Sitecore Content Editing Guide 1 5/17/2013

Sitecore Content Editing Guide E-mail sitecore@esri.com with any questions

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Esri’s newly-implemented Sitecore content management system (CMS) enables content creators to directly create and modify web pages, mostly without the need for programmer intervention.

When you have been set up on the new system, you will be provided a logon ID, an initial password, and a link to Sitecore, which is web-based. It is recommended that you access this site via Google Chrome.

The range of actions you can take within Sitecore is based on the role(s) you have been assigned. There are two main roles for content creation:

• Authors, who create and modify content.

• Approvers, who ensure that the work is complete and up to all standards, and release it into production. Approvers also have all the abilities to create and modify content that authors do.

This document is arranged by the two role types, and will guide you through the Sitecore functions that you will perform most often in the course of your work.

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AUTHORS’ ACTIONS

Modify a Page

• Navigate to the page you want to modify—either via a link, or by navigating through the site directory in the left-hand column of Sitecore, as shown below.

• Lock the page by clicking on the text that says “Lock and Edit.” This creates a new version of the page that is checked out to you, to prevent other users from making conflicting modifications to the page you are working on.

• Modify current values of the page by scrolling down to the value you want to modify, then double-clicking on it. This will open up an active window, as shown in the following illustration:

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• Insert your cursor into the area you want to modify, and make modifications in essentially the same way you would in Microsoft Word or any other word processor.

o Note that a section of the text has been italicized by highlighting it and clicking on the same icon that is used to indicate italics in Word.

o Note also that Heading 2 has been selected as the format for the subheader entitled “Prologue.’ Selecting a format from the dropdown list ensures that your page will be formatted in the appropriate manner.

• When you have made your revisions to the content area, click the Accept button at the bottom of the window:

Check Your Work

To check your work as it will appear when formatted for the Web, go to the Sitecore menu bar and Select Publish, then Preview:

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You will see the revised material as a Web user would see it. If you want to make modifications from within this view, change from Preview to Page Editor in the sub-menu, then click in the area you want to change and overtype a value. In the example below, the main page heading has been changed from “page1” to “Page the First.”

NOTE: If you make any changes while in the Page Editor, be sure to click the Save icon in the upper left-hand corner, as indicated by the arrow above.

When you have finished making all your changes, check the page back in by selecting Review from the top menu bar and Check In from the sub-menu below it, as shown in the illustration below:

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Submit for Approval

When you are satisfied that your work is ready to be reviewed for publication, select Review from the top menu bar, then select Submit from the sub-menu beneath it:

Enter a brief comment summarizing your changes in the dialog box that appears, then click OK.

You will receive an automatically-generated e-mail like the one below:

Forward this e-mail to the person whose approval is needed in order for your changes to be published.

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APPROVERS’ ACTIONS

As an approver, you have all the rights of an author, plus additional ones that enable you to promote a page to production, return it to the author for changes, or make the changes yourself and then promote it.

Automatic Notifications

You will be notified via a forwarded e-mail like the one below when a page is ready for your review:

Clicking on the first link will enable you to see the fully-formatted page, but in a read-only mode that is outside the approval workflow.

Clicking on the second link and pasting in the value shown below it takes you to the same page fully within the workflow, where you can approve or reject it, or apply your own changes directly. You can also see the page in fully formatted mode, by selecting Publish from the topmost menu bar and then selecting either Preview or Page Editor.

Identifying Specific Changes

You can have Sitecore highlight what is different about the version of the page you are reviewing. To do this, select Versions from the topmost menu bar, then select Compare from the sub-menu:

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In the one-column view that initially appears, text that has been added is shown in green, and text that has been deleted is shown in red with strikethrough marks.

You can also select a two-column view, which displays the new version on the left, the old version on the right, and any changes in blue, as shown below:

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Note that when you are in the version comparison function, you are in view-only mode, and you can neither make updates nor approve changes. To exit the version comparison function, either click the X in the upper right-and corner of the window, or click the OK button at the bottom of the window. Clicking OK does not mean that you have approved the changes.

Approve or Reject a Page

When you are ready to make a decision on the page, select Review from the topmost menu bar, and then click either Approve or Reject in the sub-menu beneath it:

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Reject

If you click Reject, a dialog box will appear for you to enter your comments on why the page is not yet ready for production:

Click OK, and an e-mail containing your comments will automatically be sent out to the author. After making the required changes, the author will re-submit the page for your approval.

Approve

When you are satisfied that a page is ready to be published, click the Accept button, and two things will happen:

• The page will automatically be moved to production.

• The author will receive an automated e-mail like the one below: