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CQ5 Training

Content Management System (CMS)

This system allows users without technical knowledge to update, manage and maintain sites. Though there are other content management systems currently being used on campus, Communiqu 5 (CQ5) by Day Software is an enterpriselevel CMS that offers: * Scalability * Centrally located hardware * Workow * Web-based * Integrated with LDAP * Campus Media Library

1 released: 01/10

Table Of Contents
CMS Basics
TOPIC Getting Started Browsers Login Welcome Screen Site Admin Screen Page / Folder Structure Parent Page Child Page Create A Page Site Admin Screen Dialog Open A Page PAGE 3

Edit Mode Sidebar Sidekick Components List Page Properties List Page Properties Layout Navigation Add Links to Nav Inheritance

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Common Components Adding Components OU Text OU Image OU Text / Image Reference Columns Additional Components Download OU Slideshow Random Image OU Table Title Asset Manager Add Metadata Activating a Page Activate a Page Start Workow Approve Workow

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GETTING STARTED BROWSERS:


Firefox 3+ is recommended

LOG IN:
1) Visit https://cq5author.ou.edu 2) Enter your 4+4 and Password If off campus, youll need to access the CMS through your VPN client. To download the client, visit the IT Store: itstore.ou.edu

WELCOME SCREEN:
1) Once youve logged in, you should see this screen. 2) Click on the Site Admin icon

SITE ADMIN ICON The Site Admin is where youll navigate through the CMS pages and open pages for editing

MEDIA LIBRARY ICON The Media Library is where youll store all images, PDFs and other digital assets you use in your site.

SITE DEVELOPMENT ICONS These icons are used by the development team to manage the CMS. You shouldnt need to access these areas of CQ.

SITE ADMIN SCREEN


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PAGE/FOLDER STRUCTURE PARENT PAGE:


The Parent Page will show a + next to the page icon in the left pane when collapsed. When you click the + it will show its children pages expanded in the left pane. If you click on the page name or page icon, its children will also display in the right pane.

CHILD PAGE:
Children are the pages that sit below a parent. Children can also be parents to other pages. For example, Resources is the child of OU Web Communications, but also the parent of How To.

CREATE A PAGE SITE ADMIN SCREEN:


1) Select the parent folder in the left pane so that its children display in the right pane. 2) Click New. 3) Click New Page.

DIALOG:
1) Enter Title - this will display as the Left Navigation title. 2) Optional: Name - If the eld is completed, this will display as the name in the URL after the /. Otherwise, the Title eld will be used example: http://www.ou.edu/college/test -vshttp://www.ou.edu/college/test_page 3) Choose generalOUTemplate. You may see fewer/different options for wireframes than you see in this example. Also, some sites created before Aug. 2009 will use the Wireframe Template. 4) Click Create. 4

OPEN A PAGE
The page now appears in Site Admin. To open Test Page: In the right pane, right-click Test Page and select Edit OR In the right pane, double click Test Page OR In the left pane, double click Test Page The current window will now change to the Edit window for Test Page

EDIT MODE
In Edit Mode (or view), you can add, move and delete content, activate and delete a page and much more. This next section will discuss the options available.

EDIT MODE SIDEBAR:


The sidebar consists of assets you can drag and drop onto your page. Youll most likely use the Image and Document tabs the majority of the time.

Images: displays the 30 most recently uploaded images Documents: displays the 30 most recently uploaded docs Flash: displays the 30 most recently uploaded ash les Pages: displays the 30 most recently created pages

Paragraphs: not yet tested

Tree: can search for content by manually lling out the content path

Clipboard: displays a list of most recently copied content

NOTE: the sidebar only displays the last 30 images uploaded to the Digital Asset Manager. If the image you want isnt showing, you can search for the image in the sidebar search box. To display more than 30 at a time, include limit:50 after your search term. This will display 50 items. ex: OU limit:50

SIDEKICK:
The sidekick oats on top of your page and holds components, properties and other edit functions. This is also where you can select the view or edit modes and navigate back to the site admin screen. Components: displays components available for the page Page: Manage page properties such as title, meta data, etc. Lock: Lock page so that no one else can edit while you are Versions: Create versions and roll back to previous versions Workow: Send a page through workow You can hide the Sidekick by clicking this arrow Help: This is generic help for CQ5 and not yet customized for OU. Edit Mode available only to developers Preview Mode Live Copy Status: not yet tested Site Admin Screen Refresh Page

VIEWS / MODES

COMPONENTS
General components section heading.

Download: select a le for download a le type icon will automatically be added.

Image: add an image to a page include captions, titles, links and more.

Slideshow: create a slideshow similar to that on the OU home page.

Text: add text to a page - add titles, Htags, links and more.

Text / Image: add text AND one image.

Random Image: displays a different image upon refresh of the page.

Reference: point to content on a different page in the CMS and display it on the current page. Content updates everywhere when updated in the original location.

Table: display data in a tabular format.

Title: display the page title as text on the page.

Columns: section of 2 and 3 column layout options.

PAGE PROPERTIES
Page Properties: change title, URL name, page structure, etc. Delete: delete current page. Activate: activate current page (if user has permissions). Lock Page: lock a page so others cant make changes while youre working in it. Show References: see what other pages refer to content in current page before changing or deleting the page.

PAGE PROPERTIES:
1) In the sidekick, click the page properties tab. 2) Click, Page Properties. 3) Select the correct tab: In the Global tab you can change the Title Tag, hide the page in navigation and more. In the Layout tab you can add or remove a right column on your page. Other layout options are available as well, but require changes to the CSS as well.

LAYOUT TAB:
To add or remove a right column: 1) Select the Layout tab in Page Properties. 2) Under Toggle Right Column Appearance you can select either No right column or Right column displayed

NAVIGATION
The left & horizontal (also called audience nav) navigation are automatically generated based on page structure. Child pages will display in the same order in the site navigation. To reorder the left navigation, simply select the page in right pane of the Site Admin screen and drag to the appropriate place. Horizontal Navigation (or audience navigation) pages are stored in a separate folder.

ADD LINKS TO NAVIGATION:


Because navigation items are created automatically based on the children pages, sometimes you need a way to create extra links in the navigation manually. To do this: 1) In the Site Admin screen, click on the Parent page in the left pane and select New > New Page in the right pane. 2) Complete the Title eld and select the Redirect Template. 3) Open the page and click on Page Properties. 4) Select the Advanced tab and nd the eld Redirect Target. 5) The is deceiving - you cannot use this to navigate. Instead: a) Either paste in an external URL -or, to link to internal pagesa) Type /content/ b) Find your top-level folder from the list CQ nds and select. c) Type another / and nd the next folder in the path. Continue with this until youve selected the desired page.
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INHERITANCE
Because you may want to share some common elements across a site, some sections of the template allow for inheritance. Global Header - mandatory across all ou.edu sites NOTE: in future releases, only Owners will have the ability to enable and disable inheritance across a site. This layout is a good example of a wireframe. The Right Column (if activated) also has an inheritance section. In each of these sections, you have the choice to: Disable ability for child pages to inherit the content in that section. Toolbar or Header - available for audience nav (optional) or header 1) Click Edit in the top blue bar of the section. 2) Check to Cancel Inheritance.

Header - likely the same across your entire site (this site does not use a header here)

Left Content - Top section of left column can inherit, bottom section cannot Main Content - the majority of content should be created here

Disable the inheritance of content from a parent page. 1) Click the Edit button in the second blue bar of the section. 2) Check to Disable Inheritance.

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COMMON COMPONENTS
Components are containers for specic types of content you can add to your page. For example, by adding the OU Text component, you can add text in to that container (or component) on the page. There are some components youll use more often than others. Well discuss the remaining components in a later section.

ADDING COMPONENTS:
To add a component to your page: In the Sidekick, rst make sure the General header is expanded by clicking on the + (except for columns - addressed later) and then either: Click on the desired component in the Sidekick and drag and drop it to the outlined area of main content, Drag components or assets here. -or- Double click on the Drag components or assets here box and select the desired component.

To select components - click once (it will outline in orange). Then you can double click to edit or click the orange outline to move the component around the page.

OU TEXT:
To include text on your page, add the OU Text component. 1) Click on the text icon in the page to select and then double-click to open a Rich Text Editor. 2) The Rich Text Editor offers the following options to edit text: Title (H1): styles content as a title and attaches an H1 tag which helps with search engine optimization and page hierarchy.

Bold Italics Underline Align Text Left Center Text Align Text Right

Hyperlink Unlink Anchor Bulleted Text Numbered List Decrease Indent

Increase Indent Special Characters

Subtitle (H2): styles content in a smaller text size than Title and attaches an H2 tag. Byline: styles content in a smaller text size than Subtitle and attaches an H3 tag. CSS ID: some sites require CSS for specic paragraphs. To edit text after its saved, double-click text and the Rich Text Editor will reopen. 11

Add style to text

OU IMAGE:
To include an image on the page, add the OU Image component. 1) Click on the image icon in the page to select (it will outline in orange) and then double-click to open the Image Dialog 2) In the Image Dialog, you can either: Drag and drop an image that has already been uploaded to the asset manager from the sidebar (recommended). NOTE: the sidebar only displays the last 30 images uploaded to the Digital Asset Manager. If the image you want isnt showing, you can search for the image in the sidebar search box. To display more than 30 at a time, include limit:50 after your search term. This will display 50 items. ex: OU limit:50 To search for assets within a particular folder, enter: /content/dam/ Into the sidebar and then select your departments folder. You can enter another / for a selection of children folders.

Or, double click the icon in the dialog to upload from your computer. This option is not recommended as it means you can not use this image in other areas of the site.

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3) Once an image has been dropped in to the dialog, you can create a link, crop, rotate and clear: a. To add a hyperlink to an image: i. ii. Select Map Image Map Tools will open above the image. To select the entire image, click Rectangle and draw a selection box around the entire image. In HREF click the down arrow to link to a page within the CMS or paste in an external URL. v. To edit the image map later, select Map in the lower left corner of the image tab and select Edit. You can click on the map to select and make changes b. Crop: select the portion of the image you want to display on the page (does not keep aspect ratio). Resize: In the Advanced Tab you can resize with aspect ratio by setting either height (left eld) or width (right eld). 4) Set Alt Text in the Advanced tab. NOTE: If you have a description set in the Asset Manager you do not need to enter alt text. If the Alt Text, Title or Description (in the Asset Manager) are not set, an error will occur when you publish the page.

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OU TEXT / IMAGE:
Use this component if you want text and and image to display in the same paragraph. 13

REFERENCE:
Use this component to borrow content from other pages in the CMS (either in your site or from another site in the CMS). When content is updated in the original location, it will also update here. 1) Click on the icon in the page to select (it will outline in orange) and then double-click to open the Reference Dialog 2) Click the arrow to navigate through pages in the system. 3) To select the content to reference, select the page in the left pane and click on the piece of content to reference in the right pane. Click Select. The content will display on your page using the CSS (styling) for your site.

COLUMNS:
Use this option to add columns to the main body of your page. 1) To add the Columns component, you have a couple of options: Click on the Columns header + to expand the column options in the Sidekick and drag and drop either 2 or 3 Columns it to the outlined area of main content, Drag components or assets here -or- Double click on the Drag components or assets here and select 2 or 3 Columns from the menu 2) A Start, End and two (or 3 if you chose the 3 column component) component areas will be added to the page. To dene the width of the columns: Click Edit and use the dropdown box to select the appropriate percentages. 14

ADDITIONAL COMPONENTS
These components are available under the General header.

DOWNLOAD:
Use this component to offer a le download. A generic icon will be used for the le icon. Future releases will include le type-specic icons. 1) Click on the Download icon to select (it will outline in orange) and then doubleclick to open the Download Dialog 2) Enter a Description (optional) 3) Drag the asset to be downloaded from the Sidebar in to the File eld 4) Enter a Display Name which will be used as the hyperlink text 5) Click OK In your version, a le icon will display in place of the asterisk.

OU SLIDESHOW:
This component will add a news slideshow to a page similar to that on the OU home page. Slides include an image, title, description and link. 1) When you drag the OU Slideshow component to the page, youll see a blank slideshow. Double click the blank slideshow to edit. 2) To create a slide, drag an image from the sidebar to the image area. Make sure your images are sized to t the slideshow. Otherwise, the image will stretch to t. 3) Add text to the Title eld in this format: Title:Description

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4) To add more slides, click Add in the top right corner. Known bug: In the event a blank slide is added, navigate to the slide through the dropdown arrow, add an image and then remove the slide. Known bug: At this point you cannot re-order slides 5) To remove a slide, navigate through the slides using the dropdown arrow and then click Remove.

RANDOM IMAGE:
Add and delete slides the same way you would with the OU Slideshow component. The only difference being you do not need to enter description or links.

OU TABLE:
Use the table for only tabular data. 1) Click on the OU Table icon to select (it will outline in orange) and then doubleclick to open the Table Dialog 2) Add sufcient columns and rows and begin adding text. 3) You can also right click on the table for more editing options 4) Click OK

TITLE:
Adds titles to the page. 1) Once youve dragged the component to the page, double click to edit. 2) Either enter specic text or leave empty to use the page title. 16

ASSET MANAGER
Also called the Media Library, the Asset Manager holds all your digital assets such as images, PDFs, etc. Its best to determine a structure for your Asset Manager in order to keep assets organized. To upload assets: 1) In the Site Admin screen, click the Asset Manager tab. 2) Navigate to the folder where you want to store the asset and click New > New File You can only upload one le at a time in to the Asset Manager. However, a multi-upload option should be available spring 10 3) Browse locally for an asset to upload. Remember you must Activate digital assets.

ADD META DATA (ALT TAGS):


All assets must include an alt tag when used on a page. You can set this each time you use the image or you can ll in this information once and store it with the image in the asset manager. 1) In the Site Admin screen, click the Asset Manager tab. 2) Navigate in the left pane to the folder containing assets youd like to edit 3) In the right pane, right click on the asset youd like to edit and click Open 4) Fill in the description and title of the asset. 5) Then click: Metadata > Save Metadata 6) Click your browsers back button to get back to the Site Admin screen.
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ACTIVATING A PAGE ACTIVATE A PAGE:


Owners and Editors can activate content. Contributors should skip to the next section: Start Workow In Edit Mode, click on the Page tab on the Sidekick and click Activate -or- In the Site Admin screen, click the Parent page in the left pane. Right click on the page in the right pane and select Activate.

START WORKFLOW:
Those who are in the Contributors group will need to send their page through workow before being published. 1) Ensure the page looks the way you want by clicking on the Preview button on the Sidekick 2) Switch back to Edit Mode 3) Click on the Workow tab in the Sidekick 4) Click the down arrow in the Workow eld and select the appropriate option. There is a specic workow set for each site. It is typically called: Your Site Name Activation Include any comments about the changes you made to the page in the Comment eld. The approver will get these comments with the activation request. 5) You can see which pages are in workow in the Site Admin screen.

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APPROVE WORKFLOW:
Those who are in the Owner group have the ability to approve pages requested to be activated by the Contributor group. Those in the Editor and Owner groups have the ability to activate pages without going through a workow. 1) Email notication of workow requests will be available in a later release. Until then, you will need to check the workow inbox frequently for requests. In the Site Admin screen, click on the Workow tab 2) Here you can click on the link of the page under the column Payload 3) Click the down arrow in the Next Step eld and select either: -Approve Activation: will send on to the nal activation step -Deny Activation: (not shown here) will stop the workow 4) Back in Edit Mode click on the Workow tab in the Sidekick 5) Click the down arrow in the Workow eld and select the appropriate option.

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