Content editing in the Content Management System

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8 Δεκ 2013 (πριν από 4 χρόνια και 7 μήνες)

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I T103

Content editing in the Content
Management System

In this course

Introduction to the Content Management System

Creating and editing text content in the CMS

Uploading and using images

Uploading and using documents (PDF, Word, etc.)

Reviewing content

ht t p:// t s/web/cms/

Introduction to the CMS

The Content Management System

Developed by the University in 2003, and used for a
few websites (ITS,

Research Institute,
Applied Social Sciences) in a trial phase.

Expanded to cover central outward
facing University
pages, departments and colleges, in 2004 and 2005,
as part of a project to give the University website a
new look.

University policy is that all official web pages should
be provided through the CMS.

New CMS features are released every few months.

The CMS and the live website

Content in the CMS is published to the live website

A page on the live website at

has a counterpart in the CMS at

To view and edit CMS pages you will need to log in
with your ITS username and password.

In this course, training pages are at

Structure of the CMS








News, Events,
and other


Four levels of CMS Permissions

Site Administrator
(several other courses)

Manages a site or a large part of a site. Can use all CMS
features and can delegate permissions to others.

Page Administrator

Generally manages a small part of a site. Can make new pages
and add content to them, and can delegate some permissions
to others.

Content Approver
(this course)

Manages the content of a usually small set of pages.

Content Maintainer

Makes suggestions for updates to content which must be
approved by another user.

CMS modes

Final Preview Mode

In this mode, the page in the CMS will look exactly (apart from
the red bar) as it will on the live site.

Site Editing Mode

This mode adds many green links to the CMS page. These links
allow you to edit the page content, and make other changes if
your permissions are sufficient.

Amended Preview Mode

If changes have been suggested by a Content Maintainer, this
mode shows how the page would look if those changes were

GUI DE 180, SECTI ONS 2.2, 2.3.1 AND 2.10

Adding and editing text content

Text content

There are many different types of content in the
CMS, for display of specialised information such as
news items, staff lists, FAQs, image galleries, and so

Text content allows the addition of free
form web
page text, including headings, lists, tables, and links,
and unsurprisingly makes up the vast majority of the
content in the CMS.

Adding content items

An “Add new content item” link appears near the
bottom of every CMS page for which you have editing

Using it takes you to a list of available content types
(varies with your permissions)

Choose ‘Text content’ near the top to add text

Editing Text content

Text content has a graphical editor, which allows you
to edit the text of the page, add headings, lists,
tables, links, and other common features.

You can copy and paste content from other programs
or web pages.

If you copy and paste from Word, make sure that you
use the special “paste from Word” button to do so, or
you may have problems with formatting.

The appearance in the editor should be reasonably
similar to the appearance on the page.

Section 2.10 of Guide 180 has more details

Content settings

Once the content is as it should be, use the Alter
Content button.

This gets to a ‘meta data’ form. The options on this
form will be explained later, in the “Content Review”
part of the course.

For now, it’s okay to leave all these options as they

Editing existing content

Every piece of content that you have permission to
edit will have a set of green links below it. The Edit
link takes you back to the graphical editor for text
content to make further changes.

The other links below the content will be explained

Text content (but not other content) stores the
previous versions of the content, and these can be
viewed and restored.

Exercise 1

Go to your CMS training page

Add a text content item to the page. Some example
content is available on the separate worksheet that
includes many of the types of text that can be added.

Edit the text content and delete the last paragraph.

Restore the last paragraph using the previous
versions feature.

Moving and removing content

Content added to the page appears at the bottom of
the page.

It can be moved up and down the page, and quickly
to the start and end of the page, using the arrows.

There is no quick way to get to the middle of a long
page, so on complex pages it is usually best to add
the content in the order it should appear.

Content can also be removed. This cannot usually be


Uploading images and adding
them to content

Adding an image to content

Use the ‘add image’ link.

Select an image or browse the categories, and use
‘Use this image’

Can select various display properties. If the image is
important to understanding the page, rather than
being solely decorative, enter some “Alternative
Text”: this is a short piece of text that could
adequately replace the image if necessary.

Uploading images

Use the ‘add image’ link as before.

Use the ‘Upload a new image to this category’ link
after browsing to the correct category.

Select a file from your local computer.

Images should be in JPEG (photographs) or PNG
(other graphics) format, and saved “for the web”. The
file size should be below 20k for almost all images,
and smaller if possible.

Editing and removing images

Images attached to content can be edited (moved
and re
captioned) and removed from the content.

There can only be one image for each piece of
content, which may provide a good reason to break
content up into sections.

Exercise 2

Add an image to the content on your page. There are
many images already in the

and its sub
categories that you can use, or you could
upload one of your own.

Place the image to the right of the content, and give
it a suitable caption.

Edit the image to move it to the left of the content.

Image Management System

The University has an image management system
that contains many photographs related to the
University and its activities.

Search for ‘Image Management System’ on the
University web pages to get a page with information
about the system, and links to the system and its
user guide.

The Communications Office can answer any
questions you have about this system.


Adding documents to content

Documents and resources

The CMS allows the upload of various document
files, including
, Office documents, and other

These files can be attached to content on the web
pages, and downloaded by users of the site.

Use the “Resources” link on a content item to start.

The Resources system is similar to the images
system. Resources are stored in categories, and can
be attached to particular content items.

Attaching resources

Find the resources by browsing the categories (or
upload a new resource), and change the radio
buttons for that resource to “Attached to content”.
The “Update resources used in this content” button
saves the settings.

You can manage and re
order all the currently
attached resources with the link at the top. This is
useful when the attached resources are from several

Resources appear in a list below the content item.
The description is important.

Exercise 3

Attach 3 or 4 resources from the

categories to your content item.

order the resources so that the most important
resources are first.

GUI DE 180, SECTI ON 2.4

The content review process

Content Review

Content on the website needs regular review to
ensure that it is kept up

Generally, when content is added to the CMS, it is
assumed to need annual review. You can set other
review times if you need to.

Every Monday you will get an email if you have any
content that needs reviewing.

A check for broken links runs every week. If broken
links are found, then the content containing them is
automatically marked for immediate review.

Review settings

Review settings are in the content meta
data. This is
visible immediately after making a change, or can be
reached separately with the ‘meta data’ link.

Set the ‘Reviewer’ (by default, the creator), the
Review Policy, and the Review Date.

You can also change the ‘start’ and ‘end’ dates for the
content display (useful for scheduling future
publication of time
limited content), and modify the
way resources are displayed.

The Notes field will be used by the broken links
check to provide more information.

Review emails

Is there a reviewer
named and can
they still edit the

If so, email review
messages to them

Otherwise, email
review messages
to everyone able to
edit that content.

Make sure that if you
don’t look after a piece of
content any more, you
have related permissions

Make sure that the
‘reviewer’ is set to the
person with primary
responsibility for editing
that content.

GUI DE 180, SECTI ON 2.3

Other types of content

Other content types


A way for quotations to be placed prominently in a page,
perhaps including decorative quote marks and images

Highlighted links

A way to highlight links for ‘further reading’ and other related
topics as a part of the text of the page

Linked Content

Linked content is a way to draw in content from elsewhere in
the CMS and re
use it so that it automatically updates itself.
You can also

if you have sufficient permissions

take a copy
of the content to make local changes.

Exercise 4

Use the “Highlighted Link” content type to add a link
to the CMS information page at

Use linked content to add the “latest version”
information from

to your page.

Further information

Further information

All CMS users are automatically added to a mailing
list. Announcements of changes to the CMS and
training courses are made here.

Guide 180 covers the basics of CMS editing. Guide
184 covers more details for Site Administrators

Other courses: IT104, IT105, IT108, IT109, IT110
and IT111 cover various aspects of CMS use. Not all
courses will be scheduled every time.

Contact the IT Service Desk with questions, feature
requests, etc.