Basic CMS User Guide

"We create exceptional business solutions for cash-pay healthcare professionals that enable them to realize their full potential." Basic CMS User Guide Version 1.2 3/28/2012 1

Table of Contents Table of Contents... 2 Introduction... 3 CMS Login... 4, 5 Site Manager... 6 Dashboard... 7 Adding a New User... 8, 9, 10 Site Settings...11, 12 Files & Images... 13 Navigation... 14 Adding a Page... 15, 16, 17 Moving a Page...18, 19 Editing a Page... 20 Inserting an Image... 21, 22, 23, 24 Creating a Hyperlink... 25, 26, 27 Converting a Word Doc Into a PDF... 28 Uploading Your Patient History Forms...29, 30 Adding Gallery Thumbnails... 31 Embed a YouTube Video... 32, 33, 34 More Options Page Title... 35 Navigation Title... 35 Content Title... 35 Meta Description... 35 How To Resize An Image... 36, 37, 38, 39 Frequently Asked Questions... 40 Troubleshooting... 41 2

Introduction Traditionally it would take weeks to get an idea live on a web page. However, in this increasingly fast-paced information society, it is increasingly necessary for your website to be up to date. To accommodate this demand, Einstein s Software Development Team created Einstein s Content Management System (or CMS for short). With our CMS you can add new pages, edit pages with new content or add patient history forms. If you can use Microsoft Word, then you can use our CMS to edit your website. Helpful Links - Clink on the link below for that action. When you see the PDF security warning, click Allow. Firefox Download Free website browser Picasa Download Free image editing program PrimoPDF Free PDF conversion program Extranet Login Einstein Information Center and application launcher Extranet Password Reset Einstein Webmail - Einstein s free web-based e-mail service Send an e-mail to the Einstein Help Desk Note: Please use the Firefox web browser for the most trouble free website editing experience. You can download a free copy of Firefox by clicking its name in this sentence. One major benefit to using Firefox is that it has a built-in dictionary and spell checker that Internet Explorer doesn t have. You will find that a spell checker is very useful when writing content for your website. CMS and Client Extranet Login Login to your CMS through the Extranet. To easily access the Extranet, go to einsteinmedical.com and click Client Login. 3

CMS Login Your e-mail address has been added to the Basic CMS by your Einstein Representative. To access your website, first log in to the Client Extranet with your e-mail address and password. You should have received an e-mail notifying and directing you to choose a password. If you don t have that e-mail, please click Forgot your password? at the bottom of the login screen and enter your e-mail address. The system will send you an e-mail with a link to choose a new password. If you receive a message that the e-mail address has not been added to the Basic CMS, please send an e-mail to Einstein Help Desk requesting to be added. Please be sure to identify the website you wish to be added to and provide a contact phone number. 4

CMS Login 2 Once logged into the Client Extranet, click on the Basic CMS icon to access the admin panel. In the illustration above, the icon can be seen third from the left, on the top row. 5

Site Manager The Site Manager displays the Navigation tab first as this is where you will spend most of your time in this software. The other commonly used tabs, or pages, are Files & Images and Site Settings. The other tabs or pages found to the right of Site Settings are not commonly used. For example, while the theme tab allows you to change your theme, the majority of Einstein s clients have a custom design and altering settings in the Theme page will likely break your website. If you have any questions about (Leads, Domain, Email, Billing or Add-ons), please contact your Einstein Help Desk. Along the top right edge of the Site Manager you will also find links for Dashboard, My Settings, Support and Log out. 6

Dashboard The Dashboard is for managing multiple websites from the same login. Most Einstein clients will have just one site. Click Manage to return to the Site Manager for the selected site in the example above, the selected website is Einstein Plastic Surgery. You can access the Users tab from the Dashboard link. The Groups tab is for internal use and can be disregarded. 7

Users Adding a New User To add a new user, click the Dashboard link. Then click the Users tab and click Create a New User at the top of the page. Enter the e-mail address for the new user and click the Create User button. Putting a check in the Account Admin box will give that user admin rights, including the ability to create new users. 8

Users Adding a New User 2 Once the new user is added you will need to assign them to the website in order for them to have access to it. 9

Users Adding a New User 3 To assign the user to the website, click on the e-mail address in the Users tab to open the Edit User screen. From here you can click the Assign user to selected Site button. The new user now has full rights to log in to your website and make edits. The new user will receive an e-mail with a link notifying them and directing them to choose a password. If they do not receive that e-mail they can click the Forgot your password? link at the bottom of the Extranet sign-on screen. 10

Site Settings In the Site Settings tab you can set the Site Title, Motto, E-mail, Business Name, Phone Number, Fax Number, Address and Thank you page text. Most Einstein client s have a custom design which does not use these fields: however, if these fields are filled out in your website then it is likely they are currently in use. You can easily determine if a field is currently in use by changing the contents of that field and checking to see if it changed on the website. For example, you can remove the area code from the phone number field, verify whether the changes are visible on the live site as the number is prominently displayed and easy to find, and then revise as necessary. 11

Site Settings 2 You can also set the taglines that appear in your flash header image on the Site Settings page. The section titled SEO is for internal use. Farther down on the Site Settings page you will see more advanced settings that we suggest you leave as is. Altering these settings without knowledge will likely break your website. 12

Files & Images The Files and Images tab is like a file bank. Uploading a file here makes the file available for later use. Commonly uploaded files include staff photos, professional affiliation logos, and patient history forms. To upload a file, click on the Upload File link at the top of the page. Notice that the uploaded file is represented by a thumbnail. Below the thumbnail is the address that file can be accessed by. Please keep that in mind for later use. 13

Navigation The Navigation tab displays all the pages of your website and allows you to create, move, view, edit and delete pages. However, we suggest that you never delete a page. The check mark next to each page determines if that page is represented in the site s navigation or not. If you want to take a page offline, please remove the check mark from the box by clicking on it rather than deleting the page. You can move a page by either clicking on the move link or by clicking on the cross hairs to the left of the page name and dragging it into its new location. You can not only drag pages up and down, but horizontally as well, which makes it possible to have a page be a child of another (e.g. a Breast Reduction page would be an appropriate child page of Breast Surgery). 14

Navigation Adding a Page To Create a New Page, click on the Add Page link at the top of the Navigation tab (seen in the illustration on the previous page) and complete the fields that are presented to you. These fields are also available once the new page is created. Definitions of each field are below. One you have completed the fields, click the Create Page button. Page Title - One of the most important SEO elements of your web page is the page title. It contains keywords that search engines like Google use to determine if that web page is what the searcher is looking for. All of your page titles should have 2 basic pieces of information,: what you do (industry, product or service) and where you are (location). Keep in mind that the more keywords you use, the more diluted the strength of each keyword becomes. Your page title should not exceed 70 characters in length. Navigation Tab This is the button or navigation name and should be the primary page topic. It should be concise and appropriate. Content Title The content title is like your marketing headline and is positioned at the top of the page content. Meta Description - Meta descriptions are the descriptive text that appears in a search result. They have marginal SEO value and should be written to entice a reader to click on your website link. Your meta descriptions should not exceed 150 characters in length. Group This option is not used and can be disregarded 15

Navigation Adding a Page 2 Once you create a new page you are taken to that new page in the page edit view. We suggest you complete the page creation process at this point by clicking the Update Body button at the bottom of the page. If you do not click update body and navigate away from this page your new page will be discarded. In effect, the Update Body button publishes the page and finalized the creation process. 16

Navigation Adding a Page 3 Now that your new page has been created, click the check mark to hide or remove the page from the navigation. This will allow you to develop the new page at your leisure without it being visible on your website. When you are ready for the new page to go live, simply replace the check mark by clicking on the vacant box. 17

Moving a Page As briefly discussed above, new pages that are subtopics of other pages should be categorized as Child Pages and fall under the broader topic page. For example, Rhinoplasty is a subtopic of Face so we will move it into the child page position. This also keeps your website s navigation simple. To move your new Rhinoplasty page under the Face page, click the move link and select Face. Tip: Google rewards simple navigation 18

Moving a Page 2 Once moved you will be taken back to the navigation tab and see the action confirmation message at the bottom of the screen. 19

Editing a Page To edit a page, click Edit to the right of the page name in the Navigation tab (as seen in the illustration on the previous page). This will open the page in the Edit view which now functions much like Microsoft Word. Here you can edit the content, add new content, insert images, create hyperlinks and more! One difference between this website editor and Microsoft Word is that there is no adjustment for font style or size. This is intentional because we want your website s font to be consistent. We do however want you to add titles to your new paragraphs. Paragraph titles on websites are called Headings. The default heading format for all websites is Heading2. You can determine what Heading size is in use by clicking on the Heading text and looking at the Font Selection drop drown menu in the upper left hand cornet of the toolbar. Notice how it changes to paragraph when you click on a paragraph. All content you enter into the page should be highlighted and then identified as paragraph in the Font Section drop down in the toolbar. Other buttons in the toolbar function much like Microsoft Word and allow you to Bold, Italicize, Underline, Strikethrough, Align, Bullet and Number the content. 20

Inserting an Image To insert an image, first make sure you have uploaded your image to the Files and Images tab. In this example we are going to insert an image of Albert Einstein. The image can be seen above, titled albert_einstein_profile.jpg. 21

Inserting an Image 2 Next place your cursor at the beginning of the paragraph you want your picture to appear in (1) and click the Insert Image button (2). Then select your image from the drop down list. 22

Inserting an Image 3 Click the Alignment drop down under the Appearance tab and select Left. Notice how the preview image changes with your settings. Set the standoff distance so no text touches the edge of the photo and click Insert. The standoff distance is measured in pixels and is called Vertical space and Horizontal space. In the above example, the standoff space for both the vertical and horizontal axis is 10 pixels. 23

Inserting an Image 4 Next use the corner adjusters on the photo to fine tune its size. Alternatively, you can resize the image prior to uploading it to the CMS with a photo editing tool such as Microsoft Picture Manager (described in greater detail elsewhere in this document). If you choose to resize the image prior to uploading it, we highly recommend that you save it under a separate file name so that the original image remains. Once you are finished, click Update Body. Tip: Always use the corner adjusters because the middle adjusters will distort the image. Using the corner adjusters will preserve the image s original aspect ratio. 24

Creating a Hyperlink Highlight the word or phrase you want to make a hyperlink (1) and click the insert/edit link button (2). As a general rule of thumb, link test should be short and concise, and appropriate for the link destination (e.g. the phrase nose surgery would make suitable link text for a crosslink directing to the Rhinoplasty page) Choose the page you want to link to by clicking the Link List drop down and selecting the page name. 25

Creating a Hyperlink 2 When you have successfully made text a hyperlink, it will appear underlined and in a blue or purple color. Purple links are pages you have visited and blue links are pages you have not visited. 26

Creating a Hyperlink 3 To make an image a hyperlink, first select the image(1) and click the Insert/edit link button(2). Next paste the url of the page or document you want to link to in the Link URL field(3) and click Insert (4).Don t forget to click the Update Body button when finished. 27

Converting a Word Doc Into a PDF PDF s are the preferred document to provide for your patients because they are more universally readable and cannot be altered. To easily convert any word doc into a PDF, first install PrimoPDF for Microsoft Windows. Once installed, the program will put an icon on your desktop that converts any Word doc into a PDF by simply dragging and dropping the doc onto the icon. If you have Microsoft Word 2007 or newer, you can also save any document as a PDF. Now that you have a PDF of your Patient History Form, upload that file to your CMS. 28

Uploading Your Patient History Forms To upload your Patient History Form, go to the Files & Images tab of your CMS and upload the PDF you just created in the previous step. Note that this tab is for files and images, so any asset which you would like to add to your website must be first uploaded here. Confirm that your form has been uploaded and then copy the web address as shown in the image above. 29

Uploading Your Patient History Forms 2 Next, edit the page that you want to add the form to by creating a little section describing your form. Then highlight the words that you want to direct to your form (1) and click the Insert Link button in the toolbar (2). Finally paste the address you copied from the Files and Images Tab in the Link URL field (3) and click Insert. Once this process is complete, click Update Body to save the changes and populate them to your live website. As a general rule of thumb, you must select the Update Body button at the bottom of the page for any changes to be visible. Tip: Always visit the page and verify the link is functioning properly before you consider this process finished. 30

Adding Gallery Thumbnails One easy way to make thumbnails for your website is to save them from your Einstein Photo Gallery. To do this, right click on each image and select Save Image As. Then upload each image to your website. 31

Embed a YouTube Video Go to the YouTube video you want to add to your site and click the Share button. Next click the Embed button and uncheck the box for Show suggested videos when the video finishes. Choose the size for your video (560 x 315 is recommended) copy the text highlighted in blue and switch back to your website editor. 32

Embed a YouTube Video 2 Next edit the page that you want to add the video to. In this example we will add the video to the bottom of the Plastic Surgery Page. Once you have the editor open, click the HTML button in your toolbar to bring up the HTML Source Editor. Scroll to the bottom and past the code you copied from YouTube (seen above, highlighted in red) and click Update. Next click Update Body and view your page to verify the results. 33

Embed a YouTube Video 3 When finished your video will appear in the YouTube player like you see in the image above. 34

More Options The Page Title, Navigation Title, Content Title, and Meta Description for each page are accessible by clicking on the More Options link at the top left corner while in the page edit view. Definitions for each are below Page Title - One of the most important SEO elements of your web page is the page title. It contains keywords that search engines like Google use to determine if that web page is what the searcher is looking for. All of your page titles should have 2 basic pieces of information,: what you do (industry, product or service) and where you are (location). Keep in mind that the more keywords you use, the more diluted the strength of each keyword becomes. Your page title should not exceed 70 characters in length Navigation Title is the page name like Plastic Surgery, Face or Breast in the image above. The Content Title will appear at the top of the page and is also called the Marketing Headline. Meta Description - Meta descriptions are the descriptive text that appears in a search result. They have marginal SEO value and should be written to entice a reader to click on your website link. Your meta descriptions should not exceed 150 characters in length. 35

Resize an Image in Microsoft Windows Imagery is an important element of any website because it sets the tone for the page and engages the user. To resize an image, first determine the current dimensions or size of the image. One easy way to see the size of an image is to hover over the file. We can see the dimensions of the photo above are 2135 x 1749. This image is many times larger than the average monitor so it will need to be sized for web use. A good height for this image is about 200 pixels which is about 10% of the original height. It isn t necessary to size the image here but if taken from a digital camera, you will need to shrink it considerably to avoid affecting the page load time. Tip: The average user s monitor is 1024 x 768 pixels. 36

Resize an Image in Microsoft Windows 2 The easiest way to resize an image in Microsoft Windows is to right click on the photo and select Edit. This will most commonly open the picture in Microsoft Paint. Tip: If the Edit link opens Microsoft Picture Manager on your computer then locate the Resize Image link in the right column. 37

Resize an Image in Microsoft Windows 3 Once in Paint, click Image from the navigation (between View and Colors ) and select Stretch and Skew. Change both the horizontal and vertical values to the desired percent (these values must be the same to ensure the aspect ratio is preserved) and click OK. We are shrinking the image to 10% of the original size in this example. If your first attempt at sizing the image is not correct, click Edit and Undo to try again with a different percent. Tip: Resizing an image more than once will degrade the image quality. 38

Resize an Image in Microsoft Windows 4 Finally, save your image as a separate file by adding the word sized to the original file name. This prevents the original from being altered and aids in locating the correct file when you are ready to upload. Next, go to your Assets page and upload the resized image. Tip: Saving all the files you upload to your website in a folder called Website Images will help keep you organized. 39

Frequently Asked Questions Q. Where can I access statistics for my website? A. In the Client Extranet home screen, under the My Websites section, Click Site Stats Q. Do I need permission to add Carecredit and credit card logos? A. No. As long as you don t alter the images you have full right to use them. Google images is a good source of imagery. Q. Is there a limit to the number of pages I can create? A. No. With the Einstein CMS, you can create as many pages as you like and growing your site with new pages is a good way to improve your position in search engines like Google. However, it is important to note the only pages with sufficient content will be indexed by search engines. So adding an empty or blank page is not recommended or advantageous. Q. Is there a limit to how long a page can be? A. While the software does not limit how long a page can be, you should consider stopping at about 1500 words and starting a new page. 40

Troubleshooting There are 2 buttons in the toolbar on the top row that are distorted. If using Internet Explorer, please switch to Mozilla Firefox for the most trouble-free website editing experience. I added the Demandforce coded but it isn t displaying correctly. Demandforce code is more complex and requires a production tech to be added to your website. Contact Einstein Help Desk for a quote. I don t remember my password. Click the Forgot Password link at the bottom of the login screen. I can t edit my Blog page. The EinsteinApps Blog page is different software and accessed from a different Admin Panel. Goto the EinsteinApps Blog Login I can t access my gallery. The EinsteinApps Photo Gallery is different software and accessed from a different Admin Panel. Goto the EisnteinApps Photo Gallery Login I don t see how to edit something. Contact the Einstein Help Desk 41