Ektron CMS400 Web Training Manual 1

Transcription

1 Ektron CMS400 Web Training Manual 1 Web Services Team webservices@pgcps.org Phone: Max Pugh, Supervisor mpugh@pgcps.org Onika Momplaisir, Web Programmer onika.momplasir@pgcps.org Vacant, Web Specialist Jeff Ware, Multimedia Specialist bjware@pgcps.org v.2.4 July

2 Welcome to EKTRON Content Management System This state-of-the-art web system allows you to create and edit websites through your web browser anywhere you have rights to install plug-ins (or to bypass admin rights in PGCPS see below). Your entire school or office staff may create webpages or upload documents to your site and be monitored through an approval process. Highlights of the Ektron system include: Sharing content Many web writers, few approvers Approval processes guided by Active Directory groups Scheduling and Expiring content Dynamic Menus Integrated 508 compliance Options to edit webpages in HTML, Word or in the Content Editor Document management Historical functions Site Analytics Additional functions not yet implemented in PGCPS: Blogs Calendars Forums Subscription services (subscribe to content) Membership users outside the PGCPS system Geo-Mapping Individual Search engines for websites Wiki tools If you want to find out more about Ektron, check out the website at LET THE JOURNEY BEGIN! v.2.4 July

3 WHAT DO YOU WANT YOUR WEBSITE TO DO? Who is your audience? Students Parents Staff Community Members What does your audience need to know? Upcoming events How-to guides Registration information PTA schedules? How is the best way to give them the information they need? Group information according to audience Group information according to need Avoid grouping information by inside PGCPS hierarchy or jargon unless you are directing your site at PGCPS staff only Provide multiple ways to access information on web pages, menus, etc. Other What is required on our website? See school and office checklists (next pages) Only put the information your school or office controls. If the material belongs to someone else, just link to it, do not copy and paste. If the material is outdated and might confuse people, take it off the website, by deleting or archiving off the website. See images section to see rules about images on your website. Check out the Acceptable Use Policy for more information. v.2.4 July

4 School: School Website Review and Evaluation Checklist Identifying Factors Evident In Progress Site Content Site content is informative Site contanins principal/administration, school hours/bell schedule School location, phone and fax numbers Staff list/assignment and/or addresses are current School Policies: uniform, dismissal, and visitor Lunch, Bus information, delay and early closing procedures Acceptable Use Policy School/student activities, mission or philosophy History and principal's statement are present and current Links to community resources Summary of the school's strengths and instructional program Contact information is complete Design Pages show clear evidence of overall design themes Graphics are of high quality Text is easy to read Limited use of animations Colors are complimentary Navigation Buttons and links work Links to PGCPS home page are present Navigation is clear and consistent Timelines Pages are updated regularly Material is dated correctly No "Under Construction" messages Parents Parental involvement is encouraged Ongoing projects are listed Newsletter is published consistently PTSA /links to parent sites are present School Calendar School activity calendars are up-to-date Ongoing projects are listed v.2.4 July

5 Office: Office Website Review and Evaluation Checklist Date: Identifying Factors Evident Not Evident Site Content Site content is informative Office location, phone and fax numbers Staff list/assignment and/or addresses are current Office activities, mission or philosophy Contact information is complete Copyright laws must be respected Design Site is arranged to best meet audience s needs Graphics are of high quality and appropriate Text is easy to read Limited use of animations no scrolling marquees Colors are complimentary No corporate logos or links to vendors that are not partners with PGCPS Navigation Buttons and links work Navigation is clear and consistent Links to external sites have been double checked (and rechecked consistently) Timelines Pages are updated regularly Material is dated correctly No "Under Construction" messages Office Calendar Calendars are up-to-date Ongoing projects are listed v.2.4 July

6 STEP 1: INSTALL ACTIVEX PLUGINS If you are using a PC with Ektron for the first time and you are INSIDE the PGCPS network, follow these instructions. If you are at home or on a MAC, go to STEP In your web browser go to the following address 2. Click on the link: ewebeditpro + WebImageFX 3. Follow instructions to install the software. 4. Click on the link: Dms400 (Document Management System) 5. Follow instructions to install the software. 6. CLICK IGNORE IF YOU GET AN ERROR. You may have to click ignore many times. STEP 2: LOGGING INTO EKTRON 1. In your web browser go to the following address 2. Click on the login button then a (login) dialogue box will appear. Type your user name and password (same as your ) in and then select Login 3. If your page changes to your school or office website, right click a green box and select Workarea if it does not change to your school or office website, click on the button called Workarea v.2.4 July

7 STEP 3: FINDING YOUR WEBSITE CONTENT All of your website content is stored in a folder on the CONTENT tab. The folder in the CONTENT tab is for you to use to organize your website content. It does not necessarily impact how your website appears on the internet. You may add or edit folders in this area. 1. Click on the tab on the bottom right of the workarea that says CONTENT. 2. Find your folder in the folder listing a. NOTE: Some schools are listed in Regions while others are listed in Schools and Centers b. NOTE: Some offices are listed under divisions while others are just hanging out on the list. 3. Click on your folder s title. 4. In the right window, you will see a list of content in the main folder or your site. 5. If you click on other folders in your main folder, you will see different lists of content appear in the right window. STEP 4 (OPTIONAL): CREATE SUBFOLDERS - ORGANIZING YOUR WEBSITE CONTENT To further organize content on your Web site, create subfolders to store related content. To add a sub folder, follow these steps. 1. Navigate to and click the folder within which you want to create a subfolder. 2. Click New > Folder. 3. The Add a Subfolder screen appears. 4. Complete the fields 5. Click the Save button ( ). To edit a folder s name, 1. Navigate to and click the folder you want to change 2. Select the folder properties icon from the top toolbar. 4. Click the edit icon. 5. Change the name of the folder. 6. Click the Save button ( ). v.2.4 July

8 STEP 5: ADDING A NEW WEBPAGE : NEW HTML CONTENT 1. Click on your folder in the folder listing on the CONTENT TAB 2. Click on New then HTML Content 3. The content editor will appear. You can paste your content from a website or document or type your content in the white area. Always allow Ektron to clean the formatting. IMPORTING HTML FILES INTO THE WORKAREA If you have HTML files from another website on your local computer or drives, you may import the HTML into the content editor. 1. Right click on the editor toolbar. 2. Select Miscellaneous from the menu. 3. Click on the open folder icon that appears. v.2.4 July

9 4. Select the HTML file from your computer or drive. 5. Click open or ok. 6. You will see the page in the content editor. PUBLISHING YOUR PAGES If you are satisfied with your changes, click the: a. CHECKIN icon if you wish to save the page without publishing to the internet b. PUBLISH or SUBMIT FOR APPROVAL icon to publish to the internet c. NOTE: Clicking the SAVE button does not check it in or publish it use this if you want to save while you have the content checked out and are working on it. HOW DO I SEE WHAT I HAVE DONE ON THE WEB? GO TO STEP 7 v.2.4 July

10 STEP 6a: EDITING YOUR WEBPAGES - TEXT Webpages may consist of one or many HTML CONTENT blocks or MANAGED FILEs. There are two ways to edit your site: through the WORKAREA or through your website. EDITING HTML CONTENT USING THE WORKAREA 1. Click on Content and find your folder in the list Quick Tip Single-space by clicking shift + enter Double-space by clicking enter 2. Click on the HTML content block you wish to edit 3. Click on the edit icon 4. The content will open in the ewebeditpro Editor, which is similar to Microsoft Word Continue to CHANGING METADATA EDITING HTML CONTENT BY BROWSING YOUR WEBSITE If you have changed your landing page after login to your school or office site, you can edit your webpages right from the site. 1. After logging in, browse to the page you wish to change. 2. Right click in the green box on the page and select edit. 3. The content will open in the ewebeditpro Editor, which is similar to Microsoft Word 4. Continue to CHANGING METADATA v.2.4 July

11 CHANGING METADATA 5. Click on the METADATA TAB. 6. Enter the Title of your Content after Prince George s County Public Schools SCHEDULING AND EXPIRING CONTENT 7. If you wish to schedule or expire your content, click on the Schedule tab and follow these instructions: Scheduling content lets you control when content becomes visible on the Web site. Similarly, you can remove content on a predetermined date and time. When used together, a start and end date can relieve you of much work by managing how long content is viewable on your Web site. You can also set options for what happens to content after reaching its end date. a. Click the calendar button next to the Start Date Field b. A calendar will pop up. Choose a date and time for the content to become visible on the website. c. Click the calendar button next to End Date and the calendar will pop up. Choose a date and time for the content to expire. d. You can also set your content to archive once it expires. RETURN TO EDIT YOUR CONTENT 8. Click on the CONTENT TAB 9. Using the icons in the editor, make changes to your content. Applying Styles to HTML Content Styles help to create a consistent look throughout your site. By using styles, we can easily change the look of your website by changing your website s style sheet (.css file). New styles are created by Web Services staff. v.2.4 July

12 To apply a style in your HTML content block: While you are editing your HTML content, highlight the words or section where you wish the style to be applied. From the dropdown list entitled (Apply Style) on the WebEditPro toolbar, select a style. When you select the style, you should see a change in the words or section you highlighted (ex. Page Title). v.2.4 July

13 Continue applying styles as needed in your HTML Content. EDITING YOUR PAGES USING MICROSOFT WORD 1. After clicking on the Edit icon. Wait for the ewebeditpro toolbar to load. 2. Click on the W on the far right on the toolbar. 3. Click Yes to continue to Microsoft Word. 4. Microsoft Word will open. Edit your page in Microsoft Word. You may use Word Art, clip art, etc. 5. When finished, click File then Exit (don t click save, unless you want to save a.doc copy on your computer) 6. Click yes to allow Ektron to clean the formatting. 7. You should see your page appear in the Workarea. Make additional edits. 8. Continue to PUBLISHING YOUR PAGES NOTE: Ektron will prompt you to upload images you created/loaded in Microsoft Word. Click ok to upload now. v.2.4 July

14 PUBLISHING YOUR PAGES If you are satisfied with your changes, click the a. CHECKIN icon if you wish to save the page without publishing to the internet b. PUBLISH or SUBMIT FOR APPROVAL icon to publish to the internet c. NOTE: Clicking the SAVE button does not check it in or publish it use this if you want to save while you have the content checked out and are working on it. HOW DO I SEE WHAT I HAVE DONE ON THE WEB? GO TO STEP 7 v.2.4 July

15 STEP 6b: EDITING YOUR WEBPAGES - IMAGES You must have a copy of the image you want to add to your HTML Content saved on your desktop, hard drive, flash disk, cd, etc. You cannot just copy and paste an image into HTML Content. Guidelines for images: You must be the owner of the image or have rights to use it (all clip art in Office suite may be used for free) If the image depicts an identifiable student (close-ups), you must have a publicity release form signed by their parent or guardian. You may then use their image with their name. You may use public shots without permission large groups of children, cafeteria shots, playgrounds, sidewalks, etc. no identifiable children, however. Keep the size of the image file small. Ektron will not reduce file sizes. Reduce the file size in the image software that came with your camera or in Photoshop, Paint, Photodraw, etc. An image should probably be no larger than 500K to avoid painful downloads for dialup users. READY? LET S GO! 1. Make sure you have the image you want to add to your page saved to your computer, flash drive or CD. JPEG is best for photos, GIF for cartoons, logos, etc. 2. Click on Content and find your folder in the list 3. Click on the HTML content block you wish to edit 4. Click on the edit icon 5. The content will open in the ewebeditpro Editor, which is similar to Microsoft Word 6. Place your cursor where you want an image to appear v.2.4 July

16 7. Click on the library icon ( ). 8. The library folder list will appear. Your images should appear to the right of the folder listing. Find your image and double click on it. OR 9. Click the Add Library Item icon: 10. Type the title of the image and browse for the image type a short description.(note: full text descriptions are used to help others identify the image and will become the alt tag (rollover description of the image) Then click the save icon ( ) 11. The Picture Properties box will appear. (If it does not, right click the image and select Picture. ) 12. Click the preview button. 13. Change the size, border and alignment of the image. NOTE: Changing the alignment make the text wrap around the image. 14. If you would like, change the Title at the bottom of the box this is the ALT tag that visitors will see of your image when they roll over it. 15. When satisfied with the image properties, click OK 16. The image should appear in your content area. If you want to make changes to the images properties, right-click and select Picture. 17. If you are satisfied with your changes, click the a. CHECKIN icon if you wish to save the page without publishing to the internet b. PUBLISH or SUBMIT FOR APPROVAL icon to publish to the internet c. NOTE: Clicking the SAVE button does not check it in or publish it use this if you want to save while you have the content checked out and are working on it. HOW DO I SEE WHAT I HAVE DONE ON THE WEB? GO TO STEP 7 v.2.4 July

17 STEP 6c: EDITING YOUR WEBPAGES ADDING HYPERLINKS AND QUICKLINKS Hyperlinks are external links to other webpages outside the www1.pgcps.org domain. Ektron will automatically create hyperlinks if you type in a web address in HTML content (much like Microsoft Word or an program) or you can copy a URL from the web and follow these steps: CREATING AN EXTERNAL HYPERLINK 1. EXAMPLE: Type MSDE in the work area. Then highlight MSDE and select the hyperlink icon ( ) on the toolbar. 2. The hyperlink dialogue box will appear. 3. In the link field after enter and click OK. MSDE should now look like this MSDE QUICKLINKS: CREATING LINKS TO OTHER CONTENT IN YOUR WEBSITE OR WEBSITES WITHIN WWW1.PGCPS.ORG Quicklinks are links to content stored within the Ektron system these include the pages you have created in your school or office folder. They are all stored in the LIBRARY. 1. Click on the edit icon ( ) of the HTML Content you wish to edit. 2. Place your cursor where you want a QUICKLINK. 3. Then click on the library icon ( ). v.2.4 July

18 4. Your library folder list will appear. Click on library folder where the content you wish to link to is stored. 5. Change the selection on the dropdown list to QUICKLINKS. 6. Double-click on the QUICKLINK you wish to put on your page. 7. The QUICKLINK will appear in your HTML content. 8. If you are satisfied with your changes, click the a. CHECKIN icon if you wish to save the page without publishing to the internet b. PUBLISH or SUBMIT FOR APPROVAL icon to publish to the internet c. NOTE: Clicking the SAVE button does not check it in or publish it use this if you want to save while you have the content checked out and are working on it. HOW DO I SEE WHAT I HAVE DONE ON THE WEB? GO TO STEP 7 v.2.4 July

19 STEP 7: HOW TO VIEW YOUR PAGES MENUS If you changed a page that is on your site s menu and now want to see it: 1. Navigate to your Ektron site. a. Open a web browser b. Type in your office or school website address 2. Navigate to the page you changed via the menu. If you created a new HTML CONTENT block and now want to add it to the menu: 1. Find your folder in the folder list of the CONTENT tab and select it. Then go to View at the top of the folder list. Click on Menus from the View tab. (See example below) 2. You will see a list of your menus. Click on the menu that you would like to edit. 3. Roll the mouse over the items on the menu to delete or edit the items. Or click on the add, reorder, edit or delete icons. 4. To add menu items roll over the title of the menu and click on Add (See example below) or click on the add icon. v.2.4 July

20 5. The Add New Item dialogue box will appear. Choose the type of item you would like to add to the menu. (Note: Library assets are images, quicklinks, hyperlinks and files) 6. Select CONTENT BLOCK to add a HTML CONTENT block or MANAGED FILE you created. a. Navigate the folder structure to the HTML block you created and select it. b. Click the save icon to save it to the menu 7. If you want to add an external hyperlink (link to something outside of www1.pgcps.org), select external hyperlink. a. Type in Title for menu item b. Type or paste in the URL. c. Click the save icon to save it to the menu. Now view your changes: 1. Navigate to your Ektron site. a. Open a web browser b. Type in your office or school website address 2. Navigate to the page you changed via the menu. v.2.4 July

21 STEP 8: ADDING PDFs, OFFICE FILES, etc. MANAGED FILES 1. Go to your folder in the folder list and select it. Click on New then click Managed Files (See example below) 2. The edit content screen will open. Click on the browse button and browse for the document that you would like to add. 3. Once you have located the document double click and the path to the file will appear in the File field. 4. Add the title of the file. v.2.4 July

22 5. Select Schedule and Metadata tabs and make changes, if appropriate. 6. If you are satisfied with your changes, click the d. CHECKIN icon if you wish to save the page without publishing to the internet e. PUBLISH or SUBMIT FOR APPROVAL icon to publish to the internet f. NOTE: Clicking the SAVE button does not check it in or publish it use this if you want to save while you have the content checked out and are working on it. HOW DO I SEE WHAT I HAVE DONE ON THE WEB? GO TO STEP 7 v.2.4 July

23 APPENDIX A: Frequently Asked Questions 1. I do not have an EDIT icon on the content I want to edit. Do you have the choice to create New HTML content after clicking on your site s folder? YES - If you can create NEW HTML content, then the item you wish to edit is CHECKED OUT by someone else who has permission to edit content in your site. Before you can edit that content, it must be checked in by that person or by Web Services. NO You do not have permission to edit content for your website. Contact Web Services for further assistance. 2. I keep getting a yellow bar across the top of my browser saying that ActiveX plugins are blocked. You did not add www1.pgcps.org as a trusted site. See STEP 1. Make sure that the box is unchecked for secure servers. 3. I get a big red X and invalid license message when I try to edit content. Pop-ups are blocked. Make sure that Google toolbar, Internet Explorer and Yahoo toolbars are allowing pop-ups for www1.pgcps.org. 4. I deleted an HTML content item accidentally. How do I get it back? SORRY IT S GONE - If you clicked the yes when it asked you if you really, really want to delete the item, it is gone. You will have to recreate the HTML content or file. If you deleted your INTRODUCTION, please notify Web Services, as this content block is the default content block for your website. YOU CAN GET IT BACK - If you deleted the stuff inside the HTML content, you may retrieve a previous version by clicking the History icon next to the Edit icon. This will allow you to restore to a previous instance of the content block. v.2.4 July

24 5. I want to change the look of my site the background, the font selections, menu colors, layout, etc. The overall design of your website is managed by Web Services. If you are managing an office site, the look of your site cannot be changed. All office sites share the same headers, menus, backgrounds and fonts. If you are managing a school site, you may submit the design you want to Web Services. The Web Services team will assist you in implementing whatever design you would like. Please send us a link to the design you would like or a mock-up in Word, PowerPoint or Publisher or HTML, or a description of what you would like. Design is separate from your content so you will have to do little, if any adjustments, to your HTML Content after the new design is applied. v.2.4 July

25 APPENDIX B: THE SMART DESKTOP The Smart Desktop is one of Ektron CMS400.NET s main screens. This will be the first screen you will see upon logging into Ektron. Explaining the Smart Desktop Content Awaiting Approval - content you need to approve before it proceeds to the next approver or is published if you are the final approver. Content currently checked out - all content in a checked-out status. This content cannot be edited by other users until the user who checked it out or the system administrator checks it in. Tasks- A list of tasks assigned to you Form submission tasks Tasks that are assigned to you upon form submission. Content to Expire Report A report of content set to expire v.2.4 July

26 Ektron Tabs Content- Folder Listings and HTML content Library-Images, Hyperlinks, and Quicklinks Modules- Analytics (Hit Counter, Reporting) Settings- Help and User Profiles are stored in this tab v.2.4 July