Content Management System (CMS)Training

Lucy.anderson@rch.org.auExt: 55229Educational Resource CentreUpdated: 15 September 2015

Getting helpThe fastest way to get help is to email us at:web.help@rch.org.au •there is also a link to the email addressed in the footer of every page on the website•The is a ticketing system in which all webteam employees receive and respond to help requests. All requests and tracked by the system negating lost correspondence•Please DO NOT email specific webteam personnel - results in response delays and lost emails

When sending a webhelp ticket request please include:•The address of the page (URL)•Exact instructions as to what you need help with•If you don’t use an email signature, please include your phone extension number

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More helpful stuffThe next best source of helpful information is:

http://webhelp.rch.org.au/home•CMS training and help modules http://webhelp.rch.org.au/forums/20199673-CMS-training-and-help-modules•CMS editor quick reference guide http://webhelp.rch.org.au/entries/67474740-CMS-editor-quick-reference-guide•RCH web content guidelines http://webhelp.rch.org.au/forums/20196927-RCH-Web-Content-Guidelines•Create a webhelp ticket request to get assistance from the webteam http://webhelp.rch.org.au/tickets/new

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The CMS has two copies 1. webedithttp://webedit.rch.org.au

•All changes you will make are done on webedit•You must log in to webedit before you can make changes•Changes viewable immediately

2. wwwhttp://www.rch.org.au

•We call this the “live server”•Changes cannot be made to the live server•Log in to webedit to make changes•Every hour, on-the-hour, the live server is synchronised with webedit. This is when all published changes will appear on the liver server

Please wait until 10 minutes past the hour to see changes “go live” onto www

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Chrome or Firefox only

• Google Chrome should now be available on all RCH computers.• Firefox is ok too• IE is still required for clinical applications but

should not be used when making changes to the CMS

• If you don’t have Chrome, Call IT (56277) and give them your 5 digit IT number.

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Authors and PublishersAuthors:•Can make changes to content, pages and to the library•Will see a ‘Submit’ button when in the editor•Changes WILL NOT automatically sync to the live server•Must use the ‘Submit’ button in the editor to send changes for approval to Publishers. Once approved, changes will go live in the next hourly sync

Publishers:•Can make changes to content, pages and to the library•Will see a ‘Publish’ button when in the editor•Changes will automatically sync to the live server every hour

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Where to log in to webedit?1. Look for the link ‘webedit’ in the footer of any page of the RCH website:

2. ‘CMS Login’ link in the footer of any page of the RCH website:

3. Enter your regular computer log in credentials:

For video tutorial – CMS Loginhttp://webhelp.rch.org.au/entries/21384706-1-CMS-Login

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Sandbox website

• Sandbox is a dummy department in the CMS that everyone can access to practice

• http://webedit.rch.org.au/sandbox/• You must be logged in to webedit

It’s ok to break things in the

sandbox

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21,457,380 Page views in 2014(14,115,910 external views)

Everything on our website represents the whole hospital9

Formatting is very importantThe less you try to format your page, the better the website will look

•Use heading hierarchy in order of importance•Heading colours are set automatically – do not try to change the•Font is set automatically – do not try to change it•Dots point, numbered lists, red text are all styled automatically – do not try to change them•Don’t go over board with emphasis. If everything has emphasis then nothing stands out, ie, limit the use of:

• Bold, underline, italics, red text, capitalisation•Please do not type in capital letters. Heading have 4 levels to chose from, H2, H3, H4, H5. Please select one of these depending on the heading’s importance within your text•Please do not centre align anything. If there is a serious need for this, please contact web.help@rch.org.au to explain the necessity and we can assist you.•Please do not use the ‘&’. The full word ‘and’ should always be spelled out in full•Please spell the full words Telephone and Facsimile on contact pages and do not use a colon after them•Use a lower case ‘t’ when abbreviating to ‘the RCH’ •Use a capital ‘T’ when spelling out the full name ‘The Royal Children’s Hospital’.

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How to edit content1. Click switch to view slider2. Click ‘Content’ button3. Hover your mouse over the content and click the

three lines in the top-right corner

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Format tab• Bold• Italics• Hyperlink

• To page in CMS• To external website

• List:• Number lists• Dot point list

• Right-align and left-align• Justify

• Subscript and superscript• Text and heading:

• Paragraph• Heading 2• Heading 3• Heading 4

• Red text (Alert)• Remove space between paragraphs (No space)

*Remember to click the little double arrow for more options if you can’t see the option you are looking for (circled in red)

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Insert tab• Link to library items• Embed media (video)• Insert table• Special characters• Hyperlink

• To page in CMS• To external website

• Email address link syntax:• mailto:lucy.Anderson@rch.org.au

• Horizontal line

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Using the library

Overwrite. Delete

• Library items:• Images• Word documents• Pdf documents• PowerPoint presentation

• Library items are always saved into and access from the ‘content’ folder. Make sure you are on the ‘Library’ tab

• Use overwrite to update files to new version• Must be same file type and have exactly the same

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Submit/publish/save/check-in

Submit: will save changes and send them for approval to the publishers (the publish button in this picture will say Submit instead of Publish)

Publish: will publish changes (only publishers will see this option)Save: will save changes. The content will remain in a checked-out state and

is locked to the userCheck-in: will save changes and check-in the content

block to break the lock so other users can make changes to it

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Content

Page

Page and content separation• Pages and content are separate pieces of the puzzle in the CMS• A ‘content block’ is everything inside the blue box. You can edit this using the editor.• A ‘page’ is everything else inside the red box. When you create a page you choose a title. The webteam are the

only ones who can change anything else on the page such as the left-hand navigation items, template colour and department name in the aqua coloured banner.

• Nothing else can be changed on a page. All pages on our website have the same header and the same footer

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CMS Content

Page Assembly

A ‘page’ and a ‘content block’ must be joined together to create a full website page

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How to get to the ‘workarea’

• The workarea is the backend of the website.• It is where new pages are created• It is where content is edited

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Creating a content block1

2a 3

4Locate your departments content folder from the list

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• Give content block a sensible title

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Creating a page1

2a

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Locate your departments pages folder from the list and choose the correct sub-folder to create the page inside

2b

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• It’s important to give pages a sensible title.This title forms part of the pages address and is hard to change.

• Make sure the “Content Searchable” box is ticked.

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1. Joining a page and a content block

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2. Joining a page and a content block

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• Locate your department folder• Select your content block by

double clicking.

• Create a new content block by clicking new

• Give the new content block a sensible title (usually the same as the page name)

• Click submit/publish

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3. Joining page and content block

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• Page title is now visible• Page and content block are now joined

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4a. Joining page and content block

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• We must give the page a ‘manual alias’

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4b. Joining page and content block

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• Copy this alias using Ctrl + c on your keyboard

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4c. Joining page and content block

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• In box number 18. paste the alias you copied in the last slide using Ctrl + v on your keyboard

• It should be in order:• Department-top-folder-name/sub-folder-name/preferred page name• ie:

• Sandbox/useful-information/this-is-a-new-page

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Document states[A]pproved, Checked [I]n, Checked [O]ut, [S]ubmitted

•If you do not see ‘Edit’ option in the content block or page menus then the page/content block•Must be in [O], thus locked to another user•The page/content block must be checked-in before anyone else can make changes

Pages and content should be in the “A”

state

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Questions...?

?

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