RedDot CMS Training

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Dec 8, 2013 (3 years and 4 months ago)

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RedDot CMS End User Training









































RedDot CMS Training
End User Guide

© 2006 RedDot Solutions


Privacy Policy
Confidential & Proprietary

This information is intended for the use of the individual or entity to which it is addressed and may contain information
which is privileged, confidential or subject to copyright. Any unauthorized use, disclosure, distribution, or copying of this
communication by anyone other than the intended recipient is strictly prohibited. If you receive this document in error,
please notify us immediately so that we may arrange for its return.
Notice of Copyright

The RedDot Solutions Logo, the RedDot brand and the RedDot product names including RedDot CMS, RedDot XCMS
and RedDot LiveServer and their associated modules are either registered trademarks or trademarks of RedDot Solutions
Corporation. All other brand and product names mentioned herein are trademarks of their respective owners.

Inquiries

Please direct any questions to:

RedDot Solutions Corporation
One Battery Park Plaza
New York, NY 10024
T) 212-425-3988
F) 212-425-3987

E-mail:
education@reddot.com

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Table Of Contents


Who Should Use This Manual
...........................................................................................4

Required Skills for Editors
...........................................................................................................4

Introduction to Content Management
................................................................................5

Content Editing
............................................................................................................................5

Logging On to RedDot CMS
........................................................................................................6

SmartEdit Interface
......................................................................................................................6

Work Area
....................................................................................................................................6

Left Menu
.....................................................................................................................................7

Select a Project
............................................................................................................................7

Home Page
.......................................................................................................................9

Online Help
..................................................................................................................................9

Concepts and Terminology
.............................................................................................11

Content Classes
........................................................................................................................11

Templates
..................................................................................................................................12

Placeholders
..............................................................................................................................13

CMS Pages
................................................................................................................................13

RedDots
.....................................................................................................................................14

Editing Content
..........................................................................................................................14

Creating and Connecting New Pages
.......................................................................................15

Connect to Existing Page
..........................................................................................................17

Text Editor
.................................................................................................................................19

Media Files and Images
.............................................................................................................21

Asset Manager
...........................................................................................................................23

Page Menu
................................................................................................................................27

Edit Elements via Form
..............................................................................................................28

Changing Page Order
................................................................................................................29

Disconnecting a Page
................................................................................................................30

Scheduling Pages
......................................................................................................................30

Searching for Pages
..................................................................................................................31

Workflows
........................................................................................................................32

The Tasks Menu
........................................................................................................................32

Submitting a Page to Workflow
.................................................................................................32

Content Approvers
.....................................................................................................................33

Translation Editor
............................................................................................................36

Using the Translation Editor
......................................................................................................36



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Who Should Use This Manual
This manual is designed to teach the basic concepts for content management with
RedDot

Content Management Server
(CMS)
. It is intended for all current or potential content providers and content approvers. You do not need to have a
background in content management or web technologies to edit content in
CMS
.
Required Skills for Editors
In order to contribute content to you site, you do not need to know HTML or have any other coding knowledge. Various
Templates
have been provided for you, which you can use to create all kinds of
Pages
and content.

In
SmartEdit
, you will be able to change pieces of content by clicking
red dots
that appear on the
Page
in the work area
next to the content. Different dots will provide access to different types of content such as text and images.

Please note that HTML cannot be entered directly by content providers. The HTML is automatically generated by
RedDot
CMS
. Always keep in mind that the purpose for using a
CMS
is to effectively manage content in a large environment.
CMS

Administrators
have spent time carefully planning a system that works best for your company.

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Introduction to Content Management
A Content Management System helps to manage large websites by supporting the creation, management and
organization of content.
RedDot CMS
can be used for the following:

• Document management, enabling the administration of large numbers of documents
• Centralized management of the content layout, look and feel
• Decentralized content creation
• Separation of content and layout
• Link management to ensure valid hyperlinks

Workflow
– managing work and business processes
• Security – managing user authority and general access rights
• Publishing webpages to a web server

The most important aspect central to a web project that is managed by a Content Management System is the separation
of layout and content. In many instances the layout is predetermined by an organization's corporate design. Establishing
a predetermined look and feel to web content ensures uniformity and consistency, which promotes a positive user
experience. If the corporate design changes, it will have to change over hundreds or thousands of webpages. Without
having a centralized way of managing layout, this would be an enormous amount of work.
CMS
solves this problem by
using templates to describe each of the webpages. If you redesign your website, you only have to modify the templates
and the content is preserved. Ultimately, you are using the system to save time and money.
Content Editing
In the traditional world of webpage production, an HTML editor produces content as well as layout. The creation of
webpages is normally achieved using a graphical HTML editing tool. In this classical model the HTML editor can only
produce complete webpages, where both layout and content are simultaneously managed, incurring considerable effort
and cost to the company.

A
RedDot CMS
editor works purely with the content of a webpage. An editor in
RedDot CMS
is anyone and everyone who
publishes content on an Intranet or Internet. The editor not only creates new content such as text, images etc., but is
responsible for reusing existing content.
RedDot CMS
provides editors with an optimized working environment. The
RedDot CMS
editing environment is called
SmartEdit
.

The
RedDot

SmartEdit
interface is the simplest, quickest, and safest method of creating and editing content in an Internet
or Intranet website. The
RedDot Editor
logs on to
CMS
using a web browser, navigates to a section of the site that
requires content, and opens the site in
Editing Mode
. All areas that can be edited are indicated with a
red dot
. By clicking
on the corresponding
red dot
, the
Editor
is shown a dialog window that matches the type of content being edited. After
completing the desired editing, the
CMS

Page
is either published and sent directly to the live production server or sent
into the
Workflow
process for approval by the selected senior editor.

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Logging On to RedDot CMS
The only program you need to use
RedDot CMS
is Microsoft Internet Explorer (5.5 or better) web browser.
RedDot CMS

SmartEdit
will work with Mac Safari and Netscape browsers but functionality is limited. Before you login to the system,
you should disable any browser pop-up blockers that may prevent dialog windows from functioning properly.
RedDot
CMS
makes use of dialog windows for performing various functions and you will not have access to important features if
you prevent those windows from opening. You may re-enable your pop-up blocker program after you have completed
your content editing session in
RedDot CMS
.

To begin, open Internet Explorer and go to the address or bookmark for the
RedDot CMS
login screen (provided by the
System

Administrator
).

Logging on requires a username and password, which are assigned to you by the
System

Administrator
. Enter your
username and password, then click start



“already Logged In”
Sometimes, after you log in, you might see the message “You are already logged on with another session. Do you want to
cancel this session and start a new one?”


This message does not mean there is a problem. It means that last time you used
RedDot
, you did not log off your
session. Just click “Yes” to continue and start a new session. (In general, you should try to remember to log off of
RedDot CMS
when you are finished, before you close the browser window. That will prevent this message.)
SmartEdit Interface
After logging in to
RedDot CMS
, you may see your
SmartEdit

Home

Page
, containing
Workflow
tasks, or a view of your
Project
in
SmartEdit
.
CMS
will remember the last state of the environment when you last logged off. If
CMS
is set to
display
SmartEdit
you may see a menu of sections within your website or a
SmartEdit
view of a webpage. This is the start
point from which content may be edited on your site. The first
Page
that you see in the work area of the RedDot interface
is referred to as the
Start Page
. Lets take a look at the different parts of the interface.
Work Area
The center area of the window is the work area, where you can see the
SmartEdit
view of your webpages. The
Start
Page
displays sections within your website. It will not normally be published. The
Start

Page
provides a quick way to
navigate to the part of your website that you would like to edit. Once you have located the section of your website where
you would like to make changes, you will see the
SmartEdit
view of the webpage. It does not look exactly the same as
the published website. You may notice some extra links,
red dots
and instructional text, but the content is the same. You
can navigate through the site by clicking links as you would with any other website. The
RedDots
and instructional text

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that appear in
SmartEdit
will not be published to your live website.

Left Menu
Buttons on the left side of the screen are the main navigation for
RedDot CMS
. The following is a description of each
button:

Home Page
– takes you back to the
Home Page
, which lists your
Workflow
tasks.

Asset Manager
– is used to manage image or other media assets in
RedDot CMS
.

Main Menu
– is where you can select a
Project
, create a new unlinked
Page
, change your
User
settings and modify
SmartEdit
display settings.

Search
– will allow you to search for existing
RedDot CMS

Pages
using a variety of search criteria.

Tasks
– enables you to act on
Pages
that are currently in
Workflow
(explained in a later lesson).


Log

Off
– is used to end your
RedDot CMS
session. You should always log off before closing your browser.


Help
– opens the Online Help window.
Select a Project
First time users may see a blank
Home

Page
after logging on. You can select a
Project
by
clicking
the
Main Menu
button
on the left navigation menu and
clicking
the
Projects
link (
Projects

and

XCMS

Projects
are availible only if the
XCMS

Server extension is installed).


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If you are a first time user and do not see a blank
Home Page
, an
Administrator
may have selected one for you. Once a
Project
has been selected
CMS
will display the
Home Page
or
SmartEdit
view of the last
Project
that the
User
worked on.
If you are able to select more than one
Project
,
RedDot CMS
will remember the last
Project
that you worked on. You may
at any time switch to another
Project
via the
Main Menu
.

The following steps explain how to connect to a
Project
:

In the Left Menu you will see a button for the
Main Menu
. Click this button to see the
Main Menu
.


The
Main Menu
dialog window appears. Click the
Projects
link (or
Projects

and

XCMS

Projects
as shown above).



The
Project Selection
dialog window appears. You will see a list of
CMS

Projects
that are available to you. Click the
name of the
Project
you would like to edit.


First-time
Users
need to also click the Web Content Manager button in the Left Menu. This button takes the
Users
to
SmartEdit
mode.



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Home Page
The
Home Page
displays summary information about the
Pages
within your
Project
:


Pages
you are currently working on

Pages
you’ve submitted to
Workflow


Pages
needing to correction

Pages
that have been resubmitted

Pages
in various states of translation

Online Help
If you are unsure how to use a feature in
RedDot CMS
, online help is available by
clicking
the Help button on the left menu.



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This opens the online help dialog window.



In the left side of the Help window is an expandable menu with topics that you can expand and collapse by clicking the +
and – icons. Here, you can find information and documentation about different aspects of using
RedDot
to edit your site.

Click the X button in the top right corner of the Help window to close it.
In addition to the icon on the
Left Menu
bar, dialog windows have a
button in the lower left corner which
provides help for that particular topic.

NOTE
Your administrators may have disabled or modified some of the features described in the online help dialog
windows. Customizations often affect what you can do in
RedDot CMS
. If you are unsure how to use a feature
and you do not find information in Help, Ask your
RedDot Administrator
for more information.

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Concepts and Terminology
In order to gain a complete understanding of how to use
RedDot CMS
, you will need to learn some basic terminology.
Content Classes
Every
CMS

Page
, which is not the same as an HTML webpage, is based on something called a
Content

Class
.
Content

Classes
contain
Templates
and
Placeholders
, which are used to produce completed CMS
Pages
.
System

Administrators

create
Content

Classes
for
Editors
and
Authors
to use.
Content

Classes
allow content providers to focus on creating and
editing content in
Placeholders
.
Templates
provide all of the code for the
Page
and
Placeholders
contain the content. It
is important to understand that
Content

Classes
are not
Pages
, but they define the structure of
Pages
.
Templates
are like
blueprints and a
CMS

Pages
are like houses. A blueprint describes the structure of the house, and the house is built
according to the structure defined in the blueprint. Similarly, a
Content

Class
describes the structure of the
Page
, and the
Page
is built according to the structure defined in the
Content

Class
. Some
Content

Classes
are used to describe
foundation structures for webpages and other
Content

Classes
describe smaller pieces that appear in one section of a
webpage.

To use the blueprint analogy, a building plan has instructions that are used to describe the outer or main structure of the
building. A more specific blueprint may describe the layout of a living room with symbols that represent types of furniture
that may go into that room.




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A main/foundation
Content

Class
may describe the outer structure of the webpage that has a three-column layout. You
can see a top area for the branding section of the webpage, a section for the left navigation, a right column area for ad
space and the main content area in the center. Each section has one or more
Content

Class
that describes what types of
content and structure can go there. A specific
Content

Class
describes a section of a webpage such as the left side
containing the navigation links, images and ad space. Placeholders represent each of these components that appear in
each instance of the left navigation.


Templates
Templates
contain the code that describes the layout of
Pages
in
CMS
. One of the reasons for using a content
management system is to ensure a consistent look and feel throughout the website.
Templates
allow you to create many
Pages
that share the same structure. If you need to make a change to a
Page
layout or design you can simply modify the
Template
and your content remains the same. It is possible to have many
Templates
in a single
Content

Class
that
describe the format of the same content in different ways. This enables you to display your content in different media
such as HTML for your website, WML for display on a mobile device or plain text for printers. For example, this
Content

Class
contains
Templates
for HTML and XML which can be used to format the same content in different ways.



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Placeholders
Placeholders
are objects that generically describe content.
Templates
describe the general layout of a
Page
. This layout
describes where on the
Page
your images and text go. The images and text are contained in
Placeholders
.
Content
Classes
contain
Templates
and
Placeholders
, which are reusable for creating similar
Pages
with different content.
Placeholders
may be used in
Content Classes
to indicate that an image belongs at the top of a
Page
or that a paragraph
of text appears in the middle. When you edit content by clicking
red dots
, you are editing
Placeholders
. Content that
is put into Placeholders are stored in a database which may include images, text, files or other forms of content. This is
how
RedDot CMS
manages content throughout the entire system. Centralized content management makes content
editing simple, secure and most importantly, reusable. That saves significant time and effort for everyone involved.

Managing content in this way allows site editors to update content without worrying about layout. Using the same
Content

Class
for similar parts of your website guarantees that each
Page
has the same look and feel.
CMS Pages
An instance of a
Content

Class
is called a
Page
. You could also say that a building is an instance of a blueprint. Just like
many buildings can be constructed using the same blueprint, many webpages can be created using the same
Content

Class
. A
CMS

Page
is not the same thing as a webpage.
CMS

Pages
are typically pieces of webpages that fit together in
specific places.
CMS

Pages
can be put together, sort of like a puzzle or rooms in a building, to create a larger whole.
This way you can create different kinds of
CMS

Pages
and put them together in a variety of ways to create a complete
webpage. Sometimes, a webpage is made of exactly one
CMS

Page
. However, most webpages are made up of two or
more
CMS

Pages
.

NOTE
When working in
RedDot
or reading these manuals, you see a reference to a “
Page
”, it is generally referring to a
CMS
Page
, not a complete webpage. In order to help make the distinction more clear in
RedDot CMS
End User Training, the
RedDot
term
Page
is capitalized and italicised and HTML webpages are referred to as “webpages”.
Bringing it all Together
Comprehending the relationship between
Content

Classes
,
Templates
,
Placeholders
and
Pages
is critical to learning
RedDot CMS
;
Content

Classes
contain
Templates
and
Placeholders
.
Templates
describe the layout of
Pages
,
Placeholders
contain content and
Pages
are instances of
Content

Classes
. Each
Page
uses a
Content

Class
to describe
what types of content can be entered and where the content should go. If you are still unsure of what each component
does or how they relate to each other, you should review this section.

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RedDots
All content that a content contributor, like you, wishes to change can be accessed and edited by clicking on various types
of
red dots
in the work area. With the proper authorizations, other types of
red dots
allow content contributors to create
new areas and new webpages in the site.

Below is a list of
red dots
that could appear in the work area. The table contains breif descriptions with indepth
descriptions and functionality folllowing the table.


OpenPage RedDot
Opens a
RedDot

Page
for editing.

ClosePage RedDot
Closes the
Editing Mode
of a
Page
and saves all changes.

Edit RedDot
Opens the
Editing Mode
of a content element.

MultiLink RedDot
Opens the
Editing Mode
of an element that can link to multiple
Pages
.

Link RedDot
Opens the editing mode of an element that can link to a single
Page
or URL.

Translate RedDot
Opens elements in the
Translation Editor
that require translation.

Mandatory RedDot
Opens elements that must contain content.

ReleasePage RedDot
Identifies a
Page
submitted for release.

LockedPage RedDot
Identifies
Pages
or elements currently being edited by other
Users
.

Form RedDot
You can edit all of the content elements of a
Page
together in a single form.

Editing Content
When the
Page
is open other types of dots become visible which you can use to edit or create content. Now that the
other dots are visible, clicking one of these content dots will open up a window for editing the corresponding content.

There are several ways to enter content into a
Page
depending on the type of content, such as media, images and text.
Large blocks of text content are entered using the
RedDot

Text Editor
, which is like a word processor. Details about the
Text Editor
are covered in a later lesson.

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OpenPage RedDot

At the top of the
Page
* you should see a
red dot
with an arrow in it
. This is called the
OpenPage

RedDot
. If you click
this dot the
Page
will be opened so that you can edit content. After opening the
Page
you will be in
Edit

Mode
. You will
notice that the
Page

Menu
appears at the top of the browser window. The
OpenPage
dot changes to become a
ClosePage

RedDot

(the arrow switches directions) which you can click to close the
Page
again.

Red dots
, editorial notes and instructions provided by your
CMS Administrators
are for content editing purposes and will
not be visible on your published webpages. Here is an example of an administration note:

[Click the red dot to edit article text.]

*

OpenPage

red dots
do not always appear at the top of the
Page
. This is the most common location for them but your
Administrators
may have placed them in a location that works better with your webpage layout. Each HTML webpage
may have many of these.
ClosePage RedDot

After you have finished working on a
Page
, you can close it by clicking the
ClosePage
dot
. This will hide all of the
other
red dots
. You can also close a
Page
by simply clicking on a link to go to another
Page
in the site. After closing your
Pages
by clicking the
ClosePage
dot or clicking a link on the webpage,
RedDot CMS
saves your changes.
Edit RedDot

The
Edit

RedDot
is the plain
RedDot
that is visible after opening a
Page
. It is used to edit individual pieces of content in a
Page
. Examples of
Placeholders
that can be edited with this
RedDot
are
Headlines
, text content, images and more.

Generally, an
Edit

RedDot
is placed next to the content that it controls. Often, there is a label next to the dot, describing
what it is for.
Simple Text
Some of the
red dots
control simple text. For example, a news story title is usually a piece of short, simple text. If the
news story title has a
red dot
next to it, you could edit the text by clicking the
red dot
next to it and entering a value into the
field. A dialog window opens, with a simple form for you to change the value. Modify the text in the text field (for
example, make it shorter), and
click
OK to save the changes.


Creating and Connecting New Pages
Whenever you want to create a new
CMS

Page
in
RedDot
, you must “Create and Connect” a
Page
. There are two types
of RedDots that allow you to Create and Connect a new
Page
to the site:
The MultiLink Dot

This dot is called the
MultiLink
dot, because it corresponds with an area where multiple
CMS

Pages
can be connected. It
is possible to Create and Connect new
Pages
, Connect to Existing Pages, Reference Pages, Reference Links, and
modify the sort of connected
Pages
. You may see this type of
RedDot
in an area that contains teaser links to other
Pages

or areas that contain many complete
RedDot Pages
.

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Create and Connect a New Page.
You may see a list of possible
Content Classes
that can be connected to this
Placeholder
. If so, you select the
Content
Class
that properly defines the structure for the
Page
that you would like to connect. If you do not have a choice of what
Content Class
will be connected to a
Placeholder
,
CMS
will select the
Content Class
for you and prompt you to enter a
Headline
.



Enter a
Headline
for the new
Page
. In
RedDot CMS
, every single
CMS

Page
has a
Headline
. The
Headline
is the name
of the
Page
. Sometimes, the
Headline
is also used as content in the. Other times, the
Headline
is just a descriptive name
that does not appear in the
Page
. If you are not sure what to enter as the
Headline
, just enter a short description of the
Page
.



Click
OK to save the
Headline
. After completing this step, your new
Page
may be visible but you may be required to click
an
OpenPage

red dot
to enter content into the
Placeholders
. In general, when creating
Pages
with a
MultiLink
dot, new
Pages
are added to the top of the list, above the existing
Pages
. If you want to move the new
Page
to a different position
in the list, you can
click
the
MultiLink
dot again, and selecting
Edit Page Order
.

1.
Click
the name of your new
Page
so you can edit the content.

2.
Open the
Page
for editing.

3.
Click
the
red rots
to enter new content.

4.
Close
the
Page
when you have entered values in all of the
Placeholders
.
Link RedDot

This dot corresponds to a link in a
Page
, where one (and only one)
CMS

Page
can be created and connected. Creating
and Connecting a
Page
to this link will replace the existing
Page
with a new one.
CMS
will prompt you to make sure that
this is what you want it to do.

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Connect to Existing Page
This is for reusing
Pages
that may also exist in another section of the website. That way, you do not have to create the
same
Page
with the same content more than once.

Click
the
Connect to Existing Page
to open a search dialog window.

Enter
search information such as the
Page
ID (or range of IDs), content text or a
Page

Headline
and
click
the Start button
to initiate the search. You will see a list of
Pages
organized by ID that match your search criteria. You may preview that
Page
to verify that it is the one you would like to connect to. You may preview a
Page
by clicking the Preview button on
the right side of the dialog window. If you do not have permission to view a
Page
the preview will be blank.

Click
the
Page
title next to the ID to connect it to this
MultiLink Dot
. This will close the dialog and you will see the
Page

that you just clicked appear as content on the
Page
.
Reference Page
Referencing
Pages
is similar to connecting to existing
Pages,
but you may only have one reference per link Placeholder.
The result that you will see in your published webpage is the same as connecting to the
Page
. You may want to
reference a
Page
rather than connecting to it if you only want one
Page
to appear in that section of the website. Links
that are edited via the link
RedDot
can only ever have one
Page
connected or referenced at a time.
MultiLink

RedDots

have the ability to contain many connected
Pages
but only one reference.
Reference Link
Links may reference other links in
RedDot CMS
. When a link references another link, both links point to the same place.
For example, a link that takes you to the Midwest Corporate Communications website may be reused by pointing other
links to the original link. Reusing links will enable you to edit a link in one place instead of making changes to every
instance throughout your web site.
Translate RedDot


The
Translate RedDot
is used to indicate content that requires translation in the
Translation Editor
. For more specific
information, please refer to the
Translation Editor
section.
Mandatory RedDot

You may notice a flashing
red dot
that looks like this:
. This
red dot
indicates that content is mandatory in that
Placeholder
. A value is required where the text is found. If this
Placeholder
does not contain a value, you will be warned
that you cannot submit the
Page
to
Workflow
until a value is entered.
ReleasePage RedDot


ReleasePage RedDots
indicate that a
Page
is waiting for release by a content approver in a
Workflow
process. You will
only see these
RedDots
after you submit a
Page
to
Workflow
from draft status and click the
OpenPage

RedDot
for that
Page
.


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LockedPage RedDot


LockedPage

RedDots
indicate that you do not have permission to edit the corresponding
Placeholders
or that someone
else is currently editing that
Page
. You can see if someone else is editing the
Page
by placing your mouse cursor over
one of the
LockedPage

RedDots
. You will be able to see the other
User’s
login name.


Form RedDot

Form RedDots
will allow you to open a dialog window that displays all editable
Placeholders
for that
Page
. You can get
the same result if you open a
Page
for editing and click
Edit Elements Via Form
from the
Action
link in the
Page
menu.



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Text Editor
Some
Edit

red dots
that contain larger amounts of text require more than a single line field. You may need additional
formatting that is not included in the
Template
.
RedDot CMS
has a built in
Text Editor
that enables you to enter and
format large blocks of text. To edit a large block of text, click the
red dots
that appears near it to open the editor in a
dialog window.



The
RedDot

Text Editor
is a WYSIWYG tool. WYSIWYG tools (pronounced "wiz-ee-wig") are editors that allow you to see
what the end result will look like while the document is being edited. The editor generates HTML code for you so you do
not have to learn HTML in order to format text in the way that you want. It is important to note that the
RedDot

Text Editor

is designed to format large blocks of text but it is not designed to create entire webpages like Macromedia Dreamweaver
or Microsoft FrontPage.
RedDot CMS
is a content management system which serves a different purpose than a tool
designed exclusively for building websites.

Once you open the
Text Editor
you can enter text with formatting, styles, links, images and tables and see what it will look
like while you work. You can also copy-and-paste text from your word processor, a webpage or practically any other
application that contains text or HTML. Copy the content from the source location and paste it into the
Text Editor
by
pressing Ctrl-V or by clicking the paste button
in the tool bar.

NOTE
Sometimes you are only able to paste plain text without preserving the original formatting. The
RedDot
paste button
usually helps to prevent this problem.


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Text Formatting
The toolbar of the Text Editor contains various formatting options. For example, we can make some text bold by using the
button.
Use your cursor to
select
the text that you want to make bold.

Then
click
the
button in the toolbar

The selected text is made bold.

NOTE
Most keyboard hot keys work in the
RedDot
Text Editor.

Inserting Links
It is also possible to create hyperlinks in the
Text Editor
. You can convert text into a link by selecting the text that will
become a link and clicking the globe Icon on the toolbar.



The
Insert/Edit Link
dialog window will open, allowing you to edit the properties of the link.




We can type the address in the HREF field to link to an external web site. (You must include “http://”).

To open the address in a new window,
enter
“_new” or “_blank” in the Target field.
Click
OK to save the changes and create the link.

NOTE
The link is not clickable in the Text Editor. You must close the Text Editor and test the link in your webpage.


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Other Options
There are many other possibilities in the
Text Editor,
including:


Inserting images
• Check spelling
• Creating and formatting tables
• Creating bulleted or numbered lists
• Changing text color
• Changing fonts
• Other text formatting

In general, to find out what a button does hold your cursor over it. A tool tip description will appear that tells you what the
button does. For more detailed information about the
Text Editor
and how to use the various formatting capabilities refer
to
RedDot
’s online Help.
Media Files and Images
Files including, but not limited to, PDFs, video or sound are called
Media Elements
. To edit a media element,
click
the
corresponding
Edit

RedDot
.

A media file can be either added or removed by clicking the
RedDot
. We want to add a file, so
click

Edit Element Content
.



We have two options:
Selecting an existing file

The files that are listed are files that already exist in this
Project
. We can preview any file by clicking the
Preview
link, in
the right column. We can select a file by clicking the file name.

Or:
Selecting a file from your computer
To select a file from your own hard drive,
click
:



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This will open another window where you have to enter the path and filename of the image on your hard drive. Instead of
typing the path and file name we can click the “Browse…” button to select a file.



Locate the file you want to connect and
double-click
the file name. Or, select the file name and
click
Open.



The path and file name of the file are shown in the form.
Click
OK again to upload the file.



The dialog window closes, and the file you selected will now appear in the list of files located in the
RedDot
database.
You can use the file as content on a webpage by clicking the file name to select it and clicking OK to insert it into your
Page
.

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Asset Manager
The Asset Manager can contain many types of files but it is most often used for images. All files that you upload into
CMS

are stored in a database. In the
RedDot
interface, these files are managed in folders that can be configured to appear as
lists or thumbnail views. Non-image files are normally stored in standard file folders which display files in a list format.
Image files are normally stored in an
Asset Manager
type of folder. Asset Manager folders will enable you to see
thumbnail views of files as well as metadata.
CMS
will automatically generate thumbnails for each image that you upload.

You will most often use the
Asset Manager
when you are editing image content via
red dots
. It is possible to view the
contents of
Asset Manager
folders by clicking the
Asset Manager
button in the
Left Menu
.



You can see a thumbnail and built in metadata or custom metadata by clicking on the file name below the thumbnail.



If the image that you would like to use is not currently in the
Asset Manager
, you can upload the image in a similar manner
that you would if it was a media file.
Click
Select file from local file system above the thumbnails to browse and select an
image from the local file system.


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You can preview images by
clicking
on the thumbnail image in the left panel of the dialog window.
Click
the file name
below the thumbnail to select and view information about the selected file, which appears on the right side of the dialog
window. You can see information about the file size, dimensions, original author and date of upload. If you do not see
metadata in the upper right panel or the thumbnail is not correct, you can
click

Refresh Thumbnail and File Information
to
update the thumbnail image and data. You will see a refreshed view of the image thumbnail and an updated set of
metadata.



In addition to refreshing the thumbnail and file information, you will see a number of other links in the lower right panel.

It is possible for you to crop images in the Asset Manager by
clicking
the Crop Image link. This opens a dialog window
that shows the image framed with an outline that can be dragged to set a visual cropping area. You have the option of
overwriting the old image or typing a new file name that
CMS
will assign to the new file that is generated with the new
dimensions. Cropping images in the Asset Manager is not a precise method of editing images. It is only intended for
visually editing images to approximate dimensions. If pixel perfection is important you should use an external editor such
as Adobe Photoshop.


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You can update the file if changes were made outside of
CMS
. This will prompt you to upload the changed file. The file
names must be the same in order for the new file to replace the old one.



If you do not need a thumbnail view of a file or if you would like to see the files in a list, you can switch views between
thumbnails and a list by clicking the
List
or
Thumbnail
links at the top of the left panel.


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In time, you may have hundreds of images in the Asset Manager. Therefore you need an easy way to find what you are
looking for. At the top of the dialog window, you can search for files by file name, original author or the last editor. This
will help you to locate images. Wildcard characters are supported in the search field.




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If you have multiple folders to work with you can switch you view to the other folder by clicking the
Switch Folder
link at
the top of the left panel.



NOTE
Remember that other users will be using these assets in their webpages. Modifying an image in the
Asset Manager
will
affect every
Page
that uses this image as content. Make certain that you will not adversely affect other parts of your web
site when making these types of changes.
Page Menu
The
Page

Menu
is the gray menu that appears at the top of an open
Page
. It is only visible if a
RedDot

Page
is open for
editing. These links allow you to act on a
Page
in various ways. Each of these buttons will be explained in this section.



NOTE
In some cases, you will notice that the links are gray and you are unable to click them to access their features. Gray links
indicate that you do not have permission to access that function for this
Page
.

The following is a description of some of the things you can do with this menu:



The Properties button will allow you to edit properties on
Pages
in
CMS
. This dialog window will allow you to modify the
Headline
of a
Page
, which is the non-unique name given to
Pages
in
CMS
. Each
Page
in
CMS
must have a
Headline
,
which can optionally be displayed as content. You can also edit the name of the published webpage by entering a value
into the File name field.



The Actions dialog will allow you to perform various actions on
Pages
. You can preview
Pages
, publish
Pages
, submit
Pages
to
Workflow
, edit content elements in a form, delete
Pages
, replace the
Content

Class
with another one or use
plug-ins. Plug-ins are used by administrators to extend the functionality of
RedDot CMS
. They can do just about anything
so a specific explanation is not practical.


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This menu will allow you to schedule the appearance of
Pages
. You can control when webpages are visible on your live
website based on a predefined time. This is especially useful for time critical content like daily news stories. You may
want today’s news to be displayed for one day.
CMS
will publish
Pages
on the date that they are supposed to appear and
that
Page
will remain on the live webpage until the scheduled removal date. At that time,
CMS
will publish without the
Page
that was scheduled for deletion.



Keywords in
RedDot CMS
is used to enter descriptions for
RedDot

Pages
. They are not the same as keywords that
describe webpages for search engines. You use them by assigning keywords to
Pages
. You can then define keyword
linking on
MultiLink

RedDots
by clicking the
red dot
. The result will be that all
Pages
with the same keywords will be
connected to the
MultiLink

RedDot
.



Notes is used to communicate information about
Pages
to other users. You may make comments about
Pages
by
opening a
Page
for editing and opening the Notes dialog. Notes may also be visible in the
Workflow
process. If an
approver rejects a
Page
, they can type in notes that explain the rejection. The person editing content can make the
requested changes based on those comments. If you click the
Notes
button and do not see anything, the
Administrators

have not created a note for that
Page
. You may not be able to edit notes depending on permissions that have been
assigned by your
Administrators
.



Status is a dialog box that contains information about the
Page
. You can see general information that helps to identify the
Page
and the status of the
Page
in the
Workflow
process. The
Page

Lock
section shows who is currently editing the
Page
. This is blank if the
Page
is in the
Workflow
of another
User
. You can see when
Pages
were last changed and who
is responsible for those changes. You can see where
Pages
will be published in the
Publication settings
section. If you
are not sure why your content changes are not showing up on your live website you can check the status of the
Page

here. It is likely that your
Pages
have not been published either because the scheduled publishing job has not yet run or
your content edits have not been approved.
Edit Elements via Form
If you
click
the Actions link a menu opens with other actions related to this
Page
.

Click
Edit Elements via Form .




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RedDot
will open a form with all of the content elements in the opened
Page
.



You can use this form to edit all or most of the content in the
Page
, instead of clicking the
red dots
. For some of the
elements you must click the
button next to the form field. That is because some elements require a special dialog in
order to select the content (such as the media files or a text element that requires the
Text Editor
).

Click
OK when finished editing content. Or, if you haven’t changed anything, you can
click
Cancel.
Changing Page Order
There are some areas where multiple
CMS

Pages
can be connected. These areas are designated by the
Multilink red dot

. If there are multiple
CMS

Pages
connected in a multilink area, you can usually change the order of the
Pages
by
clicking the
Multilink red dot
.

After clicking the
red dot
, a menu opens with several options.
Click
the link named Edit Page Order.



NOTE
You may not always see the Edit Page Order option when you click a multilink. If you don’t see that option then it is not
possible to change the order of
Pages
in that area.


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After selecting Edit Page Order, you will see a list of the
Pages
that are connected to this area. To move the selected
Page
to a different position, we must use the four buttons to the left of the list. The following is a description of each
button:

Moves the selected
Page
to the top of the list

Moves the selected
Page
up one position

Moves the selected
Page
down one position

Moves the selected
Page
to the bottom of the list

When the popup window closes, the webpage is refreshed then we can see that the
Pages
are now in the order that we
selected.
Disconnecting a Page
Just as you might want to change the order of
Pages
that are stacked in the same area, you might also want to
disconnect a
Page
.

This is very similar to changing the sort order:

Click
the multilink dot
that corresponds to the area where the
Page
is connected

Click
Disconnected Pages from List



In the window that opens,
select
the
Page
or
Pages
you want to disconnect, then
click
OK.

After you
click
OK, the selected
Page
(or
Pages
) is disconnected from the list.
Scheduling Pages
You decide when
Pages
will appear on your website by defining a Linking and Appearance Schedule for the
Page
.
Click

the Linking menu to open the Edit Linking/Appearance Schedule dialog window.
Click
the clock icon on the right side of
the dialog window to define the dates that you would like the
Page
to appear on your webpage.
Click
the
button to
open the calendar for the From and To calendar. You can select the date and type in a value for the time in each field.
When the webpage is expired, a publishing job will run and the
Page
will not appear on the live website.

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Searching for Pages
You can search for
Pages
in
CMS
by clicking the Search link in the
Left Menu
. You can search for text in documents,
Content

Class
,
Page

ID
,
Creation

Period
, and
Alteration

Period
. Since you may have many results in the search, you can
restrict your search results to a maximum number of results.
Click
Start to initiate the search. You can preview
Pages
by
clicking the link on the right side of the dialog window. Clicking the name of the
Page
will load that
Page
into the
SmartEdit
work area.


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Workflows
What is Workflow?
Workflow
refers to the approval process of
Pages
that are created or modified. Whenever a new
Page
is created, or
when an existing
Page
is modified, it may need to be approved before it gets published to your website.
Triggering Workflow
Workflows
can be triggered by many actions that occur in
CMS
. Most often,
Workflows
are triggered when you make a
change to a
Page
or create a new
Page
. When you are finished making changes, you need to submit the
Page
into
Workflow
, so that it can be approved. To do this, you need to use the
Tasks Menu
.
The Tasks Menu
Each content contributor needs to monitor the tasks to make sure that created and modified
Pages
are sent to the
Workflow
so they can be approved and published.

Please note that there may be a small delay after editing a
Page
before the
Tasks
button text turns red. However, the
Page
will be in
Workflow
and can be accessed even if the Tasks button is still white.

Select the
Tasks
button to open the
Task Menu
.
Pages Saved as Draft



When you create a new
Page
, or edit the content of a
Page
, the
Page
has the status of
Saved as Draf
t. This means that
the
Page
is still in your workspace, until you decide that you are finished making changes, and you are ready to submit it.

When a
Page
is
Saved as Draft
, you are the only person who can see the changes that you made. It will remain
Saved
as Draft
until it is submitted to
Workflow
.
Submitting a Page to Workflow
In the Tasks Menu,
click
the link
[Number] Edit Pages
to see your list of your
Pages
that are saved as draft, and need to be
submitted to
Workflow
.




We can submit
Pages
to
Workflow
by clicking the
icon to the right of it.


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(If there are multiple
Pages
, you can submit several all at once, by selecting the checkboxes next to each
Page
, then
clicking “
Submit selected Pages to Workflow
”)

After the
Page
is submitted to
Workflow
, it is now in the hands of someone else, who is responsible for releasing the
Page
.
Preview, Redlining Preview and Undo Changes
Before submitting a
Page
to
Workflow
, there are some other possible actions:

Preview the
Page
. This will show a preview of the
Page
in a popup window.

Preview in
Redlining Mode


Redlining Mode
shows you the changes that have been made in the page. Content that was removed is show in red
strikethrough. Content that was added is shown in green highlight.

Undo Changes. Use this if you change your mind, and you want to abandon or cancel the changes you made. The
Page
will go back to the way it was before you made the changes, and it will no longer be
Saved as Draft
.

My Pages in Workflow
After you submit a
Page
to
Workflow
in the
Pages

Saved as Draft
area of the
Tasks Menu
,
click
the
button to
go back to the main
Tasks Menu
.

You might see an entry that says
My Pages in Workflow
. This refers to
Pages
that you submitted to
Workflow
, and are
now waiting for approval by someone else. It will stay there until it is approved or rejected by the responsible person.

After you submit a
Page
to
Workflow
, if you change your mind (maybe you want to make more changes to the
Page
), you
can pull it back to your workspace, as long as it is still waiting for approval. To pull a
Page
back and reset it to
Saved as
Draft
, view the list of
My Pages in Workflow
, then
click
the
button next to the
Page
.
Pages Waiting for Correction
If you submit a
Page
to
Workflow
, the person who is responsible for approving the
Page
has the option of rejecting it. If
the
Page
is rejected, it will be sent back to you, you will see
Pages Waiting for Correction
in your
Tasks Menu
.

You need to make more changes to the
Page
. After you make more content changes, it will appear under
Pages Saved
as Draft
, and you can submit it to
Workflow
again. If a
Page
is waiting for correction, you cannot simply re-submit it to
Workflow
. You must make more changes first.

Your
Tasks Menu
might have a note next to the
Page
with comments from the person who rejected it. If necessary, ask
the person who rejected to give you more feedback.
Content Approvers
If you are someone who is responsible for approving content that was edited by other people, after a
Page
has been
submitted to
Workflow
, it will appear in your
Workflow
tasks queue, indicating that you need to approve (release) the
Page
.

If your tasks menu has an item that says “
Pages
waiting for release”, there is at least one
Page
that was submitted to
Workflow
by someone else, which you must approve before it will be published.


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Home Page View:


Tasks Button View:


Click
the link indicating the number of
Pages waiting for release
to see the list of
Pages
. In this example,
1 Edit Pages.

The resulting screen tells you for each listed
Page
:

• The person who submitted the
Page
(“author”)
• When the
Page
was submitted (“Changed: 11/5/2004 6:02:28 PM”)
• The number of users who must release it (in this case 1)
• The user or group who is responsible for releasing it (“Admin”)




You can take the following actions from this dialog window or directly from your
Home Page
:

Preview the Page

This will show a preview of the webpage in a popup window.
Preview in Redlining Mode
Redlining Mode shows you the changes that have been made in the
Page
. Content that was removed is show in red
strikethrough. Content that was added is shown in green highlight.

Release the Page
If you approve of the changes, you can click this icon to release the
Page
.

NOTE

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It is possible to select and release multiple
Pages
simultaneously.


Reject the Page

If there is something you don’t like, you can click this icon to reject the
Page
. You might be prompted with a comment
field to enter a reason for rejection. It will be sent back to the author for further correction. Depending on how the
Workflow
was configured, the original author may receive an Email notification about the need for correction in addition to
the notification that appears in that person’s
Workflow
tasks queue.

Edit the Page yourself
.
If you want to make changes to the
Page
yourself, rather than send a rejection to the author, you can click the
Page

headline to open the
Page
in
SmartEdit
. You can click RedDots to make changes. The
Page
will then revert to draft
status in your Tasks menu and you must submit it to
Workflow
again so that it can be released.


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Translation Editor
What is the Translation Editor?
If your website has more than one language version and you are designated as a translator, you can use the
Translation
Editor
features to easily manage multilingual content. Content is generally developed in one language and then translated
into others. The
CMS Translation Editor
is a special interface that allows translators to efficiently target content that
needs to be translated from one language to another. The
Translation Editor
also allows translators to view the original
language content and the translated language content within a single window.
Using the Translation Editor
Clicking the
Translation

Editor
option in the
Left

Menu
will open that translation interface.



This interface begins with the Control Center.




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The Control Center shows all the
Pages
that require translation. Configuring the options in the Display Filter area can
filter this list of
Pages
. You can limit your list of
Pages
based on
Page
status (new, changed, rejected) and content class.
You can also sort the results and limit the number displayed.



The Pages Waiting for Translation area displays the
Pages
that are available to be translated.



Selecting the name of the
Page
will open the
Page
so that the contents can be translated. The other icons each perform
different functions:

This opens a preview of the
Page
.

This determines that the
Page
will not be translated. This means that the
Page
will stay as it is currently in the
translated language. If it is a new
Page
, this means that the
Page
will not exist in the translated language.

This approves the
Page
for the translated language. This is the equivalent of submitting the
Page
to
Workflow
.

To begin translating content,
select
the name of the
Page
.



This opens the
Page
for translation.

The opened
Page
will contain a flag dot for each piece of content that can be translated.


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Selecting this dot will open the corresponding Text Editor interface. This interface consists of a split view. The top portion
is the original content. This cannot be edited. It automatically has
Redlining
enabled, which will show the most recent
changes to the content so that you know what needs to be translated.



New content will be highlighted in green. Removed content will be crossed out in red.




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The bottom portion consists of the content for the current language that you are translating into. You can enter any
content in here and it will become the content for this language.



Save the content as with any other type of editing.

NOTE
This interface will look different for different types of content, but it will function the same way. Anywhere that translation
is possible you will have this split view.

You can return to the Control Center at any time by selecting the
Translation Editor
link in the
Left

Menu
.


Once the translation is complete, you can approve the work you have done with the
icon.


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After your translated
Pages
have completed any required
Workflow
processes, the
Page
will be published.

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