Refresh button is also an option to get you back to a familiar starting screen. Note: You may have to click Cancel more than once in order to fully back out of the content file you are working with. Documentum Web Publisher Web Entry Training 7

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10 SECTION 2 CONTENT MANAGEMENT When you login to Web Publisher, you will be presented with the main Web Publisher window (Figure 1.2). Along the left-hand side of the screen is the Web Publisher browse tree: Figure 2.1 Web Publisher Browse Tree The following three options will be addressed for training purposes: Inbox See any outstanding tasks you have (only used if an approval workflow has been assigned to your site) My Files View ALL files that you personally have created Categories View content by category (explained in detail below). The remaining navigation options are beyond the scope of this course. Documentum Web Publisher Web Entry Training 9

11 Categories/Folders Content is split up into several categories. You will only see the categories in which you have access to. You use these categories to create new content and locate existing content. When you select the Categories option from the browse tree on the left-hand side of the screen for the first time, you will see the screen change to the following: Figure 2.2 Functional Taxonomy Category screen Click Functional Taxonomy to go deeper into the Web Publisher file structure. Web Publisher uses a set of file trees similar to that used by Windows to organize content files. "Functional Taxonomy" is near the highest level, while the categories you will be working with are located further down the tree. 10 Web Entry Training Documentum Web Publisher

12 Clicking Functional Taxonomy will take you to a screen similar to the following: Figure 2.3 Second Tier Categories Note: In Web Publisher the blue diamond symbol represents a category and/or a folder. The third level of folders is determined by selecting the category in which your site belongs. <CATEGORY> the category in which the Web pages will be created and stored (e.g. Academics, Enrollment_Management, Self_Study, Information_Technology, etc.). After selecting the category where you will find your Web site content, please select if you want to work in the Content_Repository to make reusable chunks of information, or in the Web_Sites folder to create/modify Web page content. Content_Repository reusable content chunk storage with campus sharing capabilities (covered in Section 6 of this manual). Web_Sites the category in which the Web pages will be created and stored. ** Another folder which may be available at this level depending on which site you are using is Document Repository. To create or modify Web content you will want to choose the Web_Sites folder. Next, you will see the Web presence (URL) that you have permissions to work with. <URL> - select the Web presence that you want to work with Note: Depending on your permission level, you may be able to work with more than one Web presence (URL). Documentum Web Publisher Web Entry Training 11

13 After selecting your Web presence (URL), you will see the following folders. Documents to store documents linked from your Web presence site (PDF, Microsoft Word, Microsoft Excel, etc). Images to store the images specific to your Web presence Pages to store the Web pages for your Web presence. 12 Web Entry Training Documentum Web Publisher

14 SECTION 3 IMAGES Images Basic Information Images are a key component of any Web page. Unlike most of the other content in Web Publisher, you do not actually create images in the Web Publisher environment. Instead, you use another program such as Adobe Photoshop to create images. Then you upload the image to the Web Publisher database of images. When creating images, you should keep in mind the purpose for which the image will be used. If it will most likely be used as sidebar content, it should be kept small no more than 150 pixels in height or width. Main page images can be somewhat larger, but should still be less than 400 pixels in height or width. Web Publisher does not have the ability to resize images dynamically, so whatever size an image is when it is uploaded is exactly how large it will be on the final Web page. Note: It is preferred to use only JPEG (.jpg) or GIF (.gif) images in Documentum. Images of these file types will be guaranteed to work properly within the Documentum Web Publisher environment. Images of other Web-supported document types (such as PNG) will not necessarily work properly. Upload Images To upload an image to the Web Publisher database, 1. Login to Web Publisher using your UMR userid and password. 2. In the Browse Tree on the left navigate to your images folder 3. Click Categories, click Functional Taxonomy, click your <CATEGORY>, click Web_Sites, click one of your available <URL>s, and finally, click Images. (You will need to click on the text of the Images folder for the files to be listed in the right side of the screen the images folder should be highlighted in gray as shown below). Figure 3.1 Navigating to Images folder and what you will see 4. Click New Content from the functions tab in the top right of the screen Documentum Web Publisher Web Entry Training 13

15 5. Select the image.xml template and click OK. You will then be presented with the creation screen below. Figure 3.2 Image template creation screen 6. Select Use an already existing file. 7. Click Browse. 8. Search your hard drive or network drive to find the image you want to include and click Open when you have an image file selected. 9. Note that the text in the Name box has changed to match the name of the file you have selected. You can change the name if you like. For consistency, all names should have lower-case letters and underscore _ characters for spaces. 14 Web Entry Training Documentum Web Publisher

16 10. Verify that the file name has the extension (.jpg or.gif) if the extension isn t included when uploading an image it will be unavailable to be seen when published out to the World Wide Web (WWW). Figure 3.3 Image template creation screen directions 11. Ensure the checkbox marked Edit Now is NOT checked! If you leave this box checked, Web Publisher will attempt to open the image in your default image-editing application so that you can modify it. However, you will not be able to immediately upload the modified image you will have to go through the process of uploading an image again. 12. The Description (Alt Tag) box is required. 13. Click on OK. Your image will now be uploaded to the Web Publisher database. You will need to Power Promote your image to the live Web site by following the instructions below. Documentum Web Publisher Web Entry Training 15

17 Power Promotion Process Some categories allow you to Power Promote content to the live Web site. Items which are Power Promoted are automatically approved for posting to the live Web site. To make a file active and ready to go to the Web page be sure to follow the steps of this process. To power promote content go to MyFiles and select the file or you can browse for files through the Categories options. Check the box next to which content file you want to Power Promote and for that file, click Tools, select Lifecycle, and then click Power Promote. Figure 3.4 Power Promote workflow To verify that the power promotion process has worked successfully, you can refresh the images directory to verify that the file s status has gone to active. Before refreshing the directory the file s status will appear as below in Figure 3.4 Figure 3.5a Power Promote verification 16 Web Entry Training Documentum Web Publisher

18 After the refresh of the images directory, verify that the power promotion was successful by checking that the file s status has gone to Active. See figure 3.5b below. Figure 3.5b Power Promote verification Documentum Web Publisher Web Entry Training 17

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20 SECTION 4 OTHER DOCUMENTS Other Documents Basic Information Often times when creating a Web site, there are files (e.g. PDF or Excel) that you would like to link to so that the end user could download or view the file. This section introduces the idea of bringing such files into the Documentum system so that you can efficiently find and link to them from the created content files and Web pages. Uploading Other Documents (PDF, Excel, Word, etc.) To upload a document into Documentum, please follow the steps below. 1. In the browse tree at left, click Documents in your site structure. Figure 4.1 Navigate to Documents folder 2. Click New Content in the functions tab. Figure 4.2 New Content button Documentum Web Publisher Web Entry Training 19

21 3. Select the template by checking the box next to the template, and click OK. Figure 4.3 Select the Document template After clicking OK, the creation screen will appear to enter information about the document being uploaded. 20 Web Entry Training Documentum Web Publisher

22 4. Fill out all the necessary fields to upload the document. The required fields are shown below with red indicators. Figure 4.4 Fill in the necessary information about the file you want to upload 5. Click OK. The file should now show up in your My Files directory and in the Documents directory. Documentum Web Publisher Web Entry Training 21

23 Power Promotion Process After uploading documents into the system to link to, you will need to make them active for serving out to the Web page. To do so follow the power promotion process that is defined in Figure 3.4, Figure 3.5a, and Figure 3.5b. 22 Web Entry Training Documentum Web Publisher

24 SECTION 5 CREATING A WEB PAGE There are multiple categories/folders in which you can create content. No matter what content file you are working on, you will always have the option to Save or Close the file, for instance. New Web Page To create a new Web page, follow the instructions below. 1. Using the browse tree, navigate to your Pages folder by clicking through the following: Categories, Functional Taxonomy, <CATEGORY>, Web_Sites, <URL>, and finally, Pages. Once you have navigated to the Pages directory, the list of folders/directories in which your Web pages are organized is visible in the right side of Web Publisher. Click on one of the organization folders that you wish to create the new Web page. Figure 5.1 New Content button 2. After navigating to the folder in which you want to create a new Web page, click New Content from the functions tab. Figure 5.2 New Content button Documentum Web Publisher Web Entry Training 23

25 3. Click the checkbox next to the template you want and click OK. Figure 5.3 Select the webpage.xml template 24 Web Entry Training Documentum Web Publisher

26 4. The next screen allows you to enter the filename of your content, as well as specify a descriptive name/title, subject, keywords, additional authors, an effective date, and an expiration date. Generally, you can use whatever you wish for the filename. However, for consistency, please use only lower case letters and use underscores _ to indicate a space; e.g. my_web_page.xml. Note: Name When naming the Web page file that you want to create, be sure to select an intuitive name that is in all lower case. Figure 5.4 New Web Page Properties (sample) Documentum Web Publisher Web Entry Training 25

27 Descriptive Name/Title Enter a descriptive name/title for your file. Using a VERY descriptive name/title will assist with identifying the individual pieces when it comes time to create a Web page from the different pieces of content. This is purely for use within Web Publisher. When you create content pages, it will often be useful to look at some sort of descriptor for the page so that you know what the page is about. This descriptive name/title will be visible under the filename in Web Publisher and will show up in Web Publisher in the Properties Info screen for this content as the Title of the document. Subject Another descriptor that is used only within Web Publisher and only shows up in the Properties Info screen for this particular piece of content. Keywords (REQUIRED) Search engines such as Yahoo! and Google find Web pages by searching for keywords embedded in the page. The keywords entered here will be pulled into the Web pages that use this piece of content. Figure 5.5 Add Keywords to content Authors You can also specify other authors of a content piece. You are always an author of a piece of content you create. Adding authors is nearly identical to adding Keywords. Effective Date Select a date when you want the content to be available on the Web site. This means that the content will be published on that date when all other actions have been performed on the content and it has traveled through the workflow established for the content. This is particularly useful for news releases, which are often timesensitive. Expiration Date You can decide when you want to remove content from a Web page. Again, this applies mostly to time-sensitive information such as news articles. If you choose Never Expire, then the content will be on the page forever (or until you remove it manually at a later date). 26 Web Entry Training Documentum Web Publisher

28 Once you are done filling out the above options, click OK. You may be prompted to trust a signed applet distributed by "Documentum, Inc". This will only occur the first time that you attempt to go to a content template screen and will also only occur if you have Java 2 Runtime Environment version or later installed in your browser. Here is what the security warning looks like: Figure 5.6 Security Warning Click Always. This will ensure that you will not get the security warning again (or at least as few times as possible. Each time you see this when you are in Web Publisher, you should click on Always to prevent this from showing up the next time you are working in Web Publisher. If you access Web Publisher from multiple machines (for example, your home computer and your work computer), you will need to choose Always on each machine that you use to access Web Publisher. Once you have accepted the security certificate for Web Publisher, you will be taken to the actual content creation template. This template is specifically tailored to each category. Some features are common to all categories. Web Page Content Entry The webpage.xml template is fairly self-explanatory. Web page content entry fields: Category Selection Choose the category in which the Web page is intended. (There may be only one category available.) Page Title Enter the text that you want to appear as the header for the Web page. Documentum Web Publisher Web Entry Training 27

29 Figure 5.7 webpage.xml template (Category selector and Web page title/headline) Page Body The body field is where the content is entered. Any content for the Web page that is not considered to be reusable and is not going to be brought in by linking to an existing piece of content should be entered in this box. Figure 5.8 webpage.xml template (Body block with new insert image tool) Copy and Paste Caution: Copy and paste from Microsoft Word is not a strong point of the Web Publisher interface. Other steps may have to be done in order for a proper transfer from a Word document into a content entry field of a template. When you copy the text from a Word Document or other formatted document, please click in the body block and use the keyboard to use Ctrl V in order to paste the text. There should be a pop-up box that looks like the one shown below. ALWAYS choose the Clean HTML option. 28 Web Entry Training Documentum Web Publisher

30 Figure 5.9 Copy/Paste Pop-Up box (ALWAYS USE CLEAN HTML ) Insert Image Insert Image Icon: The insert image tool allows you to browse for an image from your local machine or from the repository. It is preferred that you use images from the repository. If you want to use an image from your local machine, please go through the process of uploading the image (Section 3). Currently the Image Library is not enabled. To find the image, select repository and click Browse. See additional instructions for Image caption below. Figure 5.10 webpage.xml template (Insert Image tool browsing for image) Documentum Web Publisher Web Entry Training 29

31 Figure 5.11 webpage.xml template (Insert Image: browsing for image repository) Once you have selected the image you want to use by double-clicking through the directories and have clicked OK, the image should then appear in the body block of the template. To set the properties of the image, left click on the image to select it, and then right-click on the image and select Image Properties to set the properties as desired. Please be sure to select an alignment and enter a value into the alternative text. If you enter text into the Alternative text field this will overwrite the alt text from when the image was uploaded and saved into the repository. It is preferred that you only use the alignment and alternative text fields in the properties box. 30 Web Entry Training Documentum Web Publisher

32 Figure 5.12 webpage.xml template (Insert Image: setting properties) Insert Image Caption To insert a caption below an image, you will need to hit a soft return. To do a soft return, make sure the cursor is on the right side of the image then hold down the SHIFT key and press ENTER (SHIFT+ENTER). This inserts a break (<br> tag) into the code and lets the system know to use special styling (font size). When you have entered the text for the caption, press ENTER (and only ENTER) in order to start the next paragraph of the content. Insert Hyperlink Hyperlink icon: Hyperlinks are the mechanism by which we connect one Web page to another. Most of the templates allow for creation of hyperlinks in a content file. You can hyperlink to another page within your department's Web site, a page on another UMR Web site, or to off-campus sites that contain relevant information. One of the buttons available when editing text is the hyperlink tool, as shown below in Figure Documentum Web Publisher Web Entry Training 31

33 Figure 5.13 Hyperlink button 1. Type some text into the relevant field. This will be the text for your hyperlink. 2. With your mouse cursor, hold down the left mouse button and highlight the text. 3. While the text is highlighted, click the Hyperlink icon. This will bring up the hyperlink window: Figure 5.14 Hyperlink window 4. Because the Existing File or Web Page option is selected above, type in the URL of the link you want to link to in the Address box and then click OK. Be sure to include the full URL, e.g. instead of the abbreviated URL, e.g. campus.umr.edu. 5. Alternatively, you can choose to search the Repository to find a file that is contained within Web Publisher. This will allow you to choose a link that is contained within the same site. a. Click on Repository. b. Click on Browse. c. Browse through the Repository by double-clicking desired directories until you find the file that you want to link to in your SITE. 32 Web Entry Training Documentum Web Publisher

34 Note: This feature will most likely be used to link to another Web page, or to a file that was uploaded into the Documents directory of the Repository (see step 5 above). Figure 5.15 Browse the Repository Bookmarks (We will use an Admissions example for this explanation) The bookmark tool has been utilized in this template to easily allow for linking within the Web page that you are creating. Examples of how bookmarks have been used in your site are FAQ pages. Another way that bookmarks have been used within the Admissions site is that they have been used to link from a sidebar item to information in the body block of the page. This has been done on the Campus Visit page of your site. In order to attempt this, follow these instructions. 1. To make a bookmark in a Web page, you will have to first select (highlight) the section of text that you want to link to (e.g. in the sidebar item created [see Sidebar instructions further in this section on how to create a sidebar item] select the word Transfer Days). 2. You can then click the Bookmark icon. Documentum Web Publisher Web Entry Training 33

35 Figure 5.16 webpage.xml template (Bookmark Tool) You will then see the bookmark pop-up box. When the pop-up box appears, enter a name for the bookmark. In this case, it has been bookmarked as Transfer Days. Figure 5.17 webpage.xml template (Bookmark Tool Pop-up name the bookmark) 3. You will know you have successfully created a bookmark when the text you selected has a dotted underline. 34 Web Entry Training Documentum Web Publisher

36 Figure 5.18 webpage.xml template (Bookmark Tool Pop-up name the bookmark) 4. To finish setting up the bookmark, select the text in the sidebar item you want to link to the Transfer Days information in the body section. 5. After highlighting the text in the sidebar item you want to have hyperlink to the bookmark (named Transfer Days), you can click the Hyperlink icon. Once the hyperlink pop-up box appears, click Places in Document on the left. There will not be a list in the middle where it says Select a place in this document to choose from since you are not in the body block of the template. Because you are in the Sidebar block of the template you will have to type in the pound sign (#) and the name of the bookmark you chose to link to in the Address bar (in this case the Address bar shows #Transfer Days). Figure 5.19 webpage.xml template (Linking to a Bookmark hyperlink to the bookmark) Documentum Web Publisher Web Entry Training 35

37 Tables Tables in Web Publisher are quite similar to creating a table in Microsoft Word. Table Icon: Once the table has been created, the additional icons available to work with the table are: To create the table, click on the table icon and choose the number of rows and columns needed by using your mouse to highlight the boxes in blue. See Figure 5.20 below. Figure 5.20 Creating table by choosing columns and rows After selecting the number of columns and rows, the table is inserted into the table body and the other table icons become available for use. Figure 5.21 All table icons become active When entering text into the table, it works just as expected. Functionality for the entire table and for each table cell can be accessible by right-clicking on the table or cell. 36 Web Entry Training Documentum Web Publisher

38 Table properties: Right-click somewhere within the table and click Table Properties. Figure 5.22 Right click on table to get to the Table Properties By choosing to view the table properties, you are presented with the properties box. Figure Viewing Table Properties Documentum Web Publisher Web Entry Training 37

39 To feel comfortable with using the table properties, we encourage you to use the following fields on the table properties pop-up box. Specify Width area (in percentage or pixels see note below) Alignment Cell padding space between the cell border and the text within Cell spacing distance between cells in the table Border size Note: It is best to ALWAYS specify width of the table in percentage. Please refrain from using set pixels. Cell properties: Right-click somewhere within the table and then click Cell Properties. Figure 5.24 Right click on table cell to view cell properties By choosing to view the cell properties, you are presented with the properties box. Please see Figure 5.25 below. 38 Web Entry Training Documentum Web Publisher

40 Figure Viewing Cell Properties To feel comfortable with using the cell properties, we encourage you to use the following fields on the cell properties pop-up box. Specify Width area (in percentage or pixels see note below) Alignment Vertical Alignment Rows Spanned Columns Spanned Wrap Text Header Cell Note: It is best to ALWAYS specify width of the cell in percentage. It is okay to use set pixels on an occasional cell, but you must remember to keep the table properties set as a percentage. Documentum Web Publisher Web Entry Training 39

41 Pullout *This is a repeatable block of functionality to allow the content author to use more than one pullout per Web page. Pullout fields: Show Pullout? Check this box if you would like to use a pullout within your content. Pullout Body Type in the text that you want to appear in the pullout here. Pullout Background Choose a color for the background of the pullout. Pullout Width Type in the percentage for the pullout width desired. Pullout Location Type in the paragraph number that you would like the pullout to appear. Pullout Alignment Select the horizontal alignment that you would like for the pullout to be positioned (left or right). Figure 5.26 webpage.xml (Pullout fields) 40 Web Entry Training Documentum Web Publisher

42 Sidebar Item This is a repeatable block of functionality to allow the content author to use more than one sidebar item per Web page. Sidebar fields: Show Sidebar? Check the Show box if you would like to have a sidebar on the page. Checking the box will show this item in the sidebar. If you have created a sidebar item in the template, and want to turn it off for a while (and not lose the information) you can simply uncheck the item while you don t want it to appear on the Web page. If you want the sidebar item to be visible on the Web page again, just check the box to show the item and save the file. You also have the ability to delete sidebar items by clicking the red X in the repeatable block icons on the right. (One sidebar block will always be in the template. If you don t want it to show, uncheck the Show box.) Sidebar Headline Type in a headline for the sidebar item if necessary. Sidebar Body Type in the text for the sidebar content here. Sidebar Border Color Choose a color for the border of the sidebar item. Sidebar Background Color Choose a background color for the sidebar item. Note: Image caption CANNOT be used if you are creating a sidebar item. Figure 5.27 webpage.xml (Sidebar fields) Documentum Web Publisher Web Entry Training 41

43 Power Promotion Process After uploading documents into the system to link to, you will need to make them active for serving out to the Web page. To do so follow the power promotion process that is defined in Figure 3.4, Figure 3.5a, and Figure 3.5b. 42 Web Entry Training Documentum Web Publisher

44 SECTION 6 CREATING A REUSABLE CONTENT PIECE (Content_Repository) Often times a section of information on a Web site is repeated on multiple pages or in multiple places. The aspect of using reusable pieces of content that can be created and maintained in one place and then syndicated to multiples pages/places is the concept behind the Content_Repository. This section of the training manual will explain how to create reusable content in the Content_Repository. New Content Piece (Reusable) Content can be created from almost any screen within the Web Publisher interface. 1. In the browse tree at left, click Content_Repository in your site structure. Figure 6.1 Navigate to the Content_Repository 2. Using Appendix A (Documentum Content Repository Organization by Directory) select which folder you want to create your reusable content piece (aka content chunk ). Documentum Web Publisher Web Entry Training 43

45 3. Once you have clicked into the folder you wish to create the content piece in, click New Content in the functions tab. Figure 6.2 New Content button 4. Next, select the checkbox next to the template you want and click OK. Figure 6.3 Template Selection (sample) 44 Web Entry Training Documentum Web Publisher

46 5. The next screen allows you to type in the filename of your content, as well as specify a descriptive name/title, subject, keywords, additional authors, an effective date, and an expiration date. Generally, you can use whatever you wish for the filename. However, for consistency, please use only lower case letters and use underscores _ to indicate a space; e.g. my_web_page.xml. Figure 6.4 New Content Properties (sample) Name When naming the file that you want to create, be sure to follow the naming convention assigned to your site. Naming Convention: <site abbreviation>_<content description>.xml (example: Admissions Fall Deadlines adm_falldeadlines.xml) Descriptive Name/Title Enter a descriptive name/title for your file. Using a VERY descriptive name/title will assist with identifying the individual pieces when it comes time to create a Web page from the different pieces of content. This is purely for use within Web Publisher. When you create content pages, it will often be useful to look at some Documentum Web Publisher Web Entry Training 45

47 sort of descriptor for the page so that you know what the page is about. This descriptive name/title will be visible under the filename in Web Publisher and will show up in Web Publisher in the Properties Info screen for this content as the Title of the document. Subject Another descriptor that is used only within Web Publisher and only shows up in the Properties Info screen for this particular piece of content. Keywords (REQUIRED) Search engines such as Yahoo! and Google find Web pages by searching for keywords embedded in the page. The keywords entered here will be pulled into the Web pages that use this piece of content. Figure 6.5 Add Keywords to content Authors You can also specify other authors of a content piece. You are always an author of a piece of content you create. Adding authors is nearly identical to adding Keywords. Effective Date Select a date when you want the content to be available on the Web site. This means that the content will be published on that date when all other actions have been performed on the content and it has traveled through the workflow established for the content. This is particularly useful for news releases, which are often timesensitive. Expiration Date You can decide when you want to remove content from a Web page. Again, this applies mostly to time-sensitive information such as news articles. If you choose Never Expire, then the content will be on the page forever (or until you remove it manually at a later date). 46 Web Entry Training Documentum Web Publisher

48 Once you are done filling out the above options, click OK. You may be prompted to trust a signed applet distributed by "Documentum, Inc". This will only occur the first time that you attempt to go to a content template screen and will also only occur if you have Java 2 Runtime Environment version or later installed in your browser. Here is what the security warning looks like: Figure 6.6 Security Warning Click Always. This will ensure that you will not get the security warning again (or at least as few times as possible. Each time you see this when you are in Web Publisher, you should click on Always to prevent this from showing up the next time you are working in Web Publisher. If you access Web Publisher from multiple machines (for example, your home computer and your work computer), you will need to choose Always on each machine that you use to access Web Publisher. Once you have accepted the security certificate for Web Publisher, you will be taken to the actual content creation template. This template is specifically tailored to each category. Some features are common to all categories. Documentum Web Publisher Web Entry Training 47

49 Reusable Content Entry The content.xml template is a fairly simple template that has three fields. Reusable content entry fields: Headline If you would like to put a headline of content above the content text that is being created, put it in this field (e.g. Apply Early! this helps to divide a page into sections). See Figure 6.7 below. Body The body field is where the content is entered. See Figure 6.7 below. Note: Insert Image tool is a new feature in the Body field of the content template. Please see the explanation of its use above in Section 5 Insert Image. Alternate Location This field allows you to save a copy of your re-usable content piece to more than one location in the Content Repository. See Figure 6.12 below. Figure 6.7 content.xml template (Headline and Body fields) 48 Web Entry Training Documentum Web Publisher

50 Copy and Paste Caution: Copy and paste from Microsoft Word is not a strong point of the Web Publisher interface. Other steps may have to be done in order for a proper transfer from a Word document into a content entry field of a template. When you copy the text from a Word Document or other formatted document, please click in the body block and use the keyboard to use Ctrl V in order to paste the text. There should be a pop-up box that looks like the one shown below. ALWAYS choose the Clean HTML option. Figure 6.8 Copy/Paste Pop-Up box (ALWAYS USE CLEAN HTML ) Reusable Content Common Functionality The common functionality used in a reusable content piece is the ability to insert an image and to create a hyperlink. For instructions on how to insert an image and an image caption, please reference Section 5 Insert Image. For instructions on how to create a hyperlink, please reference Section 5 Insert Hyperlink. Documentum Web Publisher Web Entry Training 49

51 Reusable content Alternate Location Alternate Location is the third field on the content.xml template. If you would like to save this piece of content in more than one directory, you can browse for the other directory, and highlight the directory by clicking on it. If you would like to save to more than one other directory, click Make a Copy (circled in red below) and repeat the directory selection process for the other location(s). Figure 6.9 content.xml template (Alternate Location field) 50 Web Entry Training Documentum Web Publisher

52 Sharing a reusable content piece (campus wide sharing) If you want to share a reusable content piece that you have created so that other UMR Documentum Web sites can also use it on a Web page, you will have to choose to share it. Caution: If you share a piece of reusable content, you CANNOT un-share it. In order to un-share the file you will have to submit a Help Ticket and request its share privilege removed. It has to be assessed if removing the sharing would break another Web site s content. 1. To share a content piece, click Properties next to the file that you wish to share. Figure 6.10 content.xml template (File properties icon) 2. At the bottom of the properties page is the Shared check box. If you check to share the file, you cannot uncheck the box. To un-share the file, please submit a Help Ticket Figure 6.11 content.xml template (Sharing) Documentum Web Publisher Web Entry Training 51

53 Power Promotion Process After uploading documents into the system to link to, you will need to make them active for serving out to the Web page. To do so follow the power promotion process that is defined in Figure 3.4, Figure 3.5a, and Figure 3.5b. 52 Web Entry Training Documentum Web Publisher

54 APPENDIX A CONTENT REPOSITORY ORGANIZATION Documentum Content Repository Reusable content Organization by Directory Events Financial Things that are associated with a time and place. Those things that deal with economic transactions. People Process_Procedures This category has to do with any humans. Series of steps for accomplishing a task or goal. Programs Promotion Services, opportunities or projects. Those things that comprise Branding/Marketing/Mission. Requirements Resources Criteria for something to occur. Those things that can be utilized. Units This category is associated with entities in the university. Usually these would be associated with a budget. Documentum Web Publisher Web Entry Training 53

55 Content Repository Organization - Events Events Things that are associated with a time and place. Off Campus On Campus Request folders by event type (or description) under each of the above folders (not site/dept specific). Request the folder by submitting a Help Ticket. 54 Web Entry Training Documentum Web Publisher

56 Content Repository Organization - Financial Financial Those things that deal with economic transactions. Costs Aid Accomodation FAFSA Books/Supplies Grants Fees Loans Meals Tuition Scholarships Work Study If the above folders don t meet your needs, request folders by the type of financial aid. Request the folder by submitting a Help Ticket. Documentum Web Publisher Web Entry Training 55

57 Content Repository Organization - People People This category has to do with any humans. Request site specific folders by submitting a Help Ticket. 56 Web Entry Training Documentum Web Publisher

58 Content Repository Organization Process_Procedures Process_Procedures Series of steps for accomplishing a task or goal. Admission New Student Orientation Graduate International Transfer Undergraduate If the above folders don t meet your needs, request folders by the type of process/procedure. Request the folder by submitting a Help Ticket. Documentum Web Publisher Web Entry Training 57

59 Content Repository Organization - Programs Programs Services, opportunities or projects. Academic Resources Admissions Areas of Study Minority Engineering Program Campus Tours Campus Visit Undergraduate Graduate Course Equivalencies Research Minorities PreCollege Transfer Assistance Program Women If the folders listed here don t meet your needs, request folders by the program name and which folder listed here it should fall under e.g. academic sites should put all academic related programs under Academic Resources. Request the folder by submitting a Help Ticket. Minority Introduction to Engineering New Student Orientation 58 Web Entry Training Documentum Web Publisher

60 Content Repository Organization Promotion Promotion Those things that comprise Branding/Marketing/Mission. This directory will not have subfolders. You must follow the naming convention to distinguish your content piece from other shared pieces. Documentum Web Publisher Web Entry Training 59

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62 Content Repository Organization - Resources Resources Those things that can be utilized. Fiscal Resources Information Resources University Resources Course Catalog Location FAQs Visitor s Center Parking If the above folders don t meet your needs, request folders named by the type of resource. Request the folder by submitting a Help Ticket. Documentum Web Publisher Web Entry Training 61

63 Content Repository Organization - Units Units This category is associated with entities in the university. Usually these would be associated with a budget. Request site specific subfolders by submitting a Help Ticket. 62 Web Entry Training Documentum Web Publisher

64 APPENDIX B HELPFUL HINTS 1. Once you have logged in to the Documentum interface from any place in Web publisher, you can click View, select Page View, and then click Locations. This tells the system you want it to show the location of the files within the directory structure. Figure A.1 2. Make sure that the Filter is set to Show All possible file status. Figure A.2 Documentum Web Publisher Web Entry Training 63

65 NOTES: 64 Web Entry Training Documentum Web Publisher

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