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Version 4.

User Manual for Editors


Jan 2011

Version 1.1 - Jan 2011

Copyright Notice
No part of this publication may be translated, reproduced, stored in a retrieval system or
transmitted, in any form or by any means, whether by photocopying, recording or otherwise,
without the prior written consent of Magnolia International Ltd.
No patent liability is assumed with respect to the use of the information contained herein.
While every precaution has been taken in the preparation of this publication, Magnolia
International Ltd. assumes no responsibility for errors or omissions. This publication and the
features described herein are subject to change without notice.
2006-2011 Magnolia International Ltd. All rights reserved

Trademarks
Magnolia is a registered trademark of Magnolia International Ltd.
Other trademarks: Magnolia Community Edition, Magnolia Enterprise Edition, Magnolia-onAir

Disclaimer of Warranty
Magnolia International Ltd. makes no representation or warranties, either express or implied
by or with respect to anything in this publication, and shall not be liable for any implied
warranties of fitness for a particular purpose or for any indirect special or consequential
damages

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1 Introduction.................................................................................................................................... 7
2 What's new in Magnolia CMS 4.4 ................................................................................................. 8
2.1 Content translation ................................................................................................................... 8
2.2 Multi-step forms........................................................................................................................ 8
2.3 Dependency management of content elements....................................................................... 9
2.4 Compare page versions (diff view, redlining) ......................................................................... 10
2.5 Concurrent editing notifications.............................................................................................. 10
2.6 Deletion approval and undo ................................................................................................... 11
2.7 Deactivation workflow ............................................................................................................ 12
2.8 Federated JCR repository with ModeShape .......................................................................... 12
2.9 FCKEditor 2.6.6...................................................................................................................... 13
3 Getting Started............................................................................................................................. 15
3.1 General .................................................................................................................................. 15
3.2 Starting Magnolia ................................................................................................................... 15
3.3 Stopping Magnolia ................................................................................................................. 17
3.4 Opening AdminCentral........................................................................................................... 18
3.5 Logging In .............................................................................................................................. 18
3.6 Modifying Login Details .......................................................................................................... 19
3.7 Logging out ............................................................................................................................ 22
3.8 AdminCentral Layout.............................................................................................................. 22
4 Working with Web Content......................................................................................................... 24
4.1 Introduction ............................................................................................................................ 24
4.2 About the Editing Window ...................................................................................................... 24
4.2.1 Opening the Editing Window........................................................................................... 24
4.2.2 Layout of the Editing Window ......................................................................................... 25
4.2.3 Page Content Areas........................................................................................................ 28
4.2.4 Content Paragraphs........................................................................................................ 32
4.2.5 Specific Content Areas ................................................................................................... 42
4.2.6 Page Templates.............................................................................................................. 53
4.2.7 Images ............................................................................................................................ 73
4.2.8 Inserting Dates................................................................................................................ 79
4.2.9 Linking Internally ............................................................................................................. 82
4.2.10 Categories....................................................................................................................... 85
4.2.11 Enabling Commenting..................................................................................................... 87
4.2.12 Print and Bookmark Functions........................................................................................ 88
4.2.13 Screen Resolution........................................................................................................... 90
4.2.14 Concurrent editing........................................................................................................... 93
4.3 Editing Window Functions...................................................................................................... 93
4.3.1 Previewing Pages ........................................................................................................... 93
4.3.2 AdminCentral Button....................................................................................................... 94
4.3.3 About the Dialogs............................................................................................................ 95
4.3.4 Setting Page Information ................................................................................................ 97
4.3.5 Adding Paragraphs ....................................................................................................... 118
4.3.6 Editing Paragraphs ....................................................................................................... 130
4.3.7 Deleting Paragraphs ..................................................................................................... 134
4.3.8 Moving Paragraphs....................................................................................................... 139
4.4 Paragraphs Types................................................................................................................ 143
4.4.1 General ......................................................................................................................... 143
4.4.2 Body Content Paragraphs............................................................................................. 144
4.4.3 Special Paragraphs....................................................................................................... 333
4.4.4 Form Paragraphs .......................................................................................................... 347
4.4.5 Multi-step forms ............................................................................................................ 382
5 Demo project Website............................................................................................................... 387
5.1 Introduction .......................................................................................................................... 387
5.2 Page Structure ..................................................................................................................... 389
5.3 Site Navigation ..................................................................................................................... 390
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5.4
5.5
5.6
5.7
5.8

Templates ............................................................................................................................ 394


Content Areas ...................................................................................................................... 401
Print and Bookmark.............................................................................................................. 408
Adaptable Screen Resolution............................................................................................... 409
Previewing Pages ................................................................................................................ 415

6 Managing Pages in Admin Central .......................................................................................... 416


6.1 About Pages......................................................................................................................... 416
6.1.1 Workspace Area ........................................................................................................... 416
6.1.2 Command Bar............................................................................................................... 417
6.1.3 Command Menu ........................................................................................................... 417
6.1.4 Search Box ................................................................................................................... 418
6.1.5 Error Messages and Warnings ..................................................................................... 419
6.1.6 User Information ........................................................................................................... 420
6.1.7 Logout Link ................................................................................................................... 420
6.1.8 Keyboard Shortcuts ...................................................................................................... 421
6.1.9 Page Structure .............................................................................................................. 421
6.1.10 Page Names ................................................................................................................. 422
6.1.11 Page Titles .................................................................................................................... 423
6.1.12 Page Status .................................................................................................................. 423
6.1.13 Page Templates............................................................................................................ 424
6.1.14 Page Modify Date ......................................................................................................... 425
6.2 Managing Pages .................................................................................................................. 426
6.2.1 Selecting Pages ............................................................................................................ 426
6.2.2 Using the Commands ................................................................................................... 427
6.2.3 Resizing Columns ......................................................................................................... 428
6.2.4 Opening Pages ............................................................................................................. 429
6.2.5 Creating New Pages ..................................................................................................... 431
6.2.6 Copying Pages.............................................................................................................. 439
6.2.7 Moving Pages ............................................................................................................... 444
6.2.8 Deleting Pages.............................................................................................................. 448
6.2.9 Restoring deleted pages ............................................................................................... 450
6.2.10 Page Versions............................................................................................................... 451
6.2.11 Refreshing the Workspace............................................................................................ 458
6.3 Activating and De-activating Pages ..................................................................................... 459
6.3.1 About Activation ............................................................................................................ 459
6.3.2 About De-activation....................................................................................................... 461
6.3.3 Activating Single Pages ................................................................................................ 461
6.3.4 Activating Multiple Pages.............................................................................................. 463
6.3.5 De-activating Pages...................................................................................................... 466
6.3.6 Modifying Activated Pages............................................................................................ 467
6.4 Search Function ................................................................................................................... 468
6.4.1 General ......................................................................................................................... 468
6.4.2 Layout ........................................................................................................................... 468
6.4.3 Grouping Options.......................................................................................................... 469
6.4.4 Search Levels ............................................................................................................... 470
6.4.5 Choosing Search Terms ............................................................................................... 470
6.4.6 Search Workspace Commands .................................................................................... 472
7 Documents Workspace............................................................................................................. 476
7.1 General ................................................................................................................................ 476
7.2 File Structure........................................................................................................................ 476
7.3 Opening the Workspace....................................................................................................... 477
7.4 Layout .................................................................................................................................. 478
7.5 Workspace Area................................................................................................................... 478
7.5.1 General ......................................................................................................................... 478
7.5.2 Selecting Rows ............................................................................................................. 479
7.5.3 Command Bar............................................................................................................... 480
7.5.4 Command Menu ........................................................................................................... 481
7.5.5 Search Function............................................................................................................ 484
7.5.6 Error Messages and Warnings ..................................................................................... 484
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7.5.7 User Information ........................................................................................................... 485


7.5.8 Logout Link ................................................................................................................... 486
7.6 About Files and Folders ....................................................................................................... 486
7.6.1 File and Folder Structure .............................................................................................. 486
7.6.2 File and Folder Titles .................................................................................................... 488
7.6.3 File and Folder URLs .................................................................................................... 489
7.6.4 File and Folder Types ................................................................................................... 490
7.6.5 File and Folder Date ..................................................................................................... 491
7.6.6 File and Folder Status................................................................................................... 491
7.6.7 Keyboard Shortcuts ...................................................................................................... 492
7.7 Managing Files..................................................................................................................... 492
7.7.1 Using the Commands ................................................................................................... 492
7.7.2 Creating New Folders ................................................................................................... 494
7.7.3 Assigning Titles and URLs............................................................................................ 495
7.7.4 Uploading Single Documents and Files ........................................................................ 500
7.7.5 Uploading Zip Files ....................................................................................................... 509
7.7.6 About Zip Files .............................................................................................................. 509
7.7.7 Copying and Moving Files and Folders......................................................................... 517
7.7.8 Deleting Files and Folders ............................................................................................ 522
7.7.9 Edit Document Command............................................................................................. 524
7.7.10 Download Document Command ................................................................................... 529
7.7.11 Refreshing the Workspace............................................................................................ 532
7.8 Activating and De-activating Files and Folders .................................................................... 533
7.8.1 About Activation ............................................................................................................ 534
7.8.2 About De-activation....................................................................................................... 536
7.8.3 Activating Single Files and Folders............................................................................... 537
7.8.4 Activating Multiple Files and Folders ............................................................................ 539
7.8.5 De-activating Files or Folders ....................................................................................... 541
7.9 Using the Search Function................................................................................................... 542
7.9.1 Layout of the Search Workspace.................................................................................. 543
7.9.2 Grouping Options.......................................................................................................... 544
7.9.3 Search Levels ............................................................................................................... 547
7.9.4 Choosing Search Terms ............................................................................................... 550
7.9.5 Working with Search Documents.................................................................................. 555
7.10 Translating content............................................................................................................... 566
7.10.1 Exporting content for translation ................................................................................... 566
7.10.2 Uploading a translated file ............................................................................................ 567
8 Inbox Workspace....................................................................................................................... 569
8.1 General ................................................................................................................................ 569
8.2 Opening the Workspace....................................................................................................... 570
8.3 Workspace Area................................................................................................................... 571
8.3.1 General ......................................................................................................................... 571
8.3.2 Selecting Rows ............................................................................................................. 572
8.3.3 Command Bar............................................................................................................... 572
8.3.4 Command Menu ........................................................................................................... 573
8.3.5 Grouping Options.......................................................................................................... 574
8.4 Managing Items.................................................................................................................... 574
8.4.1 Edit Workitem Command .............................................................................................. 574
8.4.2 Show Content Command.............................................................................................. 582
8.4.3 Reject Command .......................................................................................................... 590
8.4.4 Proceed Command ....................................................................................................... 590
8.4.5 Cancel Command ......................................................................................................... 591
9 Data Workspace......................................................................................................................... 593
9.1 General ................................................................................................................................ 593
9.2 Opening the Workspace....................................................................................................... 595
9.3 Workspace Layout ............................................................................................................... 595
9.3.1 General ......................................................................................................................... 595
9.3.2 Selecting Rows ............................................................................................................. 596
9.3.3 Commands.................................................................................................................... 597
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9.4 Data Structure ...................................................................................................................... 598


9.5 Using the Commands........................................................................................................... 600
9.5.1 Creating New Folders ................................................................................................... 600
9.5.2 Creating New Items ...................................................................................................... 602
9.5.3 Editing Items ................................................................................................................. 632
9.5.4 Deleting Items ............................................................................................................... 633
9.5.5 Copying and Moving Items and Folders ....................................................................... 635
9.5.6 Activating and De-activating Items and Folders............................................................ 639
9.5.7 Item Versions ................................................................................................................ 647
9.5.8 Refreshing the Workspace............................................................................................ 653
9.5.9 Importing Data .............................................................................................................. 654
9.6 Setting Up Data Workspaces ............................................................................................... 658

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Magnolia 4.4 User Manual for Editors

Introduction

1 Introduction
Magnolia is one of the most user-friendly Content Management Systems (CMS) available and allows
editors to concentrate on what they do best creating content.
Editors can now fully control the content of their pages, without having to rely on the technical
expertise of others. Because Magnolia is an incredibly flexible and powerful system, as an editor you
can also add your own special touch of creativity. The layout, structure and general appearance of
your web pages are contained in template scripts which render the code and style, and arrange the
content elements.
This manual is intended for editors and we have attempted to cover all conceivable tasks that you
would typically perform. The subject matter is aimed primarily at users who have little or no technical
knowledge. The only real prerequisites are a working knowledge of your browser and very basic
computer competency.
The manual is divided into the following main sections:

Getting Started

Working with Web Content

Demo project Website

Managing Pages in Admin Central

Documents Workspace

Inbox Workspace

Data Workspace

To come to terms with Magnolias full functionality, we suggest that you go through the contents of
this manual from start to finish. We have attempted to limit the use of jargon to an absolute minimum
and hope that you find this manual easy to use.
Should you experience any difficulties, please do not hesitate to contact us, and we will assist you in
resolving your issue.

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What's new in Magnolia CMS 4.4

2 What's new in Magnolia CMS 4.4


2.1 Content translation
Magnolia 4.4 enables you to export and import page content in a translation-friendly format. With a
new tool in Tools > Content Translation you can export page content to CSV or Excel format.
Content is exported in the default language and columns for translations are provided. You can then
send the Excel sheet to your translators and import the translated content back.

Alternatively, you can create a multi-step approval workflow that includes automated export of your
content. Export formats are pluggable and can easily be extended to support any custom format you
might need.
The Excel file includes a link to each page on the published site to make it easy for translator to see
the text in context.

2.2 Multi-step forms


Multi-step forms span several steps. Splitting a large form into multiple steps allows the visitor to
focus on one step at a time. Each step will be evaluated individually. Visitors can move forward and
backwards between the form steps without losing already entered data. The form module also allows
you to upload files. You can plug in a model to select the next step based on custom business logic.
To create a multi-step form, authors simply add subpages of type Contact Form Step to a standard
single-step form. The sub-steps will be automatically detected. Adding form fields works exactly the
same as for a standard form.

You can find an example of a multi-step form in the demo-features project under Special Templates.

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What's new in Magnolia CMS 4.4

2.3 Dependency management of content elements


Modern webpages typically gather their information from many sources. For instance, a page does
not contain text only (stored as part of that page) but also images or PDFs from the document
management system. This new feature displays all such dependencies when a page is activated. It is
easy to see if all the information a page depends upon will be available once it is published.

In the opposite direction, Magnolia now also informs you which pages refer to a page. This
information is valuable when you want to remove a page, as it will tell you what other pages link to the
page you wish to delete. While the Standard Templating Kit would not render broken links on a public
site, you might still wish to remove the links or reconsider your decision.

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What's new in Magnolia CMS 4.4

2.4 Compare page versions (diff view, redlining)


Comparing two versions of a page is now easier. The new diff view (redlining) shows what has
changed. You can find the compare function in the Versions dialog which also displays any activation
comments that describe a version. The diff view is also available directly in the workflow dialog to
facilitate the approval process.

2.5 Concurrent editing notifications


Editors can now collaborate, editing the same page at the same time. Concurrent editing within a
single page without data loss works as long the editors work on different paragraphs.
A notification is flashed when you open a page that another editor is already working on. This allows
authors to coordinate their editing activities.

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After the initial notification, editors can see collaborating users by clicking the collaborating users icon
in the main bar.

This feature is also known as "soft locking". Editing a page does not lock other editors out of that
piece of content. You just need to communicate so work does not overlap.

2.6 Deletion approval and undo


Magnolia 4.4 introduces delayed, non-immediate deletion. Prior versions of Magnolia CMS would
immediately delete a page if an author confirmed an appropriate warning; that deletion would also
immediately be propagated to the public site.
With Magnolia 4.4 the behavior changes to match that of all other changes. If an author decides to
delete a page, the page is marked for deletion in AdminCentral and its template is changed to display
a special "deletion" page with further options, instead of the original content. No further actions are
taken. This way, an author can easily restructure a site and, once all activities are done, activate the
changes. Authors can "undo" the deletion by restoring the previous version.

Deletion can now also go through a multi-step approval workflow like any other action performed on
content.

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What's new in Magnolia CMS 4.4

2.7 Deactivation workflow


Magnolia 4.4 introduces deactivation workflow. Similar to activation and deletion, de-activation can
now have an associated workflow. In previous versions, only activation requests required approval,
but now deactivation also forms part of the workflow chain. Workflow deactivation works in the same
way as activation. When an editor clicks on the De-activate command in Website, Documents or
Data, the Deactivation dialog opens in which a comment can be made.

The deactivation requested is then routed to the Inbox for approval by a publisher.

2.8 Federated JCR repository with ModeShape


Magnolia 4.4 provides experimental support for ModeShape. ModeShape is a a lightweight, fast and
pluggable JCR repository that federates and unifies content from multiple systems, including files
systems, databases, configuration files, other repositories, services, applications, and data grids. Use
the JCR API to access the information you already have, or use it like a conventional JCR system
(just with a larger choice of persistent storage options).

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2.9 FCKEditor 2.6.6


New features
Version 2.6.6 of FCKEditor is used in Text and Image and many other paragraphs. It is now possible
to insert, resize, align and format mages within the text. Images can be uploaded or selected from the
DMS by clicking on the insert image function. You can also add alt text and a hyperlink that will open
when the image is clicked on.

Web-based spell checker support


FCKEditor integrates various web-based spell-checking options. You can configure the rich text editor
to perform spell checking. Various spellcheckers can be enabled, including ieSpell, SpellerPages,
WSC and SCAYT.

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What's new in Magnolia CMS 4.4

Release notes
See full Magnolia CMS 4.4 release notes for a complete list of changes.
http://documentation.magnolia-cms.com/releases/4-4.html

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Getting Started

3 Getting Started
3.1 General
This manual is intended for Editors and we have attempted to cover all conceivable tasks that editors
would typically perform. The subject matter is aimed primarily at users who have little or no technical
knowledge. The only prerequisites are a working knowledge of your browser and very basic computer
competency.
A Magnolia installation consists of at least two separate instances: the Author instance and the
Public instance. AdminCentral of the Author instance is the main starting point for all tasks.
AdminCentral is a browser-based interface, which provides access to the various different
workspaces. Magnolia is compatible with most browsers, including Firefox, Safari, Netscape and
Internet Explorer.
The Website workspace of the Author instance is where editors work to create web pages, while the
Public instance contains the published website that is visible on the web. Once finalized, pages are
published from the Author instance to the Public instance through a process called activation.
Editors typically perform tasks in three of Magnolias workspaces. These are the:

Website workspace: This workspace allows you to manage the pages of your website, and add
and amend your page content.

Documents workspace: Magnolia has a built-in Document Management System (DMS), which
allows you to upload and manage your documents and other files.

Inbox workspace: This workspace facilitates communication between the different role players in
your organization.

Data workspace: This workspace allows you to control contact data, categories and RSS
aggregators.

Forums workspace: This workspace is used to moderate user comments on web pages and
communications in forums.

In this section, the basics, which are applicable to all workspaces, are dealt with.
To demonstrate Magnolias many functions, we have used the sample websites, demo-project and
demo-features, which are included in the default installation.

If the default installation is not installed on your computer, you can access it at
http://demoauthor.magnolia-cms.com/.

3.2 Starting Magnolia


If you installed the default standalone version of Magnolia, in Windows there will be shortcuts on
your desktop and in your All Programs menu.
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Getting Started

To launch Magnolia, click on the Start Magnolia Enterprise Edition shortcut on your desktop or in
the All Programs menu.

When you click on the Start Magnolia option, two screens will open in succession.
The Start Magnolia Enterprise Edition screen will appear first. In this screen, when you see the
words, Press any key to continue... do so and the screen will close.

Next, the Tomcat screen will open. Allow Tomcat to run until you see the words INFO: Server
Startup in xxxxx ms.

Magnolia is now ready to be opened in your browser. It is necessary to leave Tomcat open whilst you
work in Magnolia, but you can minimize the window.
For non-Windows users, please refer to the instructions at http://documentation.magnoliacms.com/administration/installation.html#StartingMagnolia.

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Getting Started

3.3 Stopping Magnolia


If you installed the default standalone version of Magnolia, in Windows there will be shortcuts on
your desktop and in your All Programs menu.
To shut down Magnolia, click on the Stop Magnolia Enterprise Edition shortcut on your desktop or
in the All Programs menu.

When you click on the Stop Magnolia option, the Stop Magnolia Enterprise Edition screen will
open. In this screen, when you see the words, Press any key to continue... do so and the screen will
close.

If you maximize the Tomcat window, which should still be running, you will note a number of
commands relating to stopping the various modules of Magnolia. These will run automatically and
when the process is complete, the screen will close automatically, and you can now safely shut down
your computer.

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Getting Started

For non-Windows users, please refer to the instructions at http://documentation.magnoliacms.com/administration/installation.html#StartingMagnolia.

3.4 Opening AdminCentral


To begin working in any workspace of Magnolia, it is necessary to first open AdminCentral in the
Author instance.
To open AdminCentral open your browser, enter the Magnolia Author instance URL in the address
bar and press the Enter key on your keyboard.

The login screen will load, requesting you to enter your login information.
If you are running a standalone version of the default installation, the URL will be
http://localhost:8080/magnoliaAuthor/.
Installations vary and this URL may not work in your circumstances. If this is the case, please contact
your systems administrator for the correct URL.

3.5 Logging In
Once you launch AdminCentral, the Magnolia Login screen will appear in your browser window,
requesting you to login.
To login, insert your username and password into the text boxes provided and then click on the
login button.

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Getting Started

If you are working on the default installation of Magnolia, you can gain access by entering superuser
as both the username and password.
Once you have logged in, the window will reload and AdminCentral will open.

You will need to login each time you work in Magnolia. Additionally, you will automatically be logged
out if you are inactive for a lengthy period. If this happens, simply login again to continue working.
Depending on your access control permissions, you may not be able to access all workspaces. If this
is the case, you will only be able to see the access buttons for the workspaces that you have
permission to access.

3.6 Modifying Login Details


Your username is displayed in the top right-hand corner of the screen and you can access and
amend your login details by clicking on your username.

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Getting Started

When you click on the User link, the Edit user dialog will open to display your login details and
preferences.

While your user account, including your access privileges, is normally set up by an administrator, in
the Edit user dialog you can change your full name, password, email address and language
preference.
To make any necessary changes, simply insert the amended information into the Full name,
Password and Email fields, or select a different language from the drop-down list in the Language
field.
To change your password, enter a new password into the Password field and then re-enter it
identically into Please verify your entry field below.
To access the list of languages, click on the small down-arrow on the right of the Language field and
a drop-down list will appear. Make your selection by clicking on the relevant option and it will be
inserted into the Language field.

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Getting Started

When you select a new language, the content of both AdminCentral and the editing window is
translated into your preferred language.
The screenshots below are of AdminCentral and the Home page in the editing window after selecting
Czech as the preferred language.
AdminCentral

Editing Window

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Getting Started

3.7 Logging out


We recommend that you always log out of Magnolia when you have completed your tasks.
The logout link is located in the top right-hand corner of the AdminCentral window, to the right of
your user information.
To logout, simply click on the Logout link.

When you click on the Logout link, the window will reload to display an empty login screen and you
can now close your browser, or log in under a different user name.
If you are running a stand-alone installation on your computer, remember to stop Magnolia before
shutting down your computer.

3.8 AdminCentral Layout


The layout of AdminCentral is consistent in all workspaces. There is a navigation pane on the left
and a workspace area on the right.
Website workspace

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Getting Started

Documents workspace

The buttons in the navigation pane allow you access to the various workspaces. A blue navigation
button indicates the workspace that is currently active, whereas the buttons of the inactive
workspaces are green.

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Working with Web Content

4 Working with Web Content


4.1 Introduction
Pages are created and managed in AdminCentral and their content is added in the editing
window.
This section of the manual will guide you through the process of adding content to your pages.
To create all of the examples and screenshots we have used both the demo-project and demofeatures websites, which are included in the standard installation.
AdminCentral - Website workspace

Magnolias templates automatically adjust to a users screen resolution to make optimal use of the
screen. All the screenshots in this manual were taken on a large screen and any explanations
regarding positioning assume the large screen resolution. Please bear this in mind if you are viewing
Magnolia on a medium or small screen.
To gain an in-depth understanding of the structure, features and functionality of the demo-project
website, please refer to our overview of the Demo-project Website (link).
The demo-project and demo-features websites are interrelated in the sense that the demo-project
website provides an overview of Magnolias features in their context, whereas the demo-features
website devotes separate sections of the website to each feature.

4.2 About the Editing Window


The editing window is extremely powerful and allows you to insert almost all conceivable types of
web content with ease. Magnolia takes care of all of the complex technicalities automatically and
provides an easy-to-use system for even the most advanced new technologies.

4.2.1 Opening the Editing Window


The editing window is accessed from AdminCentral by simply selecting and opening any page.

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Working with Web Content

There are various ways to open a page, which are discussed in Managing pages in AdminCentral Opening Pages (link).
When you click on the Open page button in AdminCentral, the selected page opens in a new tab or
window in your browser. This window is referred to as the editing window.
Demo-project - Home page

4.2.2 Layout of the Editing Window


The content of the editing window looks similar to an actual web page. The significant difference is
that in the editing window you can amend and add content to your page and view your changes as
you work.
Adding and amending content is facilitated by the addition of green edit bars, which contain various
function buttons.
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The use of each function buttons is discussed in individual sections.


In summary, the:

Preview button allows you to view your page as it will appear on your site;

AdminCentral button returns you to the AdminCentral window;

Page Info button allows you to define information for the page;

Edit buttons allow you to edit current paragraphs;

Move buttons allow you to move or re-position current paragraphs;

Delete buttons allow you delete current paragraphs;


Demo-project - Home page

New buttons allow you to add new paragraphs.


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In the editing window, you can navigate to any page using the navigation bar and it is not necessary
to reload each page individually from AdminCentral.
Demo-project - Home page

When you click on the Page Info, Edit and New buttons, dialogs, which allow you to insert
information, will open. These dialogs open with a single click and if you double-click, they will open
twice, which may cause some confusion.
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4.2.3 Page Content Areas


Each Magnolia web page consists of a number of content areas.
The appearance and layout of the editing window depends on the page template that the page is
based on, but a number of content areas are common to all templates.
On all page templates other than the Home template, there are header, base element and footer
areas, two navigational bars, and one or more content columns. The general content templates
and many of the special templates also have a section header area.
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Demo-project - Multimedia Flash Content page

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In addition to all these elements, the Home page template has a stage area, but has only a
horizontal navigation bar.
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4.2.4 Content Paragraphs


The various areas of a web page are made up of a number of content paragraphs or distinct content
areas.
The content columns of each page contain various paragraphs.
Demo-project - About Articles - Standard Article page

Above most content paragraphs, there is a green edit bar containing Edit, Move and Delete function
buttons. The use of these function buttons is discussed in Editing Paragraphs, Moving Paragraphs
and Deleting Paragraphs (links).
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In the content columns, paragraphs are inserted sequentially from top to bottom, but it is possible to
re-arrange the sequence of most, using the Move function buttons on the green edit bars.
Some paragraphs, such as the Article Header paragraph in the main content area of the Article
template, can neither be moved nor deleted and the edit bar therefore has no Move or Delete
function button.
Demo-project - About Articles Standard Article page

4.2.4.1

Paragraph Categories

There are three major content paragraph categories: body content, teaser and form paragraphs.
Within these main categories, a number of different paragraph types are available.
The content columns of the Home and Section templates contain teasers, whereas the other page
templates contain body content paragraphs, in addition to teasers.
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Demo-project - About History page Article template

The logic behind this structure is that the higher-level pages promote or tease the content of the
lower-level pages.
As the name suggests, teasers are paragraphs that introduce other pages, providing only a tease of
the full content. Teaser paragraphs positioned in the second or middle content column are also
referred to as extras paragraphs and this column is referred to as the extras area. Teaser
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paragraphs positioned right-hand column are also referred to as promo paragraphs and this
column is referred to as the promos area
On templates that allow for this, new paragraphs can be inserted at the bottom of the content column
and the New function buttons facilitate this.
Demo-project - About Articles page

Within each paragraph category, there are a number of different paragraph types.
The available types of teaser paragraphs in the demo-project and demo-features sites are:

Internal Page Teaser;

External Page Teaser;

Link List;

Download File Teaser;

Contact;

Various types of Teaser Groups;

Latest News Teaser;

Next Events Teaser;

Calendar;

Various types of RSS Feed paragraphs.

The screenshot below demonstrates a few of the many available teaser paragraphs.
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In the demo-features site, the subpages of the Aggregation Paragraphs section page demonstrate
all the teaser paragraphs.
The available types of body content paragraphs in the demo-project and demo-features sites are:

Text and Image paragraph;

Quoted Text paragraph;

Link List paragraph;

Flash Animation paragraph;

Video paragraph;

HTML paragraph.

The screenshot below demonstrates a couple of the available body content paragraphs.
Demo-project - About Articles Standard Article page

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At the bottom of every page above the footer section, it is possible to insert one or more teaser
paragraphs in the base element area.
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In the demo-project and demo-features websites, two types of base elements paragraphs are
available:

Category Cloud;

Teaser Group Carousel.


Demo-features - Home page (modified)

Promo paragraphs are internal page teaser paragraphs. All promo paragraphs are uniform and
there is a single promo paragraph type. New promos can be added on any page.
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Form paragraphs are unique to the Contact Form template.


The available types of form paragraphs in the demo-project and demo-features sites are:

Text field;

Text field group;

Selection;

File;

Submit button.

The screenshot below shows a couple of the available form paragraphs.


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Each paragraph type referred to above is discussed in Paragraph Types (link).


4.2.4.2

Inherited Paragraphs

Inherited paragraphs allow you to include identical extras or promo paragraphs on all subpages
within a hierarchical group of pages. This function is extremely useful when you want to create some
uniformity within a page group, and allows you to fill new pages quickly.
Lower-level pages can inherit most types of teaser paragraphs, which are available in the extras area
of any template containing an extras area.
Inherited paragraphs are easily identifiable, as they have no edit bars above them. Inherited
paragraphs can only be edited or deleted on the page on which they were created.
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Demo-project - News and Events Events Overview New Years Eve page

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Creating inherited paragraphs are discussed in the individual Paragraph Type (link) sections.

4.2.5 Specific Content Areas


The page template defines the positioning and the paragraph type that may be inserted in any
specific content area.
In the demo-features website, the subpages of the Area section page demonstrate the various
content areas.
4.2.5.1

Header

The header area is created on the Home page and inherited by all other pages of the site. It can
only be edited on the Home page. On all pages other than the Home page, there are no edit bars in
the header area.
The logo image and slogan are inserted in the Page Info dialog, and the template automatically
renders the navigation bar and search box. Working in the Page Info dialog window in discussed in
Setting Page Information Home Page (link). It is possible to change the navigation bar in the header
area from a one- to a two-tier structure, and this is discussed in Standard Templating Kit Navigation
(link).
A series of Internal Link paragraphs can be added in the top right-hand corner of the header area.
How to add these paragraphs is discussed in Paragraph Types Body Content Paragraphs Internal
Link Paragraph in Header (link).
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4.2.5.2

Section Header

The section header is included in all general and most special templates. The Contact Form, FAQ,
Search Result and Sitemap templates do not contain a section header area.
The section header displays at the top of the page between the horizontal navigation bar and the
body content of the page. The section header consists of a single paragraph, the Section Header
paragraph.
Demo-project - News and Events page

The section header paragraph is only available on the Section template and all subpages other than
those also based on the Section template inherit this paragraph. The Section Header paragraph can
only be edited on the section page.
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4.2.5.3

Main Area

On most templates the first content column is larger the than the other columns. This column is
referred to as the main area. The main area differs from template to template and generally is the
area that distinguishes each template.
Demo-project - About Articles Standard Article page

On the Section template, the main area contains teaser paragraphs.


Demo-project - About section page

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On the Article, Large Article, Event, News, Glossary Term and all special templates, the main
area contains body content paragraphs.
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On certain templates, such as the Home, Image Gallery, FAQ and Glossary templates, the template
design does not allow for the inclusion of an extras area and the main area is larger.
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On the Home template, the main area consists of a single main column that contains teaser
paragraphs in sequential rows of three.
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4.2.5.4

Extras Area

The extras area is the column to the right of the main area. The extras area is used to display
teaser paragraphs on all templates that contain an extras area, and numerous types of teaser
paragraphs can be inserted.
.
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On certain templates, such as the Home, Image Gallery, FAQ and Glossary templates, the template
design does not allow for the inclusion of an extras area.
4.2.5.5

Promos Area

The promos area is the column on the far right of the page on all templates.
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Promo paragraphs are internal page teaser paragraphs, which are usually used to promote sections
of the site or specific offers. In the promos area there is no choice of paragraph type and only a
single, unique and uniform promo paragraph type can be inserted.
On medium sized screens, when the templates adapt to a users screen resolution, the promos area
moves from the right of the screen to below the main and extras areas.
4.2.5.6

Base Element Area

The base element area is above the footer area and spreads across the entire page. There is a base
element area on all templates.
The base element area is used to display teaser paragraphs and it is possible to insert a Teaser
Group - Carrousel and/or a Category Cloud paragraph.
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4.2.5.7

Footer Area

Like the header area, the footer area is created on the Home page and inherited by all other pages
of the site, and can only be edited on the Home page. On all pages other than the Home page, there
are no edit bars in the footer area.
The footer area consists of a single paragraph into which footer elements can be inserted.
Demo-project - Home page (modified)

The Home template offers the choice to insert two types of footer elements or paragraphs: the Footer
Links and the About this Site paragraph.
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4.2.5.8

Stage Area

The stage area is unique to the Home page template is located between the header and main area.
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The Stage consists of a single paragraph and either a Stage Teaser or Teaser Group Stage
Paging paragraph may be inserted. The Stage paragraph can be deleted, but not moved

4.2.6 Page Templates


All Magnolia web pages are template-based.
The demo-project and demo-features sites contain a number of different templates, which are well
demonstrated on the on the Content Templates and Special Templates section pages of the demofeatures site.
There are two categories of templates: general content templates and special templates.
General content templates include the Section, Article, Large Article, News, Event and Glossary
Term templates.
Special templates include the Home, Image Gallery, Glossary, FAQ, Site Map, Contact Form,
Search Results, Event Overview, News Overview and Category Overview templates.
In the demo-project site, the page templates available vary according to the page levels in
AdminCentral:
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The Home template is unique to the Home page and is not available for use for any other-level
pages. Similarly, it is not possible to use any of the other available templates on the Home page
or a new top-level page.

Level-two pages may be based on any one of nine templates. These are the Section, Contact
Form, Search Result, Site Map, Glossary, News Overview, Glossary Letter, Events
Overview and Category Overview templates.

Level-three pages may be based on the templates available for level-two pages and, in
addition, on the Article, Large Article, News, Event, Glossary Term, Image Gallery and FAQ
templates, i.e. all available templates except the Home template.

Level-four and lower-level pages, i.e. level-five, six etc., may be based on all templates available
for level-three pages, with the exception of the Section template.

The template used to create any particular page can be viewed in the Template column of
AdminCentral.

The common characteristics of all templates are:

The header and footer section is inherited from the Home page;

A base element can be inserted above the footer section;

A promos area is included to the right of the other content areas.

The section header is included at the top of the page below the navigation bar on all general and
special templates, except the Contact Form, FAQ, Search Result and Sitemap templates.
The remaining areas of the templates, i.e. the main and extras areas, vary from template to
template, and can accommodate the content of virtually all types of web pages.
4.2.6.1

Section Template

The Section template is designed to create section pages, but can also be effectively used to
create subsections.
The Section template has two body content columns. The main area contains teaser paragraphs
and the extras area contains extras paragraphs.
The first paragraph of the main area, the Opener paragraph, is unique to the Section template. The
template fixes the positioning and type of the Opener paragraph and it is not possible to move or
delete this paragraph. The Opener paragraph is an internal page teaser paragraph. Inserting content
in the Opener paragraph is discussed in Paragraph Types Opener Paragraph (link).
It is not necessary to use the Opener paragraph. If left blank, a placeholder for the paragraph will
appear in edit mode in the editing window, but in preview mode, the blank paragraph does not
display. The paragraphs beneath it shift up and the page displays professionally.
Demo-features Aggregation Paragraphs Latest News page (edit mode)

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Demo-features Aggregation Paragraphs Latest News page (preview mode)

Below the Opener paragraph in the main area and in the entire extras area column, it is possible to
insert various types of teaser paragraphs. Some types of teaser paragraphs that are available in the
main teaser area are not available in the extras area and vice versa. The template determines the
specific paragraph types that are available in each area.
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The Section template can be used to create subsections within a site, and the main section and all
subsections can have different Section Header paragraphs. For example, the demo-project - About
section page has a different section header to the demo-project - About Articles (subsection) page.
This was achieved by using the Section template for both of these pages.
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Demo-project - About - Articles page Section Template

4.2.6.2

Body Content Templates

The Article, Large Article, News, Event and Glossary Term templates are all similar in design.
Each has two body content columns. The main area contains body content paragraphs and the
extras area contains extras paragraphs.
The only real difference between these various templates is the introductory paragraph in the main
area. In the Article and Large Article template, this paragraph is the Article Header paragraph, in
the News Template, it is the News Header paragraph, in the Event template it is the Event Header
paragraph and in the Glossary Term template is the Glossary Term Header paragraph. These
header paragraphs allow you to insert content that is specific to the template type.
Below the Header paragraph in the main area, it is possible to insert all the different types of body
content paragraphs, and in the extras area, various types of teaser paragraphs can be inserted.
The type of body content and extras paragraphs that are available in the two areas is consistent
for all these templates.
In addition, the commenting feature is available in the main area of these templates.
The text inserted in the header paragraph is included, by default, in all teaser paragraphs that
reference the page. The positioning of the Header paragraphs is fixed by the template and it is not
possible to move or delete the header paragraph.
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Unlike the Section template, on which it is possible to leave the Opener paragraph blank, on these
templates, it is not possible to leave the Header paragraph blank.

Article Template
The Article template is designed to create article pages with ease, but this format can also be
effectively used for multiple purposes. For example in the demo-project site, the Multimedia
Embedded Video, Video Player and Flash Content pages are all based on the Article template. The
Article Header paragraph allows you to include an abstract or summary of, or introduction to, the
article.
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Inserting content into the Article Header paragraph is discussed in Paragraph Types Header
Paragraphs General Header Paragraphs (link).

Large Article Template


The Large Article template is designed to accommodate lengthy articles, but this format can also be
effectively used for multiple types of information, for example a research report. The main difference
between the Article template and the Large Article template is that the Large Article template makes
provision for a table of contents in the header paragraph. The table of contents links to the body
content paragraphs below the header paragraph.
Demo-project - About Articles Article with TOC page (modified)

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Inserting content into the Article Header paragraph is discussed in Paragraph Types Header
Paragraphs General Header Paragraphs (link).

News Template
The News template is designed for news articles and is normally used in conjunction with the News
Overview template. The News Header paragraph allows you to include a distinct abstract or
summary of, or introduction to, the news article.
Demo-project - News and Events News Overview Annual Report Presented page (modified)

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Inserting content into the News Header paragraph is discussed in Paragraph Types Header
Paragraphs General Header Paragraphs (link).

Event Template
The Event template is designed for event-specific details and is normally used in conjunction with the
Events Overview template. The Events Header paragraph provides for an abstract or summary of
the event and its date, time, location and URL. The paragraph is rendered so that event details can be
automatically imported into calendaring software like Outlook or iCal.
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Inserting content into the Event Header paragraph is discussed in Paragraph Types Header
Paragraphs General Header Paragraph (link).

Glossary Term Template


The Glossary Term template is designed for content entries of a glossary and is normally used in
conjunction with Glossary and Glossary Letter template. The information in the Glossary Terms pages
are automatically aggregated on the Glossary and Glossary Letter templates. The Glossary Term
Header paragraph allows you to include an abstract or summary of, and introduction to, the glossary
term page.
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Inserting content into the Glossary Term Header paragraph is discussed in Paragraph Types
Header Paragraphs General Header Paragraphs (link).
4.2.6.3

Special Templates

Special templates include the Image Gallery, Glossary, FAQ, Site Map, Contact Form, Search
Result, Event Overview, News Overview and Category Overview templates. Each template is
designed to accommodate special types of body content.
The main area of all special templates, except the Contact Form template, consists of either only a
header paragraph, or both a header paragraph followed by a template-specific paragraph. For
example, the main area of the Category Overview template consists of only the Category Overview
paragraph, whereas the main area of the Image Gallery template consists of the Image Gallery
Header paragraph followed by the Image Gallery paragraph. Unlike on the general templates, it is not
possible to include other types of body content paragraphs in the page area below these paragraphs.
The Image Gallery, Glossary and FAQ templates are similar in design. Each has a single body
content column, i.e. the main area and no extras area. These templates all have introductory header
paragraphs followed by template-specific paragraphs suitable for the intended content.
The Event Overview, News Overview and Sitemap templates are also similar in design. Each has
two body content columns, i.e. a main area and an extras area. In the main area, these templates all
have introductory header paragraphs followed by specific overview paragraphs and the Sitemap
paragraph in the case of the Sitemap template.
The Category Overview and Search Result templates are also similar in design. Each has two body
content columns, i.e. a main area and an extras area. In the main area, these templates have a
single paragraph, the Header paragraph.
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The Contact Form template is unique and specifically designed to create web forms.
On all special templates that have an extras area, various types of teaser paragraphs can be inserted.
The type of extras paragraphs available in extras areas is consistent for all templates.

Image Gallery Template


The Image Gallery template is designed to display a gallery of images.
The Image Gallery template has a single body content column consisting of the Image Gallery
Header paragraph followed by the Image Gallery paragraph. The Image Gallery paragraph allows
you to select a folder of images from the DMS that will display in the gallery and it is possible to limit
the number of images displayed.
Demo-project Multimedia Image Gallery page

Inserting content into the Image Gallery Header and Image Gallery paragraphs is discussed in
Paragraph Types Header Paragraphs General Header Paragraphs (link) and Paragraph Types
Template Specific Paragraphs - Image Gallery Paragraph (link).

Glossary Template
The Glossary template is designed to create a glossary page and is used in conjunction with the
Glossary Letter and Glossary Term templates. The Glossary template aggregates glossary term
pages into a single overview page. Glossary letter pages are generated automatically by Magnolia
as soon as a new glossary is created. Glossary letter pages aggregate all the glossary term pages of
a particular letter of the alphabet.
The Glossary template has a single body content column consisting of the Glossary Header
paragraph followed by the Glossary paragraph.
Demo-project Service Glossary page
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Glossary letter pages, based on the Glossary Letter template are automatically generated and
there are therefore no edit bars in the main area.
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Inserting content into the Glossary Header and Glossary paragraphs is discussed in Paragraph Types
Header Paragraphs General Header Paragraphs (link) and Template Specific Paragraphs
Glossary Paragraph (link).

FAQ Template
The FAQ Template is designed to create a Frequently Asked Questions (FAQ) page. On this
template, each question can be preceded by an automatically created index, which allows the user to
expand and or collapse the answers.
The FAQ template has a single body content column consisting of the FAQ Header paragraph
followed by the FAQ paragraph.
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Inserting content into the FAQ Header and FAQ paragraphs is discussed in Paragraph Types
Header Paragraphs General Header Paragraphs (link) and Template Specific Paragraphs FAQ
Paragraph (link).

Site Map Template


The Site Map template renders an automatically generated site map. It can be configured to display
only parts of a site, which is useful for micro-sites. Other options allow you to restrict the depth of the
site-map and chose which information you wish to display within the site-map.
This template has two body content columns, i.e. a main area and an extras area. The main area
consists of the Site Map Header paragraph followed by the Site Map paragraph.
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Inserting content into the Sitemap Header and Sitemap paragraphs is discussed in Paragraph Types
Header Paragraphs General Header Paragraphs (link) and Paragraph Types Template Specific
Paragraphs Site Map Paragraph (link).

Events Overview Template


The Events Overview template is designed to display a summary of all events. It automatically
aggregates all content pages based on the Event template on the site and displays them, month-bymonth, on a single page. The automatically generated page displays events for the current month with
links to previous and future months. Within a specific month, you can specify the number of results
displayed per page, resulting in a number of paginated pages. Aggregation and display can be
restricted to events found on a specified sub-tree of pages, i.e. a specific page and all its subpages.
This allows you to have several different sections on your site displaying different events.
The Event Overview template has two body content columns, i.e. a main area and an extras area.
The main area consists of the Events Overview Header paragraph followed by the Events
Overview paragraph. When a new page based on this template is created, the calendar paragraph is
automatically displayed as the first teaser paragraph, but can be moved or deleted.
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Inserting content into the Events Overview Header and Events Overview paragraphs is discussed in
Paragraph Types Header Paragraphs General Header Paragraphs (link) and Paragraph Types
Template Specific Paragraphs Events Overview Paragraph (link).

News Overview Template


The News Overview template is designed to display teaser to the latest news and is very similar to
the Events Overview template. It automatically aggregates all content pages based on the News
template and displays them on a single page. News articles are displayed in descending date order,
i.e. the most recent is displayed first and thereafter the less recent. You can specify the number of
results displayed per page, resulting in a number of paginated pages. Only news with a current or
earlier publishing date is displayed and future news articles, if any, are not included. Aggregation and
display can be restricted to news articles found on a specified sub-tree of pages, i.e. a specific page
and all its subpages. This allows you to have several different sections on your site displaying
different news overviews.
The News Overview template has two body content columns, i.e. a main area and an extras area.
The main area consists of the News Overview Header paragraph followed by the News Overview
paragraph.
Demo-project News and Events News Overview page (modified)

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Inserting content into the News Overview Header and News Overview paragraphs is discussed in
Paragraph Types Header Paragraphs General Header Paragraphs (link) and Template Specific
Paragraphs News Overview Paragraph (link).

Category Overview Template


The Category Overview template is designed to display a summary page of all articles pages that
have been assigned a specific category. It is very similar to the Events and News Overview
templates. It automatically aggregates all content pages based on the Article or Large Article
templates within a specific category and displays them on a single page.
When a user clicks on a category listed in the Article Header paragraph of any article, all the articles
assigned that category display on the category overview page.
Demo-project About Articles Standard Article page

It is only necessary to set up a single Category Overview page, which will be used for all categories.
For each category, the overview page is generated automatically and no further configuration is
necessary. You can specify the number of results displayed per page, resulting in a number of
paginated pages.
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In the extras area, the first paragraph displays links to related categories and beneath this
paragraph, various types of teaser paragraphs may be inserted.
Typically, the category overview page would be hidden in the navigation, as the page only renders
meaningful content if it is requested for a specific category.
The Category Overview template has two body content columns, i.e. a main area and an extras
area. The main area consists of a single paragraph, the Category Overview paragraph.
Demo-project Service - Culture Category Overview page (modified)

Categories are managed in the Data workspace and are easy to set up and manage. This is
discussed in Working in the Data Workspace Categories (link).
Inserting content into the Category Overview Header paragraph is discussed in Paragraph Types
Header Paragraphs Category Overview Header (link).

Search Results Template


The Search Result template is designed to display a summary page of all pages containing a
selected search term.
Typically, the search result page would be hidden in the navigation, as the page only renders
meaningful content if a user enters a search tern in the Search box, which is displayed on each page.
You can specify the number of results displayed per page, resulting in a number of paginated pages.
It is also possible to specify the positioning of the links to further pages, i.e. to pages 2, 3, etc. Within
the search results, the search term is highlighted in yellow.
The Search Result template has two body content columns, i.e. a main area and an extras area. The
main area consists of a single paragraph, the Search Result paragraph.
Demo-project Service Search Site page (modified)

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Inserting content into the Search Result paragraph is discussed in Paragraph Types TemplateSpecific Paragraphs Search Result Paragraph (link).

Contact Form Template


The Contact Form template is designed to create configurable custom forms and paragraphs
specifically designed for forms can be included.
The Contact Form template has two body content columns, i.e. a main area and an extras area. The
first paragraph in the main area is the Form Settings paragraph, which may be followed by one or
more Field Set paragraphs. The individual elements of the form are created using various types of
Field paragraphs, which are grouped together within each field set. Form data can be validated and
sent via email or logged to the file system, and a separate confirmation mail can be sent.
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Inserting content into the various Form Paragraphs is discussed in Paragraph Types Form
Paragraphs.

4.2.7 Images
4.2.7.1

Automatic Resizing

Magnolias imaging engine significantly simplifies working with images. A single source image is
used to generate many different image sizes. The imaging engine automatically resizes, crops and
caches the image to fit into the different areas of the site.
To demonstrate this principle, we added an extras paragraph and a promo paragraph to the demoproject - About page and used the grey keyboard 588x368.jpg image, which is used in the Opener
paragraph and included in the DMS, in these new paragraphs. The original image is 588 x 368 pixels,
but has automatically been resized to fit into the different areas.
Demo-project - About Section page - top

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Demo-project - About Section page (modified) bottom

4.2.7.2

Inserting Images

The Digital Asset Management tool offers the choice either to upload an image from your
computer or to insert an image from the DMS.
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In the editing window, numerous dialogs facilitate the insertion of images. The use of the various
dialogs is discussed in the relevant individual sections, but the upload and insertion processes are
collectively discussed here.
In the numerous dialogs that allow you to include an image, there are radio buttons offering the
choice to either upload an image or insert one from the DMS. For example, on any of the body
content templates it is possible to insert a new Text and Image paragraph below the header
paragraph. The Text and Image paragraph is inserted in the Text and Image dialog, and in this dialog,
the first section of the Image tab area offers the choice to either upload or insert an image.

When you click on either alternative the set of controls applicable to your choice will load.

Uploading Images
To upload an image from your computer:

Select the Upload option by clicking within the small circle next to this option and the radio
button will indicate your selection. When you select the Upload option, the dialog will reload to
display input options relevant to uploading a file.

Next, click on the Browse button to the right of the section.

When you click on the Browse button, in Windows the standard Choose File to Upload dialog
will open where you can navigate to the file you would like to upload.

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In the Choose File to Upload dialog, navigate to file that you would like to upload and either
double-click on the file name, or click on the file name to highlight it and then click on the
Open button in the bottom right-hand corner of the window.

When you click on the Open Button, the Choose File to Upload dialog will close and you will be
returned to Magnolias dialog, where the file path of the file that you are uploading will appear in
the field next to the Browse button and the file name and file extension in the boxes beneath it.

To demonstrate the upload feature we created a new Text and Image paragraph on the About
Articles Standard Articles page in the demo-project website.
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After saving the contents in the dialog, if you at a later stage reopen it, a thumbnail of the
uploaded file, the file name and extension, and a Remove file button will appear in the Image
tab area of the dialog.

To upload a new image, click on the Remove file button. The current image will be removed and
the window will reload to display the Browse button, which allows you to navigate to and upload
a new image.

As an alternative to uploading an image when you are creating a paragraph, you could first upload it
to the DMS and then insert it from the DMS in the dialog. This way, it will be available for further use
without the necessity of uploading again. How to upload a file to the DMS is discussed in Documents
Workspace Uploading Single Documents and Files (link).

Inserting Images from the DMS


To insert an image from the DMS:

Select the DMS option by clicking within the small circle next to this option and the radio button
will indicate your selection. When you select the DMS option, the dialog will reload to display input
options relevant to inserting a file from the DMS.

Next, click on the Internal Link button to the right of the field box.

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When you click on the Internal Link button, a new dialog containing the file structure of the DMS
will open. In this dialog, select the image that you would like to insert by clicking on the file
name, and then click on the OK button at the bottom of the window. When you click on the file
name, the file path will be inserted into the last row of the window.

When you click on the OK button, the DMS dialog will close and you will be returned to the first
dialog where the DMS file path of the selected file will now appear in the Choose Internal Image
box.

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To demonstrate the upload feature we created a new Text and Image paragraph on the About
Articles Standard Articles page in the demo-project website and inserted the green-wall-andwindow image from the DMS.
Demo-project - About Articles Standard Articles page (modified)

4.2.8 Inserting Dates


In the editing window, numerous dialogs facilitate the insertion of a date and time. The use of the
various dialogs is discussed in the relevant individual sections, but the date insertion process is
collectively discussed here. For example, the Article Header dialog, accessed by clicking on the Edit
Header button on any page based on the Article Template, has a Date Field, which allows you to
include the date of an article.
Demo-project About Articles Standard Article page Article Header dialog

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On the Event template, the Start Date and Time of the event is a mandatory field in the News Header
dialog. Mandatory fields are indicated by an * in the dialogs.
Demo-project News and Events News Overview New Years Eve News Header dialog

In the date fields, you have the option to either insert the date manually or use the Select date
button to access the calendar.
Manual dates should be in the yyyy-mm-dd format and where a time is required, it should be in the
hh:mm:ss format.
Demo-project About Articles Standard Article page Article Header dialog window
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In the editing window, dates display in the dd-mm-yyyy format.


Demo-project About Articles Standard Article page (modified)

The Select date button allows you to select a date from a calendar. To use this function, click on the
Select date button and the calendar will appear.
Demo-project About Articles Standard Article page Article Header dialog (modified)

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The calendar is simple to use and offers many possibilities. When you point to the different areas of
the calendar, the instructions relevant to the area pointed to appear in the row at the bottom of the
calendar. For example, if you mouse over the greater-than sign in the second row, to the right of the
word Today, the instructions in the bottom row will change to Next month (hold for menu). Following
these instructions, if you then click on the greater-than sign, the calendar will display the following
month, and if you click and hold on the greater-than sign, a drop-down menu containing all the
months of the year appears. You can select the appropriate month from the menu by clicking on it. All
the different options on the calendar work in the same way and are annotated in the screenshot
below.

Once you have located the date you would like to insert, click on it, and it will be inserted into the
Date box in the dialog.
Where a time is required, the calendar has an additional row at the bottom that allows you to select
the time.

4.2.9 Linking Internally


In numerous dialogs opened from the editing window, it is possible to include a link to an internal
page or file.
For example:
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When creating an Internal Page Teaser paragraph in the Teaser dialog, the Page field in the
Teaser Main tab area, allows you to link to an internal page of the site.

When creating a Download File Teaser paragraph in the Teaser dialog, the Download File field in
the Teaser Main tab area, allows you to link to an internal file in the DMS.

The Internal Link button facilitates the linking process and in all dialogs that allow for internal linking
there is an Internal Link button to the right of the relevant field. .
The use of the various dialogs is discussed in the relevant individual sections, but the linking
process is collectively discussed here.
4.2.9.1

Linking to Internal Pages

To link to an internal page:

In the relevant field of the dialog, click on the Internal Link button to the right of the field.

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When you click on the Internal link button, a new dialog containing the entire page structure will
open. In this dialog, select the page that you would like to link to by clicking on the page name,
and then click on the OK button at the bottom of the dialog. When you click on the page name,
the file path of the selected page displays in the last row of the window.

When you click on the OK button, the second dialog will close and you will be returned to the first
dialog, where the file path of the selected page will now appear in the field.

4.2.9.2

Linking to Internal Files

To link to a file in the DMS:

In the relevant field of the dialog, click on the Internal Link button to the right of the box.

When you click on the Internal Link button, a new dialog containing the file structure of the DMS
will open. In this dialog, select the file that you would like to link to by clicking on the file name,
and then click on the OK button at the bottom of the dialog. When you click on the file name, the
file path of the selected file displays in the last row of the window.

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When you click on the OK button, the second dialog will close and you will be returned to the first
dialog, where the file path of the selected file will now appear in the field.

4.2.10

Categories

Magnolias categorization feature allows you to assign categories to articles. Teasers to all the
articles in a category are displayed on the category overview page.
On all pages based on the Article and Large Article templates, it is possible to assign categories to
an article and to include a list of categories in the Article Header paragraph.
Demo-project About Articles Standard Article page

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The category overview page, which is normally not included in the navigation structure, can be
accessed either by clicking on a category in the list on the article page or in a category cloud.
Demo-project About Articles Standard Article page

The Category Overview template aggregates all article pages that have been assigned the specific
category. When you click on a category, Magnolia automatically creates the overview page for the
selected category.
Demo-project About Articles Standard Article Family Category Overview page

All that is necessary is to create a single page based on the Category Overview template. This page
will be used automatically for all categories.
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Inserting content into the Category Overview Header paragraph is discussed in Paragraph Types
Header Paragraphs Category Overview Header Paragraph (link)..

4.2.11

Enabling Commenting

Magnolia has built-in commenting. On any page based on the Article, Large Article, News, Event
and Glossary Term templates, it is possible to include a commenting section on the page.
Demo-project News and Events Events Overview New Years Eve page

When commenting is enabled on a page, users are encouraged to register and comment on the
subject matter of a page.
Demo-project - About History page

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To enable commenting, simply click on the Enable commenting button on any page on which the
function is available and a commenting section will be included on the page.

4.2.12

Print and Bookmark Functions

The Header paragraphs in the main area of the Article, Large Article, Event, News and Glossary
Term templates all automatically render the Print and Bookmark functions that allow users to either
print or bookmark the page.
Demo-project About Articles Standard Article page

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When a user clicks on the Print icon, the article, news, event or glossary term page will print. The
navigation column and promo areas are excluded from the printed document and the header area is
replaced with the print logo.
Demo-project About Articles Standard Article page print format

When a user clicks on the Bookmark icon, a drop-down list offering numerous bookmarking
options appears.
Demo-project About Articles Standard Article page

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4.2.13

Screen Resolution

Magnolia templates are designed to be adaptable to a users screen resolution. The templates
automatically detect the size of the users screen and dynamically adapt to it. The web page content
automatically rearranges to make optimum use of the available screen space.
For example, on the Home page of the demo-project website for:

Large screens, the teaser paragraphs in the main area, display in vertical rows of three, and
the promo area displays as a vertical columns.
Demo-project Home page (modified)

Medium screens, the teaser paragraphs in the main area, display in vertical rows of three, and
the promo area is moved to below the main area and displays in a row, as opposed to a
column.
Demo-project Home page (modified)

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Small screens, the teaser paragraphs in the main area, display in vertical rows of two, and the
promo area is moved to below the main area and displays in a row, as opposed to a column.
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This concept is discussed and demonstrated in Demo Project Website Adaptable Screen Resolution
(link).
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In this manual, all the screenshots were taken on a large screen and any explanations regarding
positioning assume the large screen resolution. Please bear this in mind if you are viewing Magnolia
on a medium or small screen.

4.2.14

Concurrent editing

Editors can collaborate, editing the same page at the same time. Concurrent editing within a single
page without data loss works as long the editors work on different paragraphs.
A notification is flashed when you open a page that another editor is already working on. This allows
authors to coordinate their editing activities.

After the initial notification, editors can see collaborating users by clicking the collaborating users icon
in the main bar.

This feature is also known as "soft locking". Editing a page does not lock other editors out of that
piece of content. You just need to communicate so work does not overlap.

4.3 Editing Window Functions


4.3.1 Previewing Pages
The Preview button, located in the top left-hand corner of the editing window, allows you to preview
your page in the form that it will appear on your website.
To preview a page, click on the Preview button.
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When you click on the Preview button, the editing window will reload to display the page without the
edit bars and function buttons. The only addition to the page is a small button containing a doublegreater-than sign in the top left-hand corner of the page, which you can click on return to edit
mode.
Demo-project - News and Events page

4.3.2 AdminCentral Button


The AdminCentral button, located in the top left-hand corner of the editing window, is used to navigate
back to AdminCentral.
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This AdminCentral button is extremely useful when you have many windows open simultaneously.
When you click on the AdminCentral button in the editing window, the AdminCentral window will
open.

4.3.3 About the Dialogs


4.3.3.1

General

Numerous dialogs open when you click on many of the function buttons in the editing window and
all are similar in design. For example, when you click on any Edit Button, the dialog for the selected
paragraph opens and when you click on the Page Info button, the Info dialog opens.
Some dialogs have a single tab area, while others have numerous tab areas. A lighter green tab
indicates the active tab area. To access the different tab areas, click on the relevant tab and the
dialog will reload to display the fields relevant to the selected tab.
Demo-project About page Section Info Dialog

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4.3.3.2

Mandatory Fields

In the various dialogs, any field indicated with an asterisk is a mandatory field and it is not
possible to save the content of the dialog without including mandatory information. If you attempt to
do so, an error dialog will open when you attempt to save the content. To close the error dialog, click
on the OK button and then insert content into the mandatory field.
Demo-project - About Articles Standard Article page Article Header dialog

Non-mandatory fields can be left blank. If no content is inserted into a non-mandatory field, the field
will simply not display in the editing window, but the paragraph will still display professionally. The

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Article Header paragraph in the screenshot below contains no content in the Kicker, Author or Date
fields.
Demo-project - About Articles Standard Article page

4.3.3.3

Save and Cancel Buttons

All dialogs have Save and Cancel buttons in the bottom right-hand corner of the dialog.
Demo-project - About section page Teaser Opener dialog

When you click on the Save button, the dialog will close and the inserted information will be saved
and reflect in the editing window. When you click on the Cancel button, the dialog will close and
any information inserted in the dialog will not be saved. It is only necessary to save the content of a
dialog once, i.e. when you have completed the fields in all tab areas.

4.3.4 Setting Page Information


The Page info button is located in the top right-hand corner of the editing window and allows you to
insert separate page information for each page.
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When you click on the Page Info button, a dialog in which you insert the page information opens.
The precise name of the dialog depends on the page you are working on.
Demo-project - Home page Home dialog

Page information for the Home page differs from that of all other pages, as the Home dialog caters
for the entire site in addition to the Home page, whereas the various dialogs, which open on pages
other than the Home page, apply only to the single page.
Page information should be inserted individually for each page of the site.
4.3.4.1

Page Information - Home Dialog

In the Home dialog, information relating to the site in general, the header area and the Home page
itself is inserted. All other pages inherit the information relevant to the header area, for example the
logo, slogan and search box, automatically.
To insert the page information for the Home page, click on the Page Info button in the top right-hand
corner of the page.
Demo-project - Home page

When you click on the Page Info button, the Home dialog opens.
Demo-project - Home page Home dialog

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The Home dialog has two tab areas: Site and Meta Data.

Site Tab Area

Site Title Field


The Site Title field allows you to insert the title for your site. If you no not include a site title, the
page title AdminCentral will be used, by default.
To include the site title, insert it into the Site Title field.

In the editing window, the site title displays in the browser window and tab headers. The individual
page names are added to the site title, for example Demo-project (site title) Home (page title).
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Site Configuration Field


The Site Configuration field allows you to select the configuration for your site. The options
available will depend on the configurations defined when the site was designed. In the demo-project
site, only the default option is available.

If more than one site configuration option is available, click on the small down-arrow to the right of
the Site Configuration field to access the list of options. Select the appropriate option by clicking on
it and it will be inserted into the field.
Headline Field
The Headline field allows you to insert a headline for the Home page. By default, the page title in
AdminCentral automatically displays in the Headline field, but it is possible to change this. If you do
change the headline, the page title in AdminCentral will automatically change as well.
To change the headline, insert the new headline into the Headline field.

In the editing window, the headline is used as the default header in any promo or teaser paragraph
that references the Home page.
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The headline is also used as the alt text, which displays when you mouse-over the logo or slogan in
the header section on all pages of the site.

If you do not include a different window title in the Window Title section, which appears lower down
in the Site area, the Headline will also display in the window and tab title of the browser window.
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Abstract Field
The Abstract field allows you to insert an abstract for the Home page.
To include an abstract, insert it into the Abstract field.

In the editing window, the abstract is used in all teasers and promos that reference the Home page.
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Logo Image Field


The Logo Image field allows you to include a logo Image.
You can choose to upload an image from your computer or select one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a logo image, insert the file path of the image into the Logo Image field.

In the demo-project and demo-features websites, the logo image holder is 202x51 pixels.
To demonstrate the log image, we changed the background color of the original Magnolia logo from
black to blue, uploaded the modified image to the DMS and then chose this file in the DMS file
structure.
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Print Logo Image Field


The Print Logo Image field allows you to upload a different logo Image for printing purposes.
You can choose to upload an image from your computer or select one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a print logo image, insert the file path of the image into the Logo Image field.

The print logo image is normally in a different file format and size than the web logo image.
To view the print logo image:

In the editing window, click on Print Preview option in the File Menu of your browser.
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In Windows, the Print Preview window will open to display the printable version of the web page.
The print logo image replaces the entire header and stage sections of the Home page.
Print Preview window Home Page

Alternative Logo Text Field


The Alternative Logo Text field allows you to insert the text that displays if the logo image does not
display for any reason.
To include the alternative logo text, insert it into the Alternative Logo Text field.
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In the editing window, the alternative logo text displays when the logo image does not.
Demo-project - Home page (modified)

Slogan Field
The Slogan field allows you to you to insert the website slogan. In the demo-project site, these are
the words Simple Open-Source Content Management that appear directly below the Magnolia logo.
Demo-project - Home page

To include a slogan, insert it into the Slogan field.

In the editing window, the slogan displays below the logo.


Demo-project - Home page (modified)

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Page in Navigation Field


The Page in Navigation field allows you to choose to include the Home page in the navigation bar.
To select not to display the Home page in the navigation bar, click within the small square and a
green tick will indicate your selection.

In the editing window, if you choose to hide the Home page in the navigation bar, it will not appear in
the navigation bar of any of the site pages, but can still be accessed by clicking on the logo.
Demo-project Home page (modified)

Window Title Field


The Window Title field allows you to insert the title to display in the browser window and tab
headers.
To include a window title, insert it into the Window Title field.

In the editing window, if you leave the Window Title box blank, the headline displays, and failing a
headline, the page title in AdminCentral displays.
Demo-project - Home page

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Navigation Title Field


The Navigation Title field allows you to insert the title to display in the navigation bar. If you do not
insert a navigation title, the page title AdminCentral is used.
To include a navigation title, insert it into the Navigation Title field.

In the editing window, the navigation title displays in the navigation bar.
Demo-project - Home page

Search Page Field


The Search Page field allows you to define a path to the Search page on which the search results
display.
How to use the Internal Link function is discussed in Linking Internally - Linking to Internal Pages
(link).
To include the search page, insert the file path of the page into the Search Page field.

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In the editing window, if you enter a search term into the search box in the header area of any page,
the results will display on the page linked to in the Search Page field.
Demo-project - Search Site page

Meta Data tab

The Meta Data tab area allows you to enter the meta tags i.e. the page description and keywords,
for your page. These are extremely important for search engine optimization purposes.
Meta Keywords Field
The Meta Keywords field allows you to insert the keywords for the Home page.
To include the keywords, insert them into the Meta Keyword field, separated by a comma.

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Meta Description Field


The Meta Description field allows you to insert the page description for the Home page.
To include the description, insert it into the Meta Description section field.

If you do not insert a meta description, the abstract inserted in the Site tab area of the Home dialog
will be used.
Search engines that use meta tags, use the meta or page description in their listings on their search
results page. This is the portion that appears in the search results below the main title. For this
reason, it may be best to keep your meta description under 200 characters and include important
keywords.

4.3.4.2

Dependencies

On the Dependencies tab you can see a complete list of page dependencies, including sub-pages
and assets stored in the DMS, and their activation status.

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When you attempt to delete a page, a warning dialog lists the dependent pages that will be affected
by the deletion.

4.3.4.3

Page Information - Other pages

For all pages other than the Home page, the fields in the dialog that opens when you click on the
Page Info button in the editing window are identical and consistent for all templates, but the names
of the dialogs and Info tab areas vary. For example, the dialog and Info tab area for section pages
are both named Section Info, whereas the dialog and Info tab area for article pages are named Article
Info.
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Section Info Dialog

Article Info Dialog

In the Info tab area, each dialog has four fields: Teaser Image, Page in Navigation, Window Title
and Navigation Title. Their use is identical, irrespective of the page to which they apply.
Demo-project new section page (created) Section Info dialog Section Info tab area

The Meta Data tab area is also consistent for all page-info dialogs, including the Home dialog, and
contains two fields: Meta Keywords and Meta Description.
Demo-project new section page (created) Section Info dialog Meta Data tab area
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To insert the page information for all pages other than the Home page, click on the Page Info button
in the top right-hand corner of the page.
Demo-project - News and Events Events Overview New Years Eve page

When you click on the Page Info button, the dialog applicable to the page you are working on
opens.

Info Tab Area

Teaser Image Field


The Teaser Image field allows you to insert a teaser image that displays in all teaser and promo
paragraphs that reference the page.
You can choose to upload an image from your computer or insert one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a teaser image, insert the file path of the image into the Teaser Image field.

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The teaser image will be used by default if an alternative image is not defined when the teaser
paragraphs targeting the page are created.
To demonstrate the use of the teaser image we inserted the green-wall-and-window.jpg image in the
DMS as the teaser image for the demo-project - About History page and then created new teaser
and promo paragraphs referencing the About History page on the About page. The imaging engine
has automatically resized the original image to fit into the teaser and promo paragraphs.
Demo-project - About page (modified)

Page in Navigation Field


The Page in Navigation field allows you to choose to display or hide the page in the navigation
bars of the site.
It is not always appropriate to include all pages in the navigation menus. For example, A Thank You
page, which loads after a visitor has completed a form. By default, all pages are included in the
navigation bars, but any page can be hidden by checking the Hide in Navigation option. If a higherlevel page, for example, a section page is hidden, all of its subpages will not automatically be
hidden and each page needs to be hidden individually. Non-hidden subpages of a hidden higherlevel page will however be difficult for a visitor to locate.

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To exclude a page from the navigation bars, click within the small square to the left of the words
Hide in Navigation and a green tick will indicate your selection.

Once a page has been hidden, it will not appear in the navigation bars in the editing window but can
always be opened from AdminCentral.
The screenshots below show the demo-project - About Articles page before and after the Hide in
Navigation option was selected in the Article Info dialog of the Interesting Article sub-page.
Demo-project - About Articles page (before)

Demo-project - About Articles page (after)

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Window Title Field


The Window Title field allows you to define the title that displays in the browser title bar and tab
headers. If no window title is included, the page title in AdminCentral is used.
To include a window title, insert it into the Window Title field.

The text inserted in the Window Title field displays in addition to the Site Title inserted in the Home
dialog, which is accessed by clicking on the Page Info button on the Home page.
Demo-project - About History page (modified)

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Navigation Title Field


The Navigation Title field allows you to insert the title that displays in the navigation bars of the
site.

In the editing window, the navigation title displays in the navigation bars.
Demo-project - About History page (modified)

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Meta Data Tab Area

The Meta Data area allows you to enter the meta tags i.e. the page description and keywords, for
your page.
The Meta Data area for all Info dialogs is identical. Inserting content in the Meta Data area is
discussed in Setting Page Information Home Page Meta Data Area (link).

4.3.5 Adding Paragraphs


4.3.5.1

About New Paragraphs

New paragraphs are added to a page using the New function buttons. New buttons can be found
below the current content in each content area on all pages that allow for the addition of new
paragraphs.
The precise name of the New button depends on the paragraph category that may be added in the
particular area.

In teaser or extras columns, the New buttons are named New Teasers and New Extras,
respectively
Demo-project - About page

In promo columns, the New button is named New Promos.


Demo-project - About page

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In body content columns, the New button is named New Content.


Demo-project - About Artlicles Standard Article page

In the base element area, the New button is named New Base Element.
Demo-project - Home page

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On creation, new paragraphs are inserted directly below the current paragraphs in the content
column, but most can later be moved using the Move function. This is discussed in Moving
Paragraphs (link).
After a new paragraph has been inserted, a new New button appears below the newly inserted
paragraph, to allow further paragraphs to be inserted.
When a new page is created, the New buttons appear directly below the section header, if any, and
any template-specific or inherited paragraphs. The paragraph types that may be inserted on the
new page depend on the template on which the new page is based.
Demo-project - New Article page Article template (created)

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Demo-project - New Section page Section template (created)

4.3.5.2

Dialog Sequence

The sequence of events that occurs and the dialogs that open when you click on any New button
depends on both the template itself and the area within the template that you are working on. There
are two possible scenarios:

If, in the specific area the template allows for a selection of new paragraphs from which to
choose, the procedure is a two-step process.
Demo-project About Articles Standard Article page

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When you click on the New button, the Create new paragraph dialog opens.

Once you have selected the paragraph type in Create new paragraph dialog, the dialog closes
automatically and the dialog in which the actual paragraph is created opens.

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If, in the specific area, the template allows for only a single paragraph type, for example in the
promos area, the procedure is a one-step process.
Demo-project - About History page

When you click on the New button, the dialog in which the actual paragraph is created will
open directly.

The Create new paragraph dialog is unnecessary in this scenario, as the template does not offer
a paragraph choice in the content area.
4.3.5.3

Paragraph Types

The paragraph types offered in the Create new paragraph dialog depend firstly on the category of
paragraphs, i.e. teasers or body content paragraphs, that may be inserted in the particular area and
secondly the types of paragraphs made available by the particular template.
When creating a new body content paragraph, when you click on the New Content button in the
editing window, the Create new paragraph dialog opens and offers a selection of body content
paragraph types.

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When creating a new teaser paragraph, when you click on the New Teasers or New Extras button
in the editing window, the Create new paragraph dialog opens and offers a selection of teaser
paragraph types.

When creating a new promo paragraph, when you click on a New Promos button in the editing
window, the Teaser window, i.e. that window in which the paragraph is created, opens directly.
The reason for the distinction is that all promo paragraphs are uniform and none of the templates
offers a choice of different promo paragraph types.

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The selection of teaser paragraphs available in the Create new paragraph dialog is not
consistent for all areas or all templates, i.e. not all the available teaser paragraphs are offered in
each area. For example, in the Section template in the main area the Latest News Teaser is available
as an option and is not available in the extras column, and the External Page Teaser is available in
the extras area, but not in the main area. The available choices are determined by the template and
cannot be changed in the Website workspace.
The selection of body content paragraphs available in the Create new paragraph dialog is
consistent for all areas and all templates that allow for the insertion of general body content
paragraphs.
4.3.5.4

Adding Paragraphs Procedure

The procedure for adding all categories and types of new paragraphs is identical. The only
difference is that the paragraph types available in the Create new paragraph window vary
according to the category of paragraph that is inserted.

Adding Body Content Paragraphs


To add a new body content paragraph:

Click on a New Content button in the main area of any page that includes a body content column.
Demo-project - About Articles Standard Article page

When you click on the New Content button, the Create new paragraph dialog, which lists the
available paragraph types, opens. Select a paragraph type, by either clicking within the small
circle next to the option, or on the name or description link of the option. When you point to any
of the options, the text will become underlined indicating that the hyperlink is active.

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When you select a paragraph type, the Create new paragraph dialog closes and the dialog
window of the selected paragraph type, where you insert the contents of the paragraph, opens.

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Each of the body content paragraphs has its own dialog with unique tab areas and fields. Most
dialogs bear the same name as the paragraph itself. For example, when you select the Quoted
Text paragraph, the Quoted Text dialog opens.

Inserting content into the various dialogs is discussed in Paragraph Types Body Content
Paragraphs (link).

Adding Teaser Paragraphs


To add a new teaser paragraph:

Click on a New Teasers or New Extras button in the main or extras area of any page that
includes these areas.
Demo-project - About page

When you click on the New Teasers or New Extras button, the Create new paragraph dialog,
which lists the available paragraph types, opens. Select a paragraph type, by either clicking
within the small circle next to the option, or on the name or description link of the option. When
you point to any of the options, the text will become underlined indicating that the hyperlink is
active.

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The paragraph types that may be used in any particular content area is determined by the page
template and the contents of the Create new paragraph dialog varies accordingly.

When you select a paragraph type, the Create new paragraph dialog closes and the dialog of
the selected paragraph type, where you insert the actual content of the paragraph, opens
.

Each of the teaser paragraphs has its own dialog with unique tab areas and fields. Most dialogs
bear the same name as the paragraph itself, but many are simply named Teaser. For example,
when you select the Next Events teaser paragraph, the Teaser Next Events dialog will open, but
when the Internal or External Page Teaser paragraph or the Download File Teaser paragraph is
selected, the dialogs that open are all simply named Teaser.

Inserting content into the various dialogs is discussed in Paragraph Types Teaser Paragraphs (link).

Adding Base Element Paragraphs


To add a new base element paragraph:

Click on the New Base Element button above the footer area of any page.
Demo-project - About page

When you click on the New Base Element button, the Create new paragraph dialog, which lists
the two available paragraph types opens. Select a paragraph type, by either clicking within the
small circle next to the option, or on the name or description link of the option. When you point
to any of the options, the text will become underlined indicating that the hyperlink is active.

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When you select a paragraph type, the Create new paragraph dialog closes and the dialog of
the selected paragraph type, where you insert the actual content of the paragraph, opens.

Each of the base element paragraphs, which are in fact teaser paragraphs, has its own dialog
with unique input tab areas and fields. The dialogs bear the same name as the paragraph itself.
For example, when you select the Category Cloud paragraph, the Category Cloud dialog opens.

Inserting content into the base element dialogs is discussed in Paragraph Types Teaser Paragraphs
(link).

Adding New Promo Paragraphs


To add a new promo paragraph:

Click on the New Promos button in the promos area of any page.
Demo-project - About page

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When you click on the New Promos button, the Teaser dialog opens.

Using the Teaser dialog is discussed in Paragraph Types Teaser Paragraphs Internal Page
Teaser in Promo Area (link).

4.3.6 Editing Paragraphs

4.3.6.1

About Editing Paragraphs

Paragraphs are edited using the Edit function buttons. There are Edit buttons in the green edit
bars above each paragraph.
Demo-project - About Articles page

The Edit button names of some paragraphs specify the paragraph name in the button name. For
example on the Section template, the edit button of the Opener paragraph is named Edit Opener and
on the Image Gallery template the edit buttons of the Image Gallery Header and Image Gallery
paragraph are named Edit Image Gallery Header and Edit Image Gallery Paragraph, respectively
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Demo-project - About section page

Demo-project Multimedia Image Gallery page

Irrespective of the button name, the editing procedure for each paragraph is identical.
4.3.6.2

Editing Paragraphs Procedure

To edit a paragraph:

Click on the Edit button of the paragraph you would like to edit.
Demo-project - About Article Standard Article page

When you click on the Edit button, the dialog of the selected paragraph opens.

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The content and name of the dialog that opens varies according to the paragraph type of the
original paragraph. For example, if the Text and Image paragraph was used to create the
paragraph, the Text and Image dialog opens.
Demo-project - About Article Standard Article page

Demo-project - About Article Standard Article page - Text and Image dialog

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If the Internal Teaser paragraph was used to create the paragraph, the Teaser dialog opens.
Demo-project - About Article Standard Article page

Demo-project - About Article Standard Article page - Teaser dialog window

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Inserting and editing content in the various dialog windows is discussed in Paragraph types (link).
It is not possible to change the original paragraph type using the Edit function. If you would like to
use a different paragraph type, we suggest that you create a new paragraph using the type of your
choice, then delete the original paragraph, and move the new one to the position of the original
paragraph on your page. How to add new paragraphs, delete current paragraphs and move
paragraphs is discussed in Adding Paragraphs, Deleting Paragraphs and Moving Paragraphs (links).

4.3.7 Deleting Paragraphs

4.3.7.1

About Deleting Paragraphs

Paragraphs are deleted using the Delete function buttons. There are Delete buttons in the green
edit bars above most paragraphs.
Demo-project - Multimedia page

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Some paragraphs, for example the Article Header paragraph in the main area of the Article template,
cannot be deleted and the edit bar has no Delete button. Generally, paragraphs that cannot be
deleted can also not be moved.
Demo-project - Multimedia Embedded Video page

As a general rule, all teaser and promo paragraphs, except inherited paragraphs, can be deleted on
the page on which they appear. Inherited paragraphs can only be deleted on the page from which
they are inherited.
On general body content templates, i.e. the Article, Large Article, News, Event and Glossary Term
templates, the header paragraph in the main area cannot be deleted.
Demo-project About Articles Standard Article page

Many of the special templates include paragraphs that are generated automatically, and these
paragraph types cannot be deleted. For example, the FAQ paragraph in the FAQ template and the
Image Gallery Header and Image Gallery paragraphs in the Image Gallery template.
Demo-project - Service FAQ page

Demo-project - Multimedia Image Gallery page

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When you delete a paragraph it will be deleted permanently and will no longer display on the page.
There is no way to restore a deleted paragraph and you should always take care when doing this.
Once a paragraph has been deleted, any paragraphs previously below the deleted paragraph will
move up by a single paragraph space.
Demo-project News and Events Events Overview page (modified)

Where the paragraphs are sequenced in a number of rows, for example in the main area of the
Home template, the remaining paragraphs will move firstly left and then up by a single paragraph
space.
Demo-project Home page (modified) before deletion
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Demo-project Home page (modified) after deletion

4.3.7.2

Deleting Paragraphs Procedure

To delete a paragraph:

Click on the Delete button of the paragraph that you would like to delete.
Demo-project About History page

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When you click on the Delete button, a warning dialog opens asking you to you confirm the
deletion. Click on the OK button to do so.
Demo-project About History page

When you click on the OK button, the warning dialog closes returning you to the editing window,
where the deleted paragraph will no longer appear on the page.
Demo-project About History page

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4.3.8 Moving Paragraphs

4.3.8.1

About Moving Paragraphs

Paragraphs are moved using the Move function buttons. There are Move buttons in the green edit
bars above most paragraphs.
Demo-project - Multimedia page

Some paragraphs, such as the Article Header paragraph in the main area of the Article template,
cannot be moved and the edit bar has no Move button. Generally, paragraphs that cannot be
deleted can also not be moved.
Demo-project - Multimedia Flash Content page

With the exception of the Opener paragraph on the Section template and inherited paragraphs, all
teaser and promo paragraphs are movable. The Opener paragraph on the Section template can be
deleted, but not moved. Inherited paragraphs can only be moved on the page from which they are
inherited.
On general body content templates, i.e. the Article, Large Article, News, Event and Glossary Term
templates, the header paragraph in the main area cannot be moved.
Demo-project About History page

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Many of the special templates include paragraphs that are generated automatically, and these
paragraph types cannot be moved. For example, the Site Map Header and Site Map paragraphs in
the Site Map template and the Glossary Header and Glossary paragraphs in the Glossary template.
Demo-project - Service Site Map page

Demo-project - Multimedia Image Gallery page

Paragraphs can be moved within the same content area, but cannot be moved from one column to
another. They can be moved from any higher to any lower position, and vice versa, i.e. their sequence
can be changed.
Paragraphs are moved by simply dragging them from their current location and dropping them in a
new one.
4.3.8.2

Moving Paragraphs Procedure

To move a paragraph:

Click on the Move button of the paragraph that you would like to move.
Demo-project - About - Articles - Standard Article page

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When you click on the Move button, the edit bar and its function buttons become highlighted in
a brighter shade of green and a green rectangle becomes attached to your mouse pointer.
This rectangle will move with your pointer.
Demo-project - About - Articles - Standard Article page

Next, point to the edit bar of the paragraph above which you would like to insert the moving
paragraph and click on it. When you point to this edit bar, a green rectangle with the words
Move the selected paragraph above this one appears above the edit bar and the edit bar of
the moving paragraph remains highlighted.
Demo-project - About - Articles - Standard Article page

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If you point to any position other than the edit bar of a paragraph that is capable of being moved,
the green rectangle will show a no-entry sign on it, indicating that the position pointed to is not
a possible location.
Demo-project - About - Articles - Standard Article page

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When you click on the edit bar of the paragraph above which you would like to move the selected
paragraph to, the page will reload to display the paragraph in its new location.
Demo-project - About - Articles - Standard Article page

4.4 Paragraphs Types


4.4.1 General
Magnolia has built-in paragraph types that allow you to include otherwise complicated types of web
content on your pages with ease.
In Magnolia, paragraphs are distinct content areas on a page, and are easily distinguishable in
the editing window as above each paragraph there is a green edit bar containing function buttons.
Demo-project About Articles Standard Article page
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How to add and edit a paragraph is discussed in detail in Adding Paragraphs and Editing Paragraphs
(links). To recap, the procedures are briefly repeated below.
To add a new paragraph:

In the editing window, click on any New button and the Create new paragraph dialog opens;

In the Create new paragraph dialog, select the paragraph type that you would like to add to your
page, by either clicking within the small circle next to the paragraph type or on the paragraph title.
The template that the page is based on determines the paragraph types available in the Create
new paragraph dialog.

When you select the paragraph type, the dialog of the selected paragraph type opens where
you can insert the contents of the paragraph.

To edit a current paragraph:

In the editing window, click on the Edit button of the paragraph you would like to edit;

The dialog of the selected paragraph opens where you can edit the contents of the paragraph.

In this section, we discuss inserting content into the various dialogs that open when you click on either
a New button to insert a new paragraph or on the Edit button of a current paragraph to edit it.
The paragraph types discussed here are all included as samples in the default installation of
Magnolia 4.1.
Paragraph types are divided into two basic categories: body content paragraphs and teaser
paragraphs. There are also some additional unique paragraphs, for example, the Stage and Footer
paragraphs, which are discussed in Special Paragraphs (link) below.

4.4.2 Body Content Paragraphs


There are three categories of body content paragraphs: header paragraphs, template-specific
body content paragraphs available on the special content templates and general body content
paragraphs.

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4.4.2.1

Header Paragraphs

Section Header Paragraph


The Section Header paragraph is unique to the Section template and all subpages of the section
page that contain a section header area, inherit this paragraph. It is located between the horizontal
navigation bar and the body content of the page.
Demo-project - About page

When you create a new page based on the Section template, the Section Header paragraph is
created automatically and the Edit Section Header button appears in the Edit bar.
Demo-project New Section page (created)

To insert content into the Section Header paragraph, click on the Edit Section Header button and
the Section Header dialog will open.
Demo-project New Section page (created) Section Header dialog

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The Section Header dialog has a single tab area: Section Header.
Section Header Tab Area

Headline Field

The Headline field allows you to include a section headline in the section header paragraph
When you create a new section page, the page title in AdminCentral is included as the section
headline, but you can change it in the Headline field.
Demo-project New Section page (created)

To change the headline, insert a new headline into the Headline field.

In the editing window, the new headline will display in the Section Header paragraph
Demo-project New Section page (created)

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The headline is used in all teaser and promo paragraphs that reference the page, unless it is
overwritten when the teaser and promo paragraph is created.
Demo-project About Articles page (modified)

When you change the headline in the Header dialog, the page title in AdminCentral also changes to
reflect the new headline.
Abstract Field

The Abstract field allows you to include an abstract, summary and/or introduction to the page
content.
To include an abstract, insert it into the Abstract field.

In the editing window, the abstract displays on the left in the Section Header paragraph.
Demo-project About Articles page (modified)

The abstract is used in all teaser paragraphs and partially in all promo paragraphs that reference the
page, unless it is overwritten when the teaser or promo paragraph is created.
Demo-project About Articles page (modified)
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General Header Paragraphs


Header paragraphs are included in all general and special body content templates, except the
Search Results and Contact Form templates
The available types of header paragraphs and the templates they relate to on the general content
templates are:

Article Header paragraph on the Article template;

Article Header paragraph on the Large Article template;

Event Header paragraph on the Events template;

News Header paragraph on the News template;

Glossary Term Header on the Glossary Term template.


Demo-project News and Events Events Overview Another Event page

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All the special templates, except the Search Result, Category Overview and Contact Form
templates, contain both a header paragraph and a template-specific body content paragraph in
the main area of the template. In combination, these paragraphs render the special content.
The Category Overview template has a header paragraph, but no additional template-specific
body content paragraph, and the Search Results template has template-specific body content
paragraph, but no header paragraph.
All that is necessary to create any of the special pages is an understanding of the header paragraph
and/or the body content paragraph of the template to which they relate. The header paragraphs are
discussed here and the body content paragraphs are discussed in the following section: Templatespecific Body Content Paragraphs (link).
The only special template that does not conform to this rule is the Contact Form Template and the
paragraphs that enable the submission of forms are discussed in Form Paragraphs (link).
The available types of header paragraphs and the templates they relate to on the special content
templates are:

Glossary Header paragraph on the Glossary template;

Image Gallery Header paragraph on the Image Gallery template;

FAQ Header paragraph on the FAQ template;

Site Map Header paragraph on the Site Map template;

Events Overview Header paragraph on the Events Overview template;

News Overview Header paragraph on the News Overview template;

Category Overview Header paragraph on the Category Overview template.


Demo-project Multimedia Image Gallery page

When you create a new page on any of the templates that contain a header paragraph, the header
paragraph is created automatically. The explanations and instructions provided here are equally
applicable to all header paragraphs,
When you create a new page, the page title in AdminCentral appears as the header paragraph
headline in the editing window and the Edit Header button displays in the edit bar of the paragraph.
Demo-project About Articles New Article page (created)

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This is equally true for all header paragraphs except the Event and Category Overview Header
paragraphs.
When you create a new page based on the Event template, the page title appears as the Event
Header paragraph headline and the Event Title, Description, Date and Time fields appear
automatically. The reason for this distinction is that formatting of the Event Header paragraph in the
editing window is completely different to the other Header paragraphs.
Demo-project News and Events Events Overview - page (created)

The Category Overview Header paragraph is unique in that it does not follow the pattern of the
other Header paragraphs and is fully dealt with in Category Overview Header Paragraph (link) below.
.
The precise name of the Edit Header button depends on the template you are working on. For
example, on the Article and Large Article templates, the button name is Edit Article Header and on the
News template, it is News Header etc.
When you click on an Edit Header button, the Header dialog, specific to the template you are
working on, opens. For example, on the Article and Large Article templates, the dialog name is Article
Header and on the News template, it is News Header etc.
With the exception of the Article, Large Article and Category Overview templates, all Header dialogs
have a single tab area named Header.
Demo-project News and Events News Overview New News Item page (created) News
Header dialog

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The precise name of the tab depends on the dialog you are working in. For example, in the Article
and Large Article Header dialog, the tab name is Article Header and in the News Header dialog, it is
News Header etc.
The Article and Large Article Header dialogs have two tab areas: Article Header and Categories.
As articles can be categorized, this addition is necessary for the Article Header paragraph.
Demo-project About Articles New Article page (created) Article Header dialog

The individual fields in the various tab areas of the Header dialogs are dealt with in the sections
that follow.
Header Tab Area

The Header tab area of the different dialogs varies. The Headline (*) and Abstract fields are
common to all header paragraphs and in addition the:

Article and Large Article Header dialogs contain a Kicker, Date and Author field;

Event Header dialog contains a Event Title, Start Date and Time, End Date and Time,
Location (*), Link Title and Page URL field;

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News Header dialog contains a Kicker, Date (*), Author and Location field;

Glossary Term Header dialog contains Date, and Author field.

In all Header paragraphs, the Headline is a mandatory field. The Abstract field is mandatory in the
Event and News Header paragraphs, but not in any of the other header paragraphs. In the Event
Header paragraph, the Event Title, Start Date and Time and Location fields are mandatory and in
the News Header paragraph the Date field is mandatory.
The purpose of the header paragraphs is to introduce and/or summarize the page content.
Although the different header paragraphs contain common fields, each paragraph is unique and
designed specifically for the template on which it is included. Appropriate additional fields are included
to suit the type of content typical for the template. For example, the Kicker field, which is common to
the Article and News Header paragraphs, would not be apt on any of the other templates and is
therefore not included.
Demo-project About Articles Standard Article page (modified)

Similarly, the Event Header paragraph includes Event Title, Start Date and Time, End Date and Time
and Location fields, which are not suitable for the other templates.
Demo-project News and Events Events Overview New Years Eve page

Once created, some header paragraphs include additional functionality, which the paragraph
renders automatically. For example, the Article, Event, News and Glossary Term Header paragraphs
contains the Print and Bookmark functions, which are not included in the other header paragraphs.
Demo-project News and Events News Overview Annual Report Presented page

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Although both termed the Article Header paragraphs and containing identical fields, the header
paragraphs on the Article and Large Article templates differ. The Article Header paragraph in the
Large Article template automatically creates a Table of Contents linked to the paragraphs inserted
below the header paragraph.
Demo-project About Articles Article with TOC page

The manner in which you input information into the different fields is identical, irrespective of the
particular Header paragraph that you are working on. Each of these fields is dealt with in individually
below.
Headline Field

The Headline field is included in all Header dialogs as a mandatory field. The Headline field allows
you to insert a headline at the top of the page.

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When you create a new page, the header paragraph is created automatically and the page title in
AdminCentral is included as the Headline, but can be changed in the Header dialog.
Demo-project About Articles New Article page (created)

In the Header dialog, the Headline field is named Headline in all dialogs, except of the Event
Header dialog where it is named Page Headline.
To change the headline from the page title, enter appropriate text into the Headline field.
Demo-project About Articles New Article page (created) Article Header dialog

In the editing window, the headline displays at the top of the paragraph.
Demo-project About Articles New Article page (created)

The headline is used in all teaser and promo paragraphs that reference the page, unless it is
overwritten when the teaser or promo paragraph is created.
Demo-project About Articles New Article page (created

When you change the headline in the Header dialog, the page title in AdminCentral will also change
to reflect the new headline.
When you create a new page, the original page title in AdminCentral is also included as the
navigation title in the Info dialog, which is accessed by clicking of the Page Info button.

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When you change the headline in the header dialog, the navigation title does not automatically
change in the Info dialog and remains that of the original page title in AdminCentral, but can always
be altered in the Info dialog. If, for any reason, the Navigation Title box in the Page Info dialog is
blank, the headline is used as the navigation title in the navigation bar.
Demo-project About Articles New Article page (created)

Working in the Page Info dialog is discussed in Setting Page Information Other Pages (link).
Abstract Field

The Abstract field is included in all header dialogs and allows you to include an abstract, summary
and/or introduction to the page content. The Abstract field is mandatory in the Event and News
Header dialogs, but not in any of the other header dialogs.
To include an abstract, insert it into the Abstract field in the Header dialog.
Demo-project About Articles New Article page (created) Article Header dialog

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In the editing window, the abstract displays in the header paragraph below the headline in all header
paragraphs except the Event Header Paragraph.
Demo-project About Articles New Article page (created)

Demo-project Multimedia Image Gallery page

In the Event Header paragraph, which is specifically formatted for events, the abstract displays next
to the start and end date graphics and below the Event title.
Demo-project News and Events Events Overview New Years Eve page

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The abstract is used in all teaser and partially in all promo paragraphs that reference the page,
unless it is overwritten when the teaser or promo paragraph is created.
Demo-project About Articles New Article page (created)

Kicker Field

The Kicker field is included in the Article, Large Article and News Header dialogs, but is not a
mandatory field in any. Non-mandatory fields may be left blank if you choose.
The Kicker is a smaller subheading, which appears above the headline.
To include a kicker, insert it into the Kicker field in the Header dialog.
Demo-project About Articles New Article page (created) Article Header dialog

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In the editing window, the kicker displays in the header paragraph above the headline.
Demo-project About Articles New Article page (created)

Date Field

The Date field is common to the Article, Large Article, News Glossary Term and Event Header
dialogs, but is only mandatory in the Event Header dialog. In the Event Header dialog both the Start
Date and Time and End Date and Time fields, are mandatory.
Dates and times can be inserted manually in the yyyy-mm-dd hh:mm:ss format or using the
calendar, which is access by clicking on the Select Date button. How to insert dates is discussed in
Inserting Dates (link).
To include a date, insert it into the Date field in the Header dialog.
Demo-project About Articles New Article page (created) Article Header dialog

In the Article, Large Article, News and Glossary Term Header paragraphs, the date displays to the left
in the Print and Bookmark row.
Demo-project About Articles New Article page (created)

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In the Event Header dialog the start and end dates are displayed in prominent graphic on the left and
directly below the abstract, with the times appearing in the row below the dates.
Demo-project News and Events Events Overview New Years Eve page

Author Field

The Author field is common to the Article, Large Article, News and Glossary Term Header dialogs
and is not a mandatory field in any.
The Author field allows you to include the name of the author of the article, news or glossary item.
To include the author, insert the name into the Author field in the Header dialog.
Demo-project About Articles New Article page (created) Article Header dialog

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In all header paragraphs that include an Author field, the author displays next to the date in the Print
and Bookmark row.
Demo-project About Articles New Article page (created)

Event Title Field

The Event Title field is unique to the Event Header dialog and is not a mandatory field. This field
allows you to include an event title in addition to the page title.
To include an event title, insert it into the Event Title field in the Header dialog.
Demo-project News and Events Events Overview New Years Eve page Event Header
dialog

The event title displays directly above the abstract below the headline.
Demo-project News and Events Events Overview New Years Eve page

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Location Field

The Location field is common to the Event and News Header dialogs and is a mandatory field in
the Event Header, but not in the News Header dialog. This field allows you to insert a location for the
news item or event.
To include a location insert it into the Location field in the Header dialog.
Demo-project News and Events Events Overview New Years Eve page Event Header
dialog

In the Event Title Header paragraph, the location displays in its own row.
Demo-project News and Events Events Overview New Years Eve page

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In the News Header paragraph, the location displays next to the author in the Print and Bookmark row
Demo-project News and Events News Overview Annual Report Presented page

Link Title and Page URL Fields

The Link Title and Page URL fields are unique to the Event Header dialog and are not mandatory
fields. These fields allow you to include an external link to the event. The link title is the words that
display the link and the URL the page that will open when the link is clicked on.
To insert a link title and URL, insert them into the Link Title and Page URL fields.
Demo-project News and Events Events Overview New Years Eve page Event Header
dialog (modified)

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In the Events Header paragraph, the link title displays in its own row and when clicked the link will
open the page specified in the Page URL field.
Demo-project News and Events Events Overview New Years Eve page

Category Tab Area

The Category tab area is only available in the Article and Large Article Header dialogs and allows
you to assign one or more categories to the article. The Category tab are has a single field,
Categorization.
Demo-project About Articles New Article page (created) Article Header dialog

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Categories are set up and managed in the Data Workspace and available for use in the Website
workspace. Managing Categories is discussed in Working in the Data Workspace Managing
Categories (link).
To select a category:

Click on the Choose button to the right of the Categorization field.

When you click on the Choose button, a new dialog containing all the current categories opens.
In this dialog, click on the category you would like to add the article to and then click on the OK
button at the bottom of the window. When you click on the category, the file path is inserted into
the row at the bottom of the window.

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When you click on the OK button, the second dialog closes returning you to the Article Header
dialog, where the selected category appears in the Categorization field.

You can add the article to as many categories as you like. To select another category, click on
the Add button.

When you click on the Add button, a second Categorization field appears..

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To add the second and further categories, repeat the procedure described above until you have
selected all the appropriate categories.

To delete a selected category, click on the Delete button and the select category row will be
deleted.

In the editing window, Categories display directly above the abstract.


Demo-project- About Articles New Article page (created)

When you click on any of the categories, the Category overview page for the selected category
opens.
Demo-project- Service Category Overview page

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Category Overview Header Paragraph


The Category Overview Header paragraph is designed to display a summary of all articles that
have been assigned to a specific category. The paragraph automatically aggregates all content
pages based on the Article and Large Article templates within a specific category and displays
teasers to the articles on a single page. When you click on a category listed in the Article Header
paragraph of any article, all the articles assigned to that category are displayed in the Category
Overview Header paragraph.
Demo-project Service Category Overview Family

It is only necessary to set up a single Category Overview page and it is not important where your
place it in the file structure. Magnolia automatically finds this page and uses it for all categories. No
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further configuration is necessary. The page is usually hidden in the navigation structure as it only
renders meaningful content when you select a category.
Categories are created and managed in the Data workspace and this is discussed in Data Workspace
Categories (link).
In the main area, the Category Overview template contains a single paragraph, the Category
Overview Header paragraph. This paragraph is created automatically when a new page based on
the Category Overview template is created and can be edited in the Categories dialog.
When you create a new category overview page, the Related Categories Teaser paragraph
displays by default in the first position in the extras area, but can be moved or deleted. Like the
Category Overview Header paragraph, this paragraph only displays meaningful content when you
select a category. Working in this paragraph is discussed in Teaser Paragraphs Standard Teaser
Related Categories Teaser Paragraph (link).
Demo-project Service Category Overview page

To edit the Category Overview Header paragraph, click on the Edit Category Overview Header
button and the Categories dialog will open.
Demo-project Service Category Overview page Categories dialog

The Categories dialog has two tab areas: Categories and Pagination.
Categories Tab Area

Text Field

The Categories tab area contains a single field, Text, which allows you to include introductory text
for the page.
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To include introductory text, insert it into the Text field.

In the editing window, the content of the Text field displays at the top of each Category Overview
page below the category heading.
Demo-project Service Family Category Overview page (modified)

Pagination Tab Area

Results per Page Field

The Results per page field allows you to limit the number of results that will display on each page.
To set the number of results, insert a number into the Results per page field.

In the editing window, the results will be limited to the number inserted in the Results per page field.
Demo-project Service Family Category Overview page (modified)

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Position Field

The Position field allows you to determine the positioning of the links to further pages. There are
three options: top, bottom or top and bottom of the page.
To access the list of options, click on the small down-arrow to the right of the field and the list will
appear. Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, the links will display in the position selected in the Position field.
Demo-project Service Family Category Overview page (modified)

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4.4.2.2

Template-specific Body Content Paragraphs

All the special templates, except the Search Result, Category Overview and Contact Form
templates, contain both a header paragraph and a template-specific body content paragraph in
the main area of the template. In combination, these paragraphs render the special content.
The Category Overview template has a header paragraph, but no additional template-specific
body content paragraph, and the Search Results template has template-specific body content
paragraph, but no header paragraph.
All that is necessary to create any of the special pages is an understanding of the header paragraph
and/or the body content paragraph of the template to which they relate. The body content
paragraphs are here and the header paragraphs are discussed in General Header Paragraphs (link).
The types of template-specific body content paragraphs available on the special content templates,
and the templates that they relate to are:

Image Gallery paragraph on the Image Gallery template;

Glossary paragraph on the Glossary template;

FAQ paragraph on the FAQ template;

Site Map paragraph on the Site Map template;

Search Result paragraph on the Search Result template;

Events Overview paragraph on the Events Overview template;

News Overview paragraph on the News Overview template;

Image Gallery paragraph


The Image Gallery paragraph on the Image Gallery template allows you to display a gallery of
images contained in a folder in the DMS.
Demo-project Multimedia Image Gallery page

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To demonstrate this paragraph, we created a new page based on the Image Gallery template.

At this stage, the main area of the page contains only the headline in the Image Gallery Header
paragraph.
Demo-project Multimedia New Image Gallery page (created)

The Image Gallery Header paragraph can display a headline and an abstract. Adding content to these
fields is discussed in General Header Paragraphs (link).
Image Gallery Dialog

To insert the image gallery, click on the Edit Image Gallery Paragraph button and the Image
Gallery dialog will open.
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The Image Gallery dialog has a single tab area: Image Gallery.
Demo-project Multimedia New Image Gallery page (created) Image Gallery dialog

Choose DMS Folder Field

The Choose DMS Folder field allows you to select a folder in the DMS, which contains the images to
display. It is not necessary to uniformly size and crop the images, as Magnolias imaging engine will
do this automatically.
In the Documents workspace, we created a folder in the DMS and uploaded a series of images to it.

Working in the Documents workspace is discussed in Documents Workspace (link).


To select the DMS folder:

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In the Image Gallery dialog, click on the Internal Link button to the right of the Choose DMS
folder field.

When you click on the Internal Link button, a dialog displaying the content of the DMS opens. In
this dialog, select the folder by clicking on it and then click on the OK button at the bottom of the
dialog. When you click on the selected folder, its path is inserted into the row at the bottom of the
window.

When you click on the OK button, the second dialog closes returning you to the Image Gallery
dialog where the path of the DMS folder appears in the Choose DMS Folder field.

In the editing window, the images display in the same order as in the DMS, the image titles appear
below the images and each image has a zoom icon, which allows a user to view the full-size image.
Demo-project Multimedia New Image Gallery page (created)

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Maximum Images Field

The Maximum Images field allows you to limit the number of images that display in the image
gallery. If this field is left blank, all the images in the folder will be included.
To limit the number of images displayed, insert a number in the in the Maximum Images field.

In the editing window, only the specified number of images will display in the Image Gallery
Paragraph.
Demo-project Multimedia New Image Gallery page (created)

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Glossary paragraph
The Glossary paragraph on the Glossary template allows you to create a glossary page with ease.
The Glossary template aggregates all pages based on the Glossary Term template into a single
overview page.
Demo-project Service Glossary page

To demonstrate this paragraph, we created a new page based on the Glossary template.

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At this stage, the main area of the page contains only the headline in the Glossary Header paragraph
and an alphabetical list in the Glossary paragraph.
Demo-project Service New Glossary page (created)

The Glossary Header paragraph can display a headline and an abstract. Adding content to these
fields is discussed in General Header Paragraphs (link).
Glossary Dialog

To insert the Glossary paragraph, click on the Edit Glossary Paragraph button and the Glossary
dialog will open.
The Glossary dialog has a single tab area: Glossary.
Demo-project Service New Glossary page (created) Glossary dialog

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Glossary Index Title Field

The Title of the Glossary Index field allows you to include a title for the glossary. In the demoproject website, this title does not display in the Glossary Paragraph as it is hidden by the CSS files. It
is used only for accessibility purposes.
To include the glossary title, insert it into the Title of the Glossary Index field.

Max Terms Field

The Max Terms field allows you to limit the maximum number of glossary term pages displayed in
each letterbox. If you leave this field blank, all of the pages will display.
To limit the number of glossary terms displayed, insert a number into the Max Terms field.

In the editing window, when the glossary term pages have been created, only the specified number of
results will display in each letterbox.
Demo-project Service New Glossary page (created)

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Glossary Letter and Term pages


As soon as you save the Glossary paragraph in the editing window, Magnolia automatically creates
Glossary Letter pages for each letter of the alphabet in AdminCentral. If you refresh the Website
workspace, a complete alphabetical list of glossary letter pages appears.

You can now create subpages of the glossary letter pages based on the Glossary Term template
for each category in the glossary.

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In the editing window, if you refresh the New Glossary page, the Glossary paragraph lists each
Glossary Term page in the letterboxes. The number defined in the Max Terms field in the Glossary
dialog limits the number of results displayed to the specified number.
Demo-project Service New Glossary page (created)

When you click on:


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Any of the glossary term links the glossary term page of the selected term opens.
Demo-project Service New Glossary A Art page (created)

Any of the read all terms links the glossary letter page opens.
Demo-project Service New Glossary B page (created)

FAQ paragraph
The FAQ paragraph on the FAQ template allows you to create a Frequently Asked Questions
page with ease.
Demo-project Service FAQ page

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To demonstrate this paragraph, we created a new page based on the FAQ template.

At this stage, the main area of the page contains only the headline in the FAQ Header paragraph.
Demo-project Service New FAQ page (created)

The FAQ Header paragraph can display a headline and an abstract. Adding content to these fields is
discussed in General Header Paragraphs (link).
The Edit FAQ Paragraph button opens the FAQ dialog in which you define the parameters for the
FAQ paragraph itself and the individual FAQ entries that fall within the FAQ paragraph.
The New FAQ Entry button opens the FAQ Entry: Text and Image dialog. Each FAQ Entry is
inserted in an individual Text and Image paragraph in this dialog.
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FAQ Dialog

To define the parameters for the FAQ paragraph, click on the Edit FAQ Paragraph button and the
FAQ dialog will open.
The FAQ dialog has a single tab area: FAQ.
Demo-project Service New FAQ page (created) FAQ dialog

Index Field

The Index field allows you to include an index of the FAQ entries.
To select this option, click within the small square and a green tick will indicate your selection.

Index String Field

When you create a new page based on the FAQ template,${Index}. is included in the Index String
field automatically. This field defines the index of the FAQ entries. You can add characters before
and after ${Index}., if appropriate.

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FAQ Entry: Text and Image Dialog


To insert the FAQ entries, click on the New FAQ Entry button and the FAQ Entry dialog will open.
Demo-project Service New FAQ page (created) FAQ Entry: Text and Image dialog

The FAQ dialog has two tab areas: Text and Image
The FAQ Entry dialog is identical to the Text and Image paragraph dialog. Working in the Text and
Image dialog is discussed in Body Content Paragraphs Text and Image Paragraph (link).
Text Tab Area

The Text tab area has two fields: Entry Title and Text.
Entry Title Field
The Entry Title field allows you to include the FAQ question. It also forms part of the FAQ index
and when clicked in the editing window, it will expand to display the answer to the entry.
To include the question, insert it into the Entry Title field.

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In the editing window, the first FAQ entry title displays at the top of the FAQ paragraph.
Demo-project Service New FAQ page (created)

Text Field
The Text field allows you to include the answer to the FAQ question. This portion will display when
you click on the question. The Text field includes a text editor, which allows you to format the text.
Using the text editor is discussed in Body Content Paragraphs Text and Image Paragraph Text
Tab Area Text Editor (link).
To include the FAQ answer, enter it into the Text field.

In the editing window, the contents of the Text field displays when you click on the corresponding
question.
Demo-project Service New FAQ page (created)

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To create further FAQ Entries, click on the New FAQ Entry button and the FAQ dialog will open
where you can insert the next entry. You can include as many FAQ entries as you like.

Image Tab Area

The Image tab area allows you to insert an image for your FAQ entry.
The Image tab area of the FAQ Entry: Text and Image dialog is identical to the Image tab area of the
Text and Image paragraph, which is discussed in Body Content Paragraphs Text and Image
Paragraph Image Tab Area (link).
To include an image in your paragraph, either upload an image or include one from the DMS and
complete the Image Location, Caption, Copyright and Description fields.

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In the editing window, the image properties inserted in the Image tab area reflect in the FAQ Entry
paragraph.
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Site Map paragraph


The Sitemap paragraph on the Sitemap template allows you to create a sitemap of your site with
ease.
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To demonstrate this paragraph, we created a new page based on the Site Map template.

When you open the new page in the editing window, the page title displays as the headline in the
Site Map Header paragraph and the Site Map paragraph contains a site map of the contents of the
site. The site map is created automatically and is based on the default settings, which can be
changed in the Site Map dialog. . Each entry in the site map links to the relevant page of the site.
The Site Map Header paragraph can display a headline and an abstract. Adding content to these
fields is discussed in General Header Paragraphs (link).
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Site Map Dialog

To edit the Site Map paragraph, click on the Edit Site Map Paragraph button and the Site Map
dialog will open.
The Site Map dialog has a single tab area: Site Map.
Demo-project Service New Site Map page (created) Site Map dialog

Maximum Levels Field

The Maximum Levels field allows you to set the depth of the site map, i.e. that page levels that
display in the site map. The available options vary from 1 to 5, with 1 displaying only the Home and
section pages and 2, the Home, section and level-3 pages etc.
To make your selection, click on the small down-arrow to the right of the Maximum Levels field and
the list of options will appear. Select the relevant option by clicking on it and it will be inserted into
field.
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In the editing window, the site map will reflect the selected depth level.
Demo-project Service New Site Map page (created)

Used Title Field

The Used Title field allows you to choose to use either the page title or the navigation title for the
entries in the site map.
In the Page Info dialog, which is accessed by clicking on the Page Info button on any page, it is
possible to assign a navigation title that is different from the page title in AdminCentral. Working in
the Page Info dialog is discussed in Setting Page Information (link).
To make your selection, click within the small circles next to either option and the radio button will
indicate your selection.

The selection made in the Used Title field will reflect in the editing window.
Demo-project Service New Site Map page (created)
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Demo-project Service New Site Map page (created)

Root Page Field

The Root Page field allows you to elect to display the root page as the top-level page of your site
map. In the demo-project website, the Home page is the root page.
To display the root page, click within the small square in the Root Page field and a green tick will
indicate your selection.

In the editing window, the root page will display as the first entry in the site map.
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Choose Root Page Field

The Choose Root Page field allows you to display sections of your site in the site map. This is
extremely useful for micro-sites or creating section site maps.
How to use the Internal Link function is discussed in Linking to Internal pages (link).
To select a root page, insert the file path of the page in the Choose Root Page field.

In the editing window, only the selected root page and its subpages display in the site map.
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Search Result paragraph


The Search Result paragraph on the Search Result template allows you to create a search results
page with ease. The Search Result page is normally not displayed in the navigation structure as it
only renders meaningful when a search term is entered in the search box.
Demo-project Service Search Site page

To demonstrate this paragraph, we created a new page based on the Search Result template.

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When you open the new page in the editing window, the Search Result paragraph contains the
introductory text, 0 Search Results for and a search box. The paragraph is created automatically,
but the settings can be changed in the Search Result Settings dialog. Unlike many of the special
templates, the Search Result template does not contain a header paragraph.
Demo-project Service New Search Result page (created)

Search Result Settings Dialog

To edit the Search Result paragraph, click on the Edit Search Result Paragraph button and the
Search Result Settings dialog will open.
The Search Result dialog has a single tab area: Search Result Settings.
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Max. Number of Results per Page Field

The Max. number of results per page field allows you to limit the number of results displayed on
each page.
To limit the number of search results, insert a number into the Max. number of results per page
field.

In the editing window, when a search term is entered in the search box only the specified number of
results display on each page. The paragraph automatically also shows both the total number of
search results and the search term in the introductory text, and the search term is highlighted in
yellow in the results.
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Display Pager Field

The Display Pager field allows you to position the links to the other search result pages. There are
four options: top, bottom, top and bottom and not displayed.
To make your selection, click on the small down-arrow to the right of the Display Pager field and the
list of options will appear. Select the relevant option by clicking on it and it will be inserted into the
field.

In the editing window, the links to the search pages will display in the selected position.
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Events Overview paragraph


The Events Overview paragraph displays a summary of all events. The paragraph automatically
aggregates all content pages based on the Event template and displays them, month-by-month, in
a single paragraph.
Demo-project News and Events Events Overview page

To demonstrate this paragraph, we created a new page based on the Events Overview template.

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When you open the new page in the editing window, the page title appears as the headline in the
Events Overview Header paragraph and the Events Overview paragraph displays the events for
the current month. The overview paragraph is created automatically, but the settings can be
changed in the Events Overview dialog.
The Events Overview Header paragraph can display a headline and an abstract. Adding content to
these fields is discussed in General Header Paragraphs (link).
In the top position of the extras area, the Calendar Teaser paragraph is inserted automatically, but
can be moved or deleted. To coincide with the Events Overview paragraph, any date on which there
is one or more current events is highlighted in the calendar. If you click on a highlighted date, an
Event Overview paragraph for the selected date will open.
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Events Overview Dialog


To edit the Events Overview paragraph, click on the Edit Events Overview Paragraph button and
the Events Overview dialog will open.
The Events Overview dialog has two tab areas: Events Overview and Pagination.
Demo-project News and Events New Events Overview page (created) Events Overview
dialog

Events Overview Tab Area

Subheading Field
The Subheading field allows you to enter a subheading for the Events Overview paragraph and in
addition defines the ${timePeriod} parameter. When you create a new page All events of:
${timePeriod}, is automatically included in the field, but you can change the wording before
${timePeriod} and enter additional text after it.
To change the subheading text, substitute your own text for All events of: and/or add appropriate
text after ${timePeriod}.

The changes to the Subheading field reflect in the editing window.


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Search Hierarchy Field


The Search Hierarchy field allows you to limit the events that are aggregated and displayed in the
Events Overview paragraph to a specified page and its subpages. This functionality allows you to
have several different sections on your site displaying events overviews for different types of
events. For example, you could set up separate section pages for different types of events and then
create separate overview for each type.

To select the page of specific events:

Click on the Internal link button to the right of the Search Hierarchy field.

When you click on the Internal link button, a dialog containing the site structure will open. In this
dialog, select the page by clicking on it and then click on the OK button at the bottom of the
window. When you click on the page, its path will be inserted into the row at the bottom of the
dialog.

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When you click on the OK button, the second dialog will close and you will be returned to the
Events Overview dialog where the file path will appear in the Search Hierarchy field.

In the editing window, only the events on the subpages of the selected page display in the Events
Overview paragraph.
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Event Abstract Field


The Event Abstract field allows you to elect to show the event abstract in the Event Overview
paragraph.
To select this option, click within the small square and a green tick will indicate your selection.

In the editing window, the event abstract displays below the event details.
Demo-project News and Events New Events Overview page (created)

Pagination Tab Area

Results per Page Field


The Results per page field allows you to limit the number of results that will display on each page. By
default, all of the results for the current month display on a single page and there are links to the
previous and following months at the top of the paragraph. If there are a sufficient number of events,
limiting the number per page will result in a series of paginated pages.
To limit the number of results per page, insert a number into the Results per page field.

In the editing window, the number of results displayed page will be limited to the specified number.
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Demo-project News and Events New Events Overview page (created)

Position Field
The Position field allows you to determine the position of the links to the further pages. There are
three options: top, bottom and, top and bottom.
To make your selection, click on the small down-arrow to the right of the Position field to access the
list of options and then click on the relevant option and it will be inserted into the Position field.

The selection made in the Position field will reflect in the editing window.
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News Overview paragraph


The News Overview paragraph displays an overview of the latest news and is very similar to the
Events Overview paragraph. The paragraph automatically aggregates all content pages based on
the News template and displays them in a single paragraph.
.
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To demonstrate this paragraph, we created a new page based on the News Overview template.

When you open the new page in the editing window, the page title appears as the headline in the
News Overview Header paragraph and the News Overview paragraph displays the most current news
pages. The overview paragraph is created automatically, but the settings can be changed in the News
Overview dialog.
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News articles are displayed in descending date order, i.e. the most recent is displayed first and
thereafter the less recent. Only news with a current or earlier publishing date is displayed and future
news articles, if any, are not included.
News Overview Dialog
To edit the News Overview paragraph, click on the Edit News Overview Paragraph button and the
News Overview dialog will open.
Demo-project News and Events New News Overview page (created) News Overview
dialog

The News Overview dialog has two tab areas: News Overview and Pagination.
News Overview Tab Area

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Search Hierarchy Page


The Search Hierarchy field allows you to limit the news pages that will be aggregated and displayed in
the Events Overview paragraph to a specified page and its subpages. This functionality allows you to
have several different sections on your site displaying an overview of different types of news
items. For example, you could set up separate section pages for different types of news and then
create separate overview for each type.

How to use the Internal Link function is discussed in Linking to Internal pages (link).
To select a search hierarchy page, insert the file path of the page in the Search Hierarchy field.

In the editing window, only the news items on the subpages of the selected page display in the News
Overview paragraph.
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Result Image Field


The Result Image field allows you to elect to hide the teaser images in the News Overview
paragraph.
To select this option, click within the small square and a green tick will indicate your selection.

If you select this option, the no teaser images display in the News Overview paragraph.
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Pagination Tab Area

The Pagination tab area of the News Overview dialog is identical to that of the Events Overview
dialog.
Results Per Page Field
The Results per page field allows you to limit the number of results that display on each page. By
default, all of the news items are displayed in the paragraph and limiting the number per page may
result in a series of paginated pages.
To limit the number of results per page, insert a number into the Results per page field.

In the editing window, the paragraph displays the specified number of results per page.
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Position Field
The Position field allows you to determine the position of the links to the further pages. There are
three options: top, bottom and, top and bottom.
To make your selection, click on the small down-arrow to the right of the Position field to access the
list of options and then click on the relevant option and it will be inserted into the field.

The selection made in the Position field will reflect in the editing window.
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4.4.2.3

General Body Content Paragraphs

The available types of general body content paragraphs in the demo-project and demo-features
sites are:

Text and Image paragraph;

Quoted Text paragraph;

Link List paragraph;

Flash Animation paragraph;

Video paragraph;

HTML paragraph.

All of these paragraph types may be inserted in the main area of the general body content
templates, i.e. the Article, Large Article, Event, News and Glossary Term templates, in any position
below the header paragraph.
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When you create a new page based on any of the general body content templates, the New Content
button appears below the header paragraph.
Demo-project About Articles New Article page (created)

The general body content paragraphs are used to insert the body of the article, news item, event or
glossary term information. The choice of six different paragraph types allows for varied content on the
same page.
When you click on the New Content button, the Create new paragraph dialog opens.

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Once you have selected a paragraph type, the dialog in which you insert the actual content opens
automatically. These dialogs are discussed in the sections that follow.

Text and Image Paragraph


The Text and Image paragraph is one of the most commonly used paragraphs. This paragraph
allows you to include a sub-heading, body text and an image in your paragraph.
When you select the Text and Image paragraph in the Create new paragraph dialog, the Text and
Image dialog opens.
Demo-project About Articles New Article page (created) Text and Image dialog

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The Text and Image dialog has two tab areas: Text and Image.
Text Tab Area

The Text tab area has two fields: Subheading and Text.
Subheading Field

The Subheading field allows you to include a subheading for your paragraph.
To include a subheading insert it into the Subheading field.

In the editing window, the subheading displays at the top of the paragraph.
Demo-project About Articles New Article page (created)

Text Field

The Text field allows you to include the main textual content of the paragraph and contains a text
editor for formatting the text.
To include the content of your paragraph, insert it into the Text field and format it using the text
editor.
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In the editing window, the content and formatting reflects in the paragraph.
Demo-project About Articles New Article page (created)

Using the Text Editor


With the possible exception of the different Paste commands, you will no doubt already be familiar
with most of the commands offered by the text editor, and they function in exactly the same way as
those in most word processing programs.
The screenshot below highlights the various commands.

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To use any of the commands, simply click on the relevant command. When you click on some of the
commands, for example the Insert Special Character command, a new dialog will open. There are
clear instructions in each of these dialogs.
The Paste from Word command allows you to paste directly from a Microsoft Word document, while
choosing to ignore or retain font and style definitions.
The Paste as plain text command can be extremely useful if you are copying content from other
programs because it essentially removes previous formatting, allowing the underlying uniform,
template-based formatting to display on your page.
Image Tab Area

The Image tab area allows you to include an image in your paragraph.
Choose Image Type Field

The Choose image type field offers the choice to upload an image from your computer or to insert
one from the DMS. How to use these functions is discussed in Inserting Images (link).
To include an image in your paragraph, insert the file path of the image in to Choose image type
field.

Image Location Field

The Image Location field allows you to position the image to the right, left or above the text.
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To access the list of options, click on the small down-arrow to the right of the box and the list will
appear. Make you selection by clicking on the relevant option and it will be inserted into the field.

Image Caption Field

The Image Caption field allows you to include a caption for your image.
To include a caption for the image, insert it into the Image Caption field.

Image Copyright Field

The Image Copyright field allows you to recognize the rights of the copyright holder of the image.
To include this copyright information, insert appropriate text into the Image Copyright field.

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Image Description Field

The Image Description field allows you to include a description for your image. This text will appear
when you mouse over the image in the editing window.
To include an image description, insert it into the Image Description field.

All of the image properties inserted in the Text and Image dialog reflect in the editing window.
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Quoted Text Paragraph


The Quoted Text paragraph allows you to include a quotation and its author in your paragraph.
The paragraph is subtlety highlighted in yellow making it clearly distinct from other paragraph types.
When you select the Quoted Text paragraph in the Create new paragraph dialog, the Quoted Text
dialog opens.
The Quoted Text dialog has a single tab area: Text and Author.
Demo-project About Articles New Article page (created) Quoted Text dialog

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Text and Author Tab Area

The Text and Author tab area has two fields: Text and Quoted Text Author.
Text Field

The Text field allows you to include the quotation and contains a text editor for formatting the text.
To include the quotation, insert it into the Text field and format it using the text editor.

Using the text editor is discussed in Text and Image Paragraph Text Tab Area Text Field Using
the Text Editor (link).
In the editing window, the paragraph formatting displays and a yellow background highlights the
paragraph.
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Quoted Text Author Field

The Quoted Text Author field allows you to include the author of the quotation.
To include the author insert the name into the Quoted Text Author field.

In the editing window, the author displays below the quotation.


Demo-project About Articles New Article page (created)

Link List Paragraph


The Link List paragraph allows you to include internal, external and download links in your
paragraph. You can include as many links of each type as you like. Each link is contained in a
separate subparagraph, which is capable of being edited, moved or deleted.
The first step is to create the Link List paragraph and then the subparagraphs that contain the
links.
Creating Link List Paragraphs
When you select the Link List paragraph in the Create new paragraph dialog, the Link List dialog
opens.
The Link List dialog contains a single tab area: Main
Demo-project About Articles New Article page (created) Link List dialog

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Main Tab Area

The Main tab area contains a single field, Subheading


Subheading Field
The Subheading field allows you to insert a subheading for the paragraph. This is not a mandatory
field and you may leave it blank if you do not want to display a subheading in the paragraph.
To include a subheading insert it into the Subheading field.

In the editing window, the subheading displays at the top of the paragraph.
Demo-project About Articles New Article page (created)

Adding Links
When you save the Link List paragraph, an Add Link button appears below the subheading to the
right of the paragraph.
Demo-project About Articles New Article page (created)

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To insert the first link, click on the Add Link button and the Create new paragraph dialog will
open.
Demo-project About Articles New Article page (created) Create new paragraph dialog

Internal Link Dialog

To insert an Internal Link subparagraph, in the Create new paragraph dialog click on the Internal
Link option by either clicking within the small circle next to it or on the link that appears when you
mouse over the paragraph name.
When you select the Internal Link option, the Internal Link dialog opens.
Demo-project About Articles New Article page (created) Internal Link dialog

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The Internal Link dialog has a single tab area, Internal Link, and two fields, Page and Link Title.
Page Field
The Page field allows you to create a link to an internal page.
How to use the internal link function is discussed in Linking to Internal Pages (link).
To link to an internal page, insert the file path of the page in the Page field.

Link Title Field


The Link Title field allows you to include a title for your link. If no link title is included, the page title
in AdminCentral of the target page is used.
To include a link title, insert it into the Link Title field.

In the editing window, the link to the internal page is distinguishable by a solid pink circle with a
greater than sign in it. When clicked, the internal link will open in the same window as the paragraph.
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Demo-project About Articles New Article page (created)

After the first link subparagraph has been created, a new Add Link button appears below it to the
right.
To add further link subparagraphs, click on the Add link button and repeat the procedure
described above.
External Link Dialog

To insert an External Link subparagraph, click on the Add Link button in the Link List paragraph
and the Create new paragraph dialog will open. In this dialog, click on the External Link option by
either clicking within the small circle next to it or on the link that appears when you mouse over the
paragraph name.
Demo-project About Articles New Article page (created) Create new paragraph dialog

When you select the External Link option, the External Link dialog opens.
The External Link dialog has a single tab area, External Link, and two fields, Page URL and Link
Title.
Demo-project About Articles New Article page (created) External Link dialog

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Page URL Field


The Page URL field allows you to create a link to an external page.
To include an external link, insert the URL of the external page in the Page URL field. It is not
necessary to insert the protocol (for example http;//) or the www portion of the address, but the link
will still work if you do so.

Link Title Field


The Link Title field allows you to include a title for your link. If no link title is included, the URL
inserted in the Page URL field is used
To include a link title, insert it into the Link Title field.

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In the editing window, the link to the external page is distinguishable by a white circle bordered in
pink with a greater than signs in it. When clicked, the external link will open in a new window or tab
and the original page remains open.
Demo-project About Articles New Article page (created)

After each link subparagraph is created, a new Add Link button appears below the previous subparagraph to the right.
To add further subparagraphs, click on the Add link button and repeat the procedure described
above.
Download Link Dialog

To insert a Download Link subparagraph, click on the Add Link button in Link List paragraph and
the Create new paragraph dialog will open. In this dialog, select on the Download Link option by
either clicking within the small circle next to it or on the link that appears when you mouse over the
paragraph name.
Demo-project About Articles New Article page (created) Create new paragraph dialog

When you select the Download Link option, the Download Link dialog opens.
The Download Link dialog has a single tab area, Download Link, and two fields, Download File and
Link Title.
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Demo-project About Articles New Article page (created) Download Link dialog

Download File Field


The Download File field allows you to select the file from the DMS. In the editing window, users will
be able to download this file in the Link List paragraph.
How to use the internal link function is discussed in Linking to Internal Pages (link).
To link to the download file, insert its file path in the Download File field.

Link Title Field


The Link Title field allows you to include a title for your link. If no link title is included, the document
title is used
To include a link title, insert it into the Link Title field.

In the editing window, the download link is distinguishable by a pink document icon and to the right
of the link title the document size displays.
Demo-project About Articles New Article page (created)
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When you click on the download link, in Windows the File Download dialog opens where you can
choose to save or open the file.
Demo-project About Articles New Article page (created)

After each link subparagraph is created, a new Add Link button appears below the last subparagraph
to the right.
To add further subparagraphs, click on the Add link button and repeat the procedure described
above.

Internal Link Paragraph in Header


On the Home template, it is possible to add links to internal pages in the top right-hand corner of
the header area.
Demo-project - Home page

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When you create a new page based on the Home template, there is an Add Link button in the
header area.
Demo-project - New Home page (created)

To insert an Internal Link paragraph, click on the Add Link button and the Internal Link dialog
will open.
Demo-project - New Home page (created) Internal Link dialog

Internal Link Tab Area

The Internal Link dialog, which opens from the Add Link button in the header area, is identical to
the Internal Link dialog that opens when you choose the Internal Link paragraph in the Create
new paragraph dialog when adding links to a Link List paragraph. Using the Internal Link dialog is
discussed in Link List Paragraph Adding Links Internal Link Dialog (link).
Page and Link URL Fields

To create an internal link in the header area, insert the file path of the target page and the link title
into the Page and Link Title fields.
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In the editing window, the link displays in the header area.


Demo-project - New Home page (created)

Flash Animation Paragraph


The Flash Animation paragraph allows you to include a flash file in your paragraph.
When you select the Flash Animation paragraph in the Create new paragraph dialog, the Flash
Animation dialog opens.
The Flash Animation dialog has a single tab area: Flash Animation.
Demo-project About Articles New Article page (created) Flash Animation dialog

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Flash Animation Tab Area

Internal Flash Animation Field

The Internal Flash Animation field allows you to select a flash file from the DMS to display in your
paragraph. This field is an alternative to the Upload Flash Animation field
How to link to an internal file in the DMS is discussed in Linking to Internal Files (link).
To link to the flash file, insert its file path in the Internal Flash Animation field.

In the editing window, the flash file displays in the paragraph.


Demo-project About Articles New Article page (created)

Upload Flash Animation Field

The Upload Flash Animation field allows you to upload a flash file from your computer. This field is
an alternative to the Internal Flash Animation field.
To upload the flash file:

In the Upload Flash Animation field click on the Browse button to the right of the field.

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When you click on the Browse button, in Windows the Choose File to Upload dialog will open.
In this dialog, select the flash file that you would like to display by clicking on the file name, and
then click on the Open button at the bottom of the dialog.

When you click on the Open button, the Choose File to Upload dialog closes returning you to the
Flash Animation dialog, where the file path and file name of the selected file will appear in the
Upload Flash Animation fields.
.

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If, at a later stage you reopen the Flash Animation dialog, a thumbnail of the flash file will appear
next to the file name. The Remove File button allows you to remove the current file and upload
a new one by repeating the procedure described above.

In the editing window, the flash file displays in the paragraph.


Demo-project About Articles New Article page (created)

Width and Height Fields

The Width and Height fields allow you to set the dimensions of the display area. By default, the
width of the entire main area, which is 460 pixels, is used.
To include the width and height insert suitable numbers into the Width and Height fields.
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In the editing window, the flash file displays in the area size set in the Width and Height fields.
Demo-project About Articles New Article page (created)

Variables Field

The Variables Field allows you to include the variables to be passed to the flash file.
To include the variables, insert them into the Variables field.

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Video Paragraph
The Video paragraph allows you to include videos in your paragraph.
When you select the Video paragraph in the Create new paragraph dialog, the Video dialog
opens.
The Video dialog has a single tab area: Video.
Demo-project About Articles New Article page (created) Video dialog

Video Tab Area

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Select Video Type Field

The Sect video type field offers the choice to upload a video file from your computer or to insert
one from the DMS.
Video files are uploaded or inserted in exactly the same way as image files. How to use these
functions is discussed in Inserting Images (link).
To include a video, insert its file path into the Select video type field.

In the editing window, the video and video controls display in the paragraph and by, default the full
width of the paragraph is used.
Demo-project About Articles New Article page (created)

Width and Height Fields

The Width and Height fields allow you to set the dimensions of the display area. The width of the
main area on the general content templates is 460 pixels.
To set the width and height, insert suitable dimensions in the Width and Height fields.

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In the editing window, the video and video controls display in the paragraph.
Demo-project About Articles New Article page (created)

HTML Paragraph
The HTML paragraph allows you to insert the HTML code for your paragraph, which gives you
complete freedom with regard to formatting, content and style.
The paragraph in the screenshot below was created using the HTML paragraph.
Demo-project Multimedia Embedded Video page

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Demo-project Multimedia Embedded Video page Enter HTML dialog

When you select the HTML paragraph in the Create new paragraph dialog, the Enter HTML
dialog opens.
The Enter HTML dialog has a single tab area: HTML.
Demo-project About Articles New Article page (created) Enter HTML dialog

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HTML Tab Area

HTML Field

The HTML field allows you to include the HTML code for your paragraph.
To include the code, insert it into the HTML field.

In the editing window, the paragraph displays the HTML code.


Demo-project About Articles New Article page (created)

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4.4.2.4

Teaser Paragraphs

As the name suggests, teaser paragraphs are paragraphs that introduce other pages, providing
only a tease of the full content.
The extras, promos and base element areas on all templates contain only teaser paragraphs. On
the Home template, the stage and main areas contain teaser paragraphs, and on the section
template, the main area contains teaser paragraphs.
The Opener Teaser paragraph is unique to the Section template and positioned at the top of the
main area.
There are five categories of teaser paragraphs: standard teasers, grouped teasers, aggregation
teasers, RSS feed teasers and stage teasers.

Content Areas
Not all teaser paragraph types are available in all content areas, but across all templates, the
paragraph types available in the various content areas are consistent. In other words, in the main,
extras and promos areas, the same paragraph types are available on all templates. In the promos
area only a single paragraph type is available, whereas in the main and extras areas numerous
paragraph types are available. Some paragraphs available in the main area are not available in the
extras area and vice versa. The table below shows the available teaser paragraphs in the main,
extras, base element and promos areas.

Main Area

Extras Area

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Standard Teasers

Standard Teasers

Standard Teasers

Standard Teasers

Internal Page Teaser*

Internal Page Teaser


External Page Teaser
Download File Teaser
Link List
Contact
Calendar

Category Cloud

Internal Page
Teaser

Link List*
Contact
Grouped Teasers
Teaser Group*
Teaser Group Horizontal Tabbed*
Teaser Group - Finger
Tabbed
Teaser Group Carousel
Teaser Group - Paging

Grouped Teasers
Teaser Group Carousel

Related Categories Teaser


Grouped Teasers

Aggregation
Teasers

Grouped Teasers
Aggregation
Teasers
RSS Feed Teasers

RSS Feed Teasers

Teaser Group - Horizontal


Tabbed
Aggregation Teasers
Latest News Teaser
Next Events Teaser

Aggregation Teasers

RSS Feed Teasers

Latest News Teaser*


Next Events Teaser*

Content Based RSS Feed


Category based RSS Feed

RSS Feed Teasers


RSS Combined Feed
Paragraph
RSS Feed List
Paragraph
* These paragraphs are also available in the main area of the Home template
#

This paragraph is only available on the Category Overview Template

Show in Subpage Field


Paragraphs can be inherited in the extras and promos area of a page, but not in the main area. An
inherited paragraph displays on all subpages of the page on which it is created. The Show in
Subpage field in the various teaser paragraph dialogs facilitates this.
In the extras area the dialogs of the Internal Page Teaser, External Page Teaser, Download File
Teaser, Latest News Teaser, Next Events Teaser, Link List and Calendar paragraphs all include
the Show in Subpage field. In other words, the Show in Subpage field is included in all teaser dialogs
except the Teaser Group - Horizontal Tabbed, Contact, Content Based RSS Feed and Category
based RSS Feed paragraphs.
The dialogs that open when you select paragraphs that are capable of being inherited in the Create
new paragraph dialog are identical in all respects, except that the Show in Subpage Field is
available in extras area, but not in the main area.
Demo-project - About page Internal Page Teaser dialog main area

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Demo-project - About page Internal Page Teaser dialog extras area

To create an inherited paragraph on the subpages of the page you are working on, simply check
the Show in subpage field by clicking within the small square and a green tick will indicate your
selection.

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In the editing window, the paragraph displays on both the page that you inserted it on and all the
subpages of that page. On the subpages, the inherited paragraph has no edit bar above it as it can
only be amended on the page on which it was created.
Demo-project - Multimedia Embedded Video page

Opener Teaser Paragraph


The Opener teaser paragraph is unique to the Section template and positioned at the top of the
main area. The Opener paragraph teases an internal page of the site and is similar to the Internal
Page Teaser paragraph.
By default, the paragraph displays the teaser image inserted in the Page Info dialog and the
headline, kicker (if any) and abstract inserted in the Header or Section Header dialog of the target
page. The kicker, headline, image and read on link are clickable and link to the target page.
Demo-project - About section page

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The Opener paragraph can be deleted or left blank, but not moved. If left blank, the placeholder
displayed in edit mode, does not display in preview mode and the paragraphs beneath it simply move
up and display professionally.
When you create a new page based on the Section template, the template creates a placeholder for
the Opener paragraph automatically and the Create Opener button appears in the edit bar.
Demo-project - New Section page (created)

To create the Opener paragraph, click on the Create Opener button and the Teaser Opener
dialog will open.
The Teaser Opener dialog has a two tab areas: Teaser Main and Teaser Overwrite.
Demo-project New Section page (created) Teaser Opener dialog

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Teaser Main Tab Area

Page Field

The Page field allows you to link to the page that the Opener paragraph will tease.
How to use the internal link function is discussed in Linking to Internal Pages (link).
In the Page field, insert the file path of the internal page.

Failing any changes in the Teaser Overwrite tab area, the paragraph displays the headline, kicker (if
any) and page abstract inserted in the Header or Section Header paragraph, and the teaser image
inserted in the Page Info dialog, of the target page. The title, kicker (if any), teaser image and the
read more link at the end of the abstract all link to the target page.
Demo-project - New Section Page (created)

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Hide Teaser Image Field

The Hide Teaser Image field allows you to display the Opener paragraph without an image.
To display no image, check the Hide Teaser Image option by clicking within the small square and a
green tick will indicate your selection.

In the editing window, the paragraph displays without the teaser image.
Demo-project - New Section Page (created)

Teaser Overwrite Tab Area

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The Teaser Overwrite tab area allows you to change the default information included in the
Opener paragraph.
Title Field

The Title field allows you to include a title that is different from the headline inserted in the Header
or Section Header dialog.
To include a new paragraph title, insert it into the Title field.

In the editing window, the new title displays in place of the headline.
Demo-project - New Section Page (created)

Text Field

The Text field allows you to include an abstract for the paragraph that is different from the default
abstract inserted in the Header or Section Header paragraphs of the target page.
To include a new abstract, insert it into the Text field.

In the editing window, the new abstract displays in place of the default page abstract.
Demo-project - New Section Page (created)

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Teaser Image Field

The Teaser Image field allows you to include a different image to the default teaser image inserted
in the Page Info dialog.
You can choose to upload an image from your computer or insert one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a teaser image, insert its file path into the Teaser Image field.

In the editing window, the new image displays in place of the default teaser image.
Demo-project - New Section Page (created)

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Standard Teasers
There are eight standard teaser paragraphs: Internal Page Teaser; External Page Teaser;
Download File Teaser; Link List; Contact, Calendar, Category Cloud and Related Categories
Teaser.
Internal Page Teaser Paragraph in Main and Extras Area
The Internal Page Teaser paragraph teases an internal page of the site. It is available in the main
area of the Home and Section templates and the extras area of all templates that contain an
extras area.
By default, the paragraph displays the teaser image inserted in the Page Info dialog, and the
headline, kicker (if any) and abstract inserted in the Header or Section Header dialog of the target
page. The kicker, headline, image and read on link are clickable and link to the target page. The
paragraph dialog also offers the option to add a link list to the paragraph.
Demo-project - Service page (modified)

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The Internal Page teaser is similar to the Opener teaser and additionally gives the option to add a link
list to the paragraph.
When you select the Internal Page Teaser in the Create new paragraph dialog, the Teaser dialog
opens.
The Teaser dialog has a three tab areas: Teaser Main, Teaser Overwrite and Link List.
Demo-project New Section page (created) Teaser dialog extras area

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The Teaser dialogs that opens when creating a new Internal Page Teaser in the main and extras
area are identical, except that in the extras area it is possible to create an inherited paragraph on
the subpages of the page you are working on and the Show in subpage field is included in the
Teaser Main tab area.
Teaser Main Tab Area

Page Field
The Page field allows you to link to the internal page that the paragraph will tease.
How to use the internal link function is discussed in Linking to Internal Pages (link).
In the Page field, include the file path of the internal page.

Failing any changes in the Teaser Overwrite tab area, the paragraph displays the page headline,
kicker (if any) and page abstract inserted in the Header or Section Header paragraph, and the
teaser image inserted in the Page Info dialog, of the target page. The title, kicker (if any), teaser
image and read on link at the end of the abstract are clickable and link to the target page.
Demo-project - New Section Page (created)

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Hide Teaser Image Field


The Hide Teaser Image field allows you to display the Internal Page Teaser paragraph without an
image.
To display no image, check the Hide Teaser Image option by clicking within the small square and a
green tick will indicate your selection.

In the editing window, the paragraph displays without the teaser image.
Demo-project - New Section Page (created)

Show in Subpage field


The Show in subpage field is only available in the Teaser dialog in the extras area and not in the
main area. If you select this option all subpages of the page you are working on will inherit the
paragraph.
To create an inherited paragraph on subpages, check the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.
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Teaser Overwrite Tab Area

The Teaser Overwrite tab area allows you to change the default information included in the
Internal Page Teaser paragraph. This tab area is identical in the Teaser Opener dialog and internal
page Teaser dialog.
Title Field
The Title field allows you to include a paragraph title that is different from the headline inserted
Header or Section header paragraphs of the target page.
To include a paragraph title, insert it into the Title field.

In the editing window, the new title will display in place of the headline.
Demo-project - New Section Page (created)

Text Field
The Text field allows you to include an abstract for the paragraph that is different from the abstract
inserted in the Header or Section Header paragraphs of the target page.
To include a new abstract, insert it into the Text field.

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In the editing window, the new abstract displays in place of the default page abstract.
Demo-project - New Section Page (created)

Teaser Image Field


The Teaser Image field allows you to include a different image to the default teaser image inserted
in the Page Info dialog of the target page.
You can choose to upload an image from your computer or insert one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a teaser image, insert its file path into the Teaser Image Field.

In the editing window, the new image displays in place of the default teaser image.
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Demo-project - New Section Page (created)

Link List Tab Area

The Link List tab area allows you to add a link list at the bottom of the paragraph.
The option to create a link lists is available as an individual body content or teaser paragraph, or
in the Link List tab area of the Internal Page Teaser paragraph. In all instances, the manner and
available fields are the same. First, the actual link list paragraph is created and then the links are
added as individual subparagraphs using the Add Link button.
In the Internal Page Teaser paragraph, the Link List Tab area establishes the link list paragraph.
The only difference between this paragraph and the individual link list paragraphs it that here the link
list forms part of the Internal Page Teaser paragraph.
Link List Field
The Link List field allows you to include a link list in the Internal Page Teaser paragraph.
To include a link list, check the Has Link List option by clicking within the small square and a green
tick will indicate your selection.

Link List Title Field


The Link List Title field allows you to include a title for your link list. If you include a title but do not
add any links, the title will not be displayed.
To include a title for your link list, insert a title into the Link List Title field.

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In the editing window in edit mode, the link list title displays at the bottom of the paragraph the Add
Link button appears below it.
Demo-project - New Section Page (created) edit mode

In preview mode, the list title only displays once the links are added.
Demo-project - New Section Page (created) preview mode

Adding Links
To add each link, click on the Add Link button in the editing window and the Create new
paragraph dialog will open.

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The Create new paragraph dialog offers the choice of three types of link paragraphs: Internal,
External and Download Link paragraphs.
The manner in which you add links in the Internal Page Teaser paragraph is identical to that of the
body content Link List paragraph, which is discussed in Body Content Paragraphs Link List
Paragraph (link).
In the editing window, the link list appears at the bottom of the teaser paragraph and the types of links
are identifiable by different icons.
Demo-project - New Section Page (created)

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Internal Page Teaser Paragraph in Promos Area


Promo teaser paragraphs are essentially Internal Page Teaser paragraphs without a link list.
While their formatting and appearance is different, the input options are the same, except that the
promo Teaser dialog has no Link List tab area, and the Hide Teaser Image field is omitted in the
Teaser Main Tab area.
By default, the promo teaser paragraph displays the teaser image inserted in the Page Info dialog,
and the headline and abstract inserted in the Header or Section Header dialog of the target page.
The abstract is shortened to fit the paragraph area. The headline and teaser image are clickable
and link to the target page.
Demo-project - About page (modified)

When you create a new promo paragraph by clicking on the New Promos button in the editing
window, the promo Teaser dialog opens.
The Teaser dialog has a two tab areas: Teaser Main and Teaser Overwrite.
Demo-project New Section page (created) promos Teaser dialog promos area
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Teaser Main Tab Area

The Teaser Main tab area has two fields, Page and Show in subpage. The use of these fields is
identical to that of the Teaser dialog of the Internal Page Teaser in the main and extras areas.
Page Field
The Page field allows you to link to the internal page that the paragraph will tease.
How to use the internal link function is discussed in Linking to Internal Pages (link).
In the Page field, insert the file path of the internal page.

Failing any changes in the Teaser Overwrite tab area, the paragraph displays the page headline and
a portion of the abstract inserted in the Header or Section Header paragraph, and the teaser image
inserted in the Page Info dialog, of the target page. The headline and teaser image are clickable
and link to the target page.
Demo-project - New Section Page (created)

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Show in Subpage field


The Show in subpage field allows you to display the paragraph on all subpages of the page you are
working on.
To create an inherited paragraph on all subpages, check the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.

Teaser Overwrite Tab Area

The Teaser Overwrite tab area allows you to change the default information included in the promo
paragraph. This tab area is identical in the Teaser Opener dialog and internal page Teaser dialog
in the main and extras areas.
Title Field
The Title field allows you to include a paragraph title that is different from the headline inserted in
the Header or Section Header paragraphs of the target page.
To include a new paragraph title, insert it into the Title field.

In the editing window, the new title displays in place of the headline.
Demo-project - New Section Page (created)

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Text Field
The Text field allows you to include an abstract for the promo that is different from the default
abstract inserted in the Header or Section Header paragraphs of the target page.
To include a new abstract, insert it into the Text field.

In the editing window, the new abstract displays in place of the default page abstract.
Demo-project - New Section Page (created)

Teaser Image Field


The Teaser Image field allows you to include a different image to the default teaser image inserted
in the Page Info dialog of the target page.
You can choose to upload an image from your computer or insert one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a teaser image, insert its file path into the Teaser Image field.
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In the editing window, the new image displays in place of the default teaser image.
Demo-project - New Section Page (created)

External Page Teaser Paragraph


The External Page Teaser paragraph teases an external web page. This paragraph is only
available in the extras area of all templates that contain an extras area, and not in the main area of
the Section template.
The paragraph can display a linked title, text and an image
Demo-project - Multimedia Embedded Video page

When you select the External Page Teaser in the Create new paragraph dialog the external page
Teaser dialog opens.
The Teaser dialog has a two tab areas: Teaser Main and Teaser Overwrite.
Demo-project New Section page (created) Teaser dialog extras area
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Teaser Main Tab Area

Page URL Field


The Page URL field allows you to insert the URL of the external page that the paragraph will tease.
In the Page URL field, insert the URL of the external target page.

Failing any changes in the Teaser Overwrite tab area, the paragraph displays the inserted URL as the
link title.
Demo-project - New Section Page (created)

Text Field
The Text field allows you to include an abstract of or introduction to the external target page.
To include an abstract, insert it into the Text Field.
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In the editing window, the abstract displays beneath the page URL or link title.
Demo-project - New Section Page (created)

Show in Subpage field


The Show in subpage field allows you to display the paragraph on the subpages of the page you
are working on.
To create an inherited paragraph on all subpages, check the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.

Teaser Overwrite Tab Area

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The Teaser Overwrite tab area allows you to change the link title and add an image to your
paragraph.
Title Field
The Title field allows you to display a link title instead of the target page URL.
To include a link title, insert it into the Title field.

In the editing window, the new title displays in place of the target page URL.
Demo-project - New Section Page (created)

Teaser Image Field


The Teaser Image field allows you to include an image in the paragraph.
You can choose to upload an image from your computer or insert one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a teaser image, insert its file path into the Teaser Image field.

In the editing window, the new image will display in place of the default teaser image.
Demo-project - New Section Page (created)

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Download File Teaser Paragraph


The Download File Teaser paragraph includes a file that can be downloaded from the paragraph.
This paragraph is only available in the extras area of all templates that contain an extras area, and
not in the main area of the Section template.
Demo-project - About Articles Standard Article page

The paragraph can display a linked download title, text and an image.
When you select the Download File Teaser in the Create new paragraph dialog the download file
Teaser dialog opens.
The Teaser dialog has a two tab areas: Teaser Main and Teaser Overwrite.
Demo-project New Section page (created) Download File Teaser dialog extras area

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Teaser Main Tab Area

Download File Field


The Download File field allows you to select the file from the DMS that will be available for
download in the Download File teaser paragraph. If this file is not already in the DMS, you will need
to upload it. . How to upload a file to the DMS is discussed in Documents Workspace Uploading
Single Documents and Files (link).
How to use the Internal Link function to insert internal files is discussed in Linking to Internal Files
(link).
In the Download File field, insert the file path of the file.

Failing any changes in the Teaser Overwrite tab area, the paragraph displays the file title as the
download link. The file can be downloaded by simply clicking on the link.
Demo-project - New Section Page (created)

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Text Field
The Text field allows you to include text about the download file.
To include text, insert it into the Text field.

In the editing window, the text will display beneath the download link.
Demo-project - New Section Page (created)

Show in Subpage field


The Show in subpage field allows you to display the paragraph on the subpages of the page you
are working on.
To create an inherited paragraph on all subpages, check the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.

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Teaser Overwrite Tab Area

The Teaser Overwrite tab area allows you to change the link title and add an image to your
paragraph.
Title Field
The Title field allows you to display a link title instead of the file title in the DMS.
To include a link title, insert it into the Title field.

In the editing window, the new title displays in place of the target page URL.
Demo-project - New Section Page (created)

Teaser Image Field


The Teaser Image field allows you to include an image in the paragraph.
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You can choose to upload an image from your computer or insert one from the DMS. How to use
these functions is discussed in Images - Inserting Images (link).
To include a teaser image, insert its file path into the Teaser Image field.

In the editing window, the new image displays in line with the text.
Demo-project - New Section Page (created)

Link List Teaser Paragraph


The Link List Teaser paragraph is available in both the main area of the Home and Section
templates and in the extras area of all templates that contain an extras area. The Link List
paragraph is also available as both a body content paragraph and a teaser paragraph. Regardless
of the template area or paragraph category, the paragraph is created in exactly the same way.
The Link List paragraph can contain a list of internal, external and download links.
Demo-features Aggregation Paragraphs Link List page

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How to create a link list paragraph is discussed in Body Content Paragraphs Link List Paragraph
(link).
Contact Paragraph
The Contact paragraph displays the details on a contact included in the Data workspace area.
This paragraph is available in the main area of the Section template and in the extras area of all
templates that contain an extras area.
Demo-project - About Articles Article with TOC page

Adding contacts in the Data Workspace is discussed in Data Workspace Adding Contacts.
When you select the Contact paragraph in the Create new paragraph dialog the contact Teaser
dialog opens.
The Teaser dialog has a single tab area: Teaser Main.
Demo-project New Section page (created) Teaser dialog main area
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Teaser Main Tab Area

Contact Field
The Contact field allows you to select the contact information from the Data workspace that will
appear in the paragraph.
To select the contact:

Click on the Internal Link button to the right of the field.

When you click on the Internal Link button, a new dialog containing all contacts in the Data
workspace opens. In this dialog, select the contact by clicking on it, and then click on the OK
button at the bottom of the dialog. When you click on the contact, its file path is displayed in the
last row of the window.

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When you click on the OK button, the second dialog closes returning you to the Teaser dialog,
where the file path of the selected contact appears in the Contact field.

In the editing window, the details of the selected contact display in the paragraph.
Demo-project - New Section Page (created) main area

Calendar Paragraph
The Calendar paragraph displays a calendar for the current month and highlights the dates of
current events. If you click on any of the highlighted dates, the events overview page opens to
display events for the selected day.

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This paragraph is only available in the extras area of all templates that contain an extras area, and
not in the main area of the Section template.
The Calendar paragraph is designed to be used in conjunction with Events Overview template, but
can be added in the extras area of any template containing an extras area.
When you create a new page based on the Events Overview template, the paragraph displays
automatically in the first position in the extras area, but can be deleted or moved.
Demo-project - News and Events Events Overview page (modified)

When you select the Calendar paragraph in the Create new paragraph dialog or click on the Edit
button of the Calendar paragraph on a new page based on the Events Overview template, the
Calendar dialog opens.
The Calendar dialog has a single tab area: Calendar Main.
Demo-project About Articles New Article page (created) Calendar dialog extras area

Teaser Main Tab Area

The Teaser Main tab area has a single field: Show in subpage. Irrespective of whether you select the
Show in subpage option, when you save the Calendar dialog the paragraph is created.
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In the editing window, the calendar for the current month displays in the paragraph.
Demo-project - New Section page (created)

Show in Subpage Field


The Show in subpage field allows you to display the calendar paragraph on the subpages of the
page you are working on.
To create an inherited paragraph on all subpages, check the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.

Category Cloud Paragraph


The Category Cloud paragraph displays a tag cloud of category titles. Pages based on the Article
and Large Article templates can be included in categories, which have been set up in the Data
Workspace. Each category title in the cloud is clickable and links to the category overview page
of the selected category. The font size of the category titles varies in accordance with the
importance-level assigned to each category in the Data workspace. Creating and managing
categories is discussed in Data Workspace Categories (link).
The Category Cloud paragraph is available in the base element area of all templates.
When you select the Category Cloud paragraph in the Create new paragraph dialog, the Category
Cloud dialog opens.
The Category Cloud dialog has a single tab area: Tag Cloud.
Demo-project Home page (modified) Category Cloud dialog base element area

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Tag Cloud Tab Area

The Tag Cloud tab area contains three fields: Title, Categories and Category Order.
Title Field
The Title field allows you to include a title for the Category Cloud paragraph.
To include a title, insert it into the Title field.

In the editing window, the title will not display until categories are added to the paragraph.
Categories Field
The Categories field allows you to choose the categories to be included in the category cloud.
To include the categories:

Click on the Choose button to the right of the field.

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When you click on the Choose button, a new dialog containing all the categories in the Data
workspace will open. In this dialog, select the category that you would like add by clicking on
the category name, and then click on the OK button at the bottom of the dialog. When you click
on the category name, the file path of the selected category displays in the last row of the
window.

When you click on the OK button, the second dialog closes returning you to the Category Cloud
dialog, where the file path of the selected category feed appears in the first Categories field.

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To add further categories, click on the Add button below the first category and a new
Categories field will appear. Repeat the procedure described above for each category that you
would like to add.

To delete or change any category, click on the relevant Delete or Choose button. When you
click on a Delete button, the Categories field is deleted and when you click on a Choose button,
the Category dialog will open where you can select a different category.

In the editing window, the title and category cloud displays in the paragraph.
Demo-project Home page (modified) base element area

Category Order Field


The Category Order field allows you to order the category titles in the category cloud. There are
three options: none, name and importance.
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To access the options click on the small down-arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, the none option displays the categories in the order inserted in the
Categories field, the name option displays the categories alphabetically, and the importance
option displays them firstly by the importance-level assigned in the Data workspace and secondly
in alphabetical order.
Demo-project Home page (modified) base element area

Demo-project Home page (modified) base element area

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Related Categories Teaser Paragraph


The Related Categories teaser paragraph is unique to the extras area of the Category Overview
template. The paragraph displays a headline and list of categories related to the specific category
overview page that is currently open.
Demo-project Service Family Category Overview page (created)

Relationships between categories are established in the Data workspace and the links that display
in the Related Categories paragraph depend on the relationships created there. Creating and
managing categories is discussed in Data Workspace Categories (link).
When you create a new page based on the Category Overview template, the Related Categories
teaser paragraph displays automatically in the top position of the extras area.
Demo-project Service Category Overview page (created)

To edit the Related Categories paragraph, click on the Edit button and the Categories dialog will
open.
The Categories dialog has a single tab area: Categories.
Demo-project Service Category Overview page (created) Categories dialog

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Categories Tab Area

Title Field
The Title field is the only editable field in the Categories tab area as the links displayed in the
paragraph render automatically and depend on the specific category overview page requested. When
you first open the Categories dialog, Related categories appears in the Title filed, but you can
change this title.
To change the paragraph title, insert a new title into the Title field.

In the editing window, the new title displays in the paragraph.


Demo-project Service Family Category Overview page (created)

Grouped Teasers
Grouped Teasers allow you to display multiple teasers in a single paragraph. Most of the grouped
teasers and designed for and used in the main area of the Section template, where all grouped teaser
paragraph types are available. Many of the grouped teasers are too large for the extras area and
only the Teaser Group is available in this area on all templates that contain an extras area. In the
main area of the Home template, the Teaser Group and Teaser Group - Horizontal Tabbed
paragraphs are available.
Grouped teasers are made up of items or subparagraphs within the main paragraph and once the
paragraph type has been selected and created, function buttons facilitating the creation of the
subparagraphs appear in the editing window.
The Aggregation Paragraphs Grouped Teasers page of the demo-features website displays
examples many of the available grouped teaser paragraphs.
Teaser Group Paragraph
The Teaser Group paragraph allows you to add multiple teasers subparagraphs within a group.
The main paragraph contains only the group title. For the subparagraphs, there is a choice
between the Internal Page Teaser and Link List paragraphs. You can add as many subparagraphs
of either type as you like.
The Teaser Group paragraph is available in the main area of the Home and Section templates, but
not in the extras area of the templates containing an extras area.
Demo-project About Articles page

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When you select the Teaser Group paragraph in the Create new paragraph dialog the Teaser
Group dialog opens.
The Teaser dialog has a single tab area: Teaser Group Main.
Demo-project New Section page (created) Teaser Group dialog main area

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Teaser Group Main Tab Area

Title Field
The Title field allows you to insert a title for the teaser group.
In the Title field, insert the group title

In the editing window, the teaser group title displays in the main paragraph and an Add Teaser
Group Item button appears directly below it.
Demo-project - New Section Page (created)

Adding Teaser Group Items

To add the subparagraphs or teaser items of the teaser group, click on the Add Teaser Group Item
button and the Create new paragraph dialog will open.

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There are two options available in the Create new paragraph dialog: Internal Page Teaser and Link
List. Select the teaser paragraph type by clicking within the small circle next to either option or on
the link that appears when you mouse over the paragraph titles.
Internal Page Teaser Items
When you select the Internal Page Teaser paragraph in the Create new paragraph dialog, the
Teaser dialog opens.
Demo-project - New Section Page (created) Teaser dialog main area

Internal Page Teaser paragraphs within a group are created in exactly the same way as standard
Internal Page Teaser paragraphs, which are discussed in Standard Teaser Paragraphs Internal
Page Teaser Paragraph (link).
In the editing window, the subparagraph is identical to the standard Internal Page Teaser paragraph,
except that it displays within a group of paragraphs.
Demo-project - New Section Page (created)

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To add further subparagraphs to the group, click on the Add Teaser Group Item and repeat the
procedure detailed above.
Link List Paragraph Items
When you select the Link List paragraph in the Create new paragraph dialog, the link list Teaser
dialog opens.
Demo-project - New Section Page (created) Teaser dialog main area

Link List teaser paragraphs within a group are created in exactly the same way as standard Link
List teaser and body content paragraphs and are discussed in General Body Content Paragraphs
Link List Paragraphs (link).
In the editing window, the subparagraph is identical to the standard Link List paragraph, except that it
displays within a group of paragraphs.
Demo-project - New Section Page (created)

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To add further subparagraphs to the group, click on the Add Teaser Group Item and repeat the
procedure detailed above.
Teaser Group - Horizontal Tabbed
The Teaser Group Horizontal Tabbed paragraph can contain items which tease internal pages,
external pages and downloadable files. Each teaser item or subparagraph displays in a distinct
content area, accessible by tabs at the top of the paragraph. Within the group, the available
subparagraphs are the Internal Page Teaser, External Page Teaser and Download File Teaser
paragraphs
The Teaser Group Horizontal Tabbed paragraph is available in the main area of the Home and
Section templates and extras area of all templates containing an extras area.
Demo-features - Aggregation Paragraphs Grouped Teasers page

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When you select the Teaser Group Horizontal Tabbed paragraph in the Create new paragraph
dialog the Teaser Group Horizontal Tabbed dialog opens.
The Teaser dialog has a single tab area: Teaser Group Main.
Demo-project New Section page (created) Teaser Group dialog main area

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Teaser Group Main Tab Area

Title Field
The Title field allows you to insert a title for the teaser group.
In the Title field, insert the group title

When you save the Teaser Group Horizontal Tabbed dialog, the group paragraph is created and the
title displays within the box, and an Add Tab-Item button appears directly below the title.
Demo-project - New Section Page (created)

Adding Teaser Group Items

To add the subparagraphs of the teaser group, click on the Add Tab-Item button and the Create
new paragraph dialog will open.

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There are three options available in the Create new paragraph dialog: Teaser to an Internal Page,
External Page and Download File. Select the teaser paragraph type by clicking within the small
circle next to the relevant option or on the link that appears when you mouse over the paragraph
titles.
Internal Page Teaser Items
When you select the Internal Page Teaser tab item in the Create new paragraph dialog, the internal
page Teaser dialog opens.
Demo-project - New Section Page (created) Teaser dialog main area

Internal Page Teaser paragraphs in a tabbed teaser group are created in exactly the same way as
standard Internal Page Teaser paragraphs, which are discussed in Standard Teaser Paragraphs
Internal Page Teaser Paragraph (link).
In the editing window, the tab item displays as a standard Internal Page Teaser paragraph, except
that it displays as a tab item within the group.
Demo-project - New Section Page (created)

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To add further tab items, click on the Add Tab-Item button and repeat the procedure detailed
above.
External Page Teaser Items
When you select the External Page Teaser tab item in the Create new paragraph dialog, the
external page Teaser dialog opens.
Demo-project - New Section Page (created) Teaser dialog main area

External Page Teaser paragraphs in a tabbed teaser group are created in exactly the same way as
standard External Page Teaser paragraphs, which are discussed in Standard Teaser Paragraphs
External Page Teaser Paragraph (link).
In the editing window, the tab item displays as a standard External Page Teaser paragraph, except
that it displays as a tab item within the group.
Demo-project - New Section Page (created)

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To add further tab items, click on the Add Tab-Item button and repeat the procedure detailed
above.
Download File Teaser Items
When you select the Download File Teaser tab item in the Create new paragraph dialog, the
download file Teaser dialog opens.
Demo-project - New Section Page (created) Download File Teaser dialog main area

Download File Teaser paragraphs in a tabbed teaser group are created in exactly the same way as
standard Download File Teaser paragraphs, which are discussed in Standard Teaser Paragraphs
Download File Teaser Paragraph (link).
In the editing window, the tab item displays as a standard Download File Teaser paragraph, except
that it displays as a tab item within the group.
Demo-project New Section Page (created)

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To add further tab items, click on the Add Tab-Item button and repeat the procedure detailed
above. You can add as many teaser items as you like and when the space required for tab item titles
exceeds the paragraph width, a new row of tab items is added.
Demo-project - New Section Page (created)

Teaser Group - Finger Tabbed


The Teaser Group Finger Tabbed paragraph contains teaser items that tease internal pages.
The main body of each teaser item or subparagraph displays on the left and the finger tabs of all
items display on the right. When you mouse over a tab item, the content in the main area reloads
to display the content for the selected tab.
The Teaser Group Finger Tabbed paragraph is only available in the main area of the Section
template.
Demo-features - Aggregation Paragraphs Grouped Teasers page

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When you select the Teaser Group Finger Tabbed paragraph in the Create new paragraph
dialog the Teaser Group Finger Tabbed dialog opens.
The Teaser Group Finger Tabbed dialog has a single tab area: Teaser Group Main.
Demo-project New Section page (created) Teaser Group Finger Tabbed dialog main
area

Teaser Group Main Tab Area

The Teaser Group Main tab area has no fields. When you save the dialog, a blank finger tabbed
paragraph is created in the editing window and the Add Tab-Item button appears in the edit bar at
the top of the paragraph.
Demo-project - New Section Page (created)

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Adding Teaser Group Items

To add the teaser items of the teaser group, click on the Add Tab-Item button and the internal
page Teaser dialog opens.
Demo-project - New Section Page (created) Teaser dialog main area

The internal page Teaser dialog is the same as the standard internal page Teaser dialog, except
that here the dialog does not contain the Link List tab area. In all other respects, the Internal Page
Teaser paragraphs in a finger tabbed teaser group are created in exactly the same way as
standard Internal Page Tease paragraphs, which are discussed in Standard Teaser Paragraphs
Internal Page Teaser Paragraph (link).
In the editing window, the tab items each display as standard Internal Page Teaser paragraphs,
except that they display as individual tab items within the group.
Demo-project - New Section Page (created)

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To add further tab items, click on the Add Tab-Item button and repeat the procedure detailed
above. You can add up to six tab items to the paragraph
Demo-project - New Section Page (created)

Teaser Group Carousel


The Teaser Group Carousel paragraph contains internal page teaser items. Each item or
subparagraph displays in a distinct content area. There are two types of carousels, a switcher and
a slider carousel. The switcher carousel has controls on the left and right of the paragraph, which
when clicked will switch the content of the next or previous teaser. The slider carousel has a slide
bar at the bottom on the paragraph, which allows you to scroll horizontally through the teasers.

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The Teaser Group Carousel paragraph is available in both the main area of the Section template
and in the base content area of all templates
Demo-features - Aggregation Paragraphs Grouped Teasers page main area

Demo-features - Aggregation Paragraphs Grouped Teasers page base element area

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When you select the Teaser Group Carousel paragraph in the Create new paragraph dialog the
Teaser Group Carousel dialog opens.
The Teaser Group Carousel dialog has a single tab area: Teaser Group Main.
Demo-project New Section page (created) Teaser Group Carousel dialog main area

Teaser Group Main Tab Area

Title Field
The Title field allows you to insert a title for the teaser group.
In the Title field, insert the group title

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Select Carousel Type Field


The Select Carousel Type field allows you to choose the type of carousel. There are two options,
a switcher and a slider carousel.
To access the options click on the small down-arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, a blank carousel is created, the title displays at the top of the paragraph and
Add Teaser Item button below it.
Demo-project - New Section Page (created) main area

Adding Teaser Group Items

To add the teaser items, click on the Add Teaser Item button and the internal page Teaser dialog
will open.
Demo-project - New Section Page (created) Teaser dialog main area

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The internal page Teaser dialog is the same as the standard internal page Teaser dialog, except
that here the dialog does not contain the Link List tab area. In all other respects, the Internal Page
Teaser paragraphs in a carousel group paragraph are created in exactly the same way as
standard Internal Page teaser paragraphs, which are discussed in Standard Teaser Paragraphs
Internal Page Teaser Paragraph (link).
In the editing window, the tab items each displays as standard Internal Page Teaser paragraphs,
except that they display as individual items in the carousel.
Demo-project - New Section Page (created)

To add further teaser items, click on the Add Teaser Item button and repeat the procedure
detailed above. You can add as many teaser items as you like.
Demo-project - New Section Page (created)

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Teaser Group Paging


The Teaser Group Paging paragraph contains internal page teaser items. This paragraph is
similar to a carousel. Each item or subparagraph displays in a distinct content area and below the
displayed paragraph a series of numbers display. When clicked, the paragraph reloads to display
the teaser that corresponds to the selected number. It is also possible to scroll through the teasers
using your mouse wheel.
The Teaser Group Paging paragraph is only available in the main area of the Section template.
Demo-features - Aggregation Paragraphs Grouped Teasers page main area

When you select the Teaser Group Paging paragraph in the Create new paragraph dialog the
Teaser Group Paging dialog opens.
The Teaser Group Paging dialog has a single tab area: Teaser Group Main
Demo-project New Section page (created) Teaser Group Paging dialog main area

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Teaser Group Main Tab Area

Title Field
The Title field allows you to insert a title for the teaser group.
In the Title field, insert the group title

In the editing window, a blank carousel is created, the title displays at the top of the paragraph and
the Add Teaser Item button below it.
Demo-project - New Section Page (created) main area

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Adding Teaser Group Items

To add the teaser items, click on the Add Teaser Item button and the internal page Teaser dialog
will open.
Demo-project - New Section Page (created) Teaser dialog main area

The internal page Teaser dialog is the same as the standard internal page Teaser dialog, except
that here the dialog does not contain the Link List tab area. In all other respects, the Internal Page
Teaser paragraphs in a paging group paragraph are created in exactly the same way as
standard Internal Page Teaser paragraphs, which are discussed in Standard Teaser Paragraphs
Internal Page Teaser Paragraph (link).
In the editing window, the each paging item displays as a standard Internal Page Teaser paragraph,
except that they display as individual items in the paging paragraph.
Demo-project - New Section Page (created)

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To add further teaser items, click on the Add Teaser Item button and repeat the procedure
detailed above. You can add as many teaser items as you like.
Demo-project - New Section Page (created)

Aggregation Teasers
Aggregation teasers source information from pages based on a specific template and aggregate
the contents into a single teaser paragraph. There are two available aggregation teaser
paragraphs, the Latest News Teaser and Next Events Teaser.
Latest News Teaser
The Latest News Teaser paragraph aggregates the contents of the most recent pages based on
the News template into a single paragraph and teases the content of multiple news pages. The
latest news items display in reverse chronological order with the latest appearing first. It is possible
to limit the number of results displayed in the paragraph, and to restrict the results to only the
subpages of a specified page.
Each news item is an internal page teaser and, by default, displays the teaser image inserted in the
Page Info dialog, and the headline, kicker, abstract and date inserted in the News Header dialog of
the target pages. The headline and kicker are clickable and open the target page. Each item has a
read on link, which also opens the target page. At the bottom of the paragraph, there is an All
News link, which opens the News Overview page.
The Latest News Teaser paragraph is available in the main area of the Home and Section
templates and the extras area of any template that contains an extras area.
Demo-features - Aggregation Paragraphs Latest News page (modified)

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When you select the Latest News Teaser paragraph in the Create new paragraph dialog the Teaser
Latest News dialog opens.
The Teaser Latest News dialog has a single tab area: Teaser Main.
Demo-project New Section page (created) Teaser Latest News dialog main area

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Teaser Main Tab Area

Title Field
The Title field allows you to insert a title for teaser paragraph.
In the Title field, insert the paragraph title

In the editing window, the title displays at the top of the paragraph.
Demo-project - New Section Page (created) main area

Maximum Results Field


The Maximum Results field allows you to specify the maximum number of results that display in
the paragraph. If you, for example, select the number 5 and there are only 4 relevant news pages,
only 4 results will display.

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To access the list of options, click on the small down-arrow to the right of the field and the list will
appear. Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, only the specified number of results, or less, will display on each page of the
paragraph.
Search Hierarchy Field
The Search Hierarchy field allows you to limit the news pages that will be aggregated and displayed
in the paragraph to the subpages of a specified page. This functionality allows you to have several
different sections on your site displaying different types of news items.
How to use the Internal Link function is discussed in Linking to Internal Pages (link).
In the Search Hierarchy field, insert the file path of the higher-level page and teasers to its
subpages will display in the paragraph.

In the editing window, only teaser items of the subpages of the selected page will display in the
paragraph.
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Result Image Field


The Result Image field allows you to select to hide the teaser images in the paragraph.
To hide the images, select the Hide Result Images option by clicking within the small square and a
green tick will indicate your selection.

In the editing window, the images will not display in the paragraph.
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Show in Subpage Field


The Show in subpage field is only available for Latest News teasers in the extras area.
This field allows you to display the Latest News Teaser paragraph on the subpages of the page you
are working on.
To create an inherited paragraph on all subpages, select the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.

Next Events Teaser


The Next Events Teaser paragraph aggregates the contents of the most recent pages based on
the Events template into a single paragraph and teases the content of multiple event pages. The
event items display in reverse chronological order with the latest appearing first. It is possible to
limit the number of results displayed in the paragraph, and to restrict the results to only the
subpages of a specified page.
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Each news item is an internal page teaser and, by default, displays the headline, location, time
and, optionally the abstract, inserted in the Event Header dialog of the target pages. The headline is
clickable and opens the target page. At the bottom of the paragraph, there is an All Events link,
which opens the Events Overview page.
The Next Events Teaser paragraph is available in the main area of the Home and Section templates
and the extras area of all templates that contains an extras area.
Demo-features - Aggregation Paragraphs Upcoming Events page

When you select the Next Events Teaser paragraph in the Create new paragraph dialog the Teaser
Next Events dialog opens.
The Teaser Next Events dialog has a single tab area: Teaser Main.
Demo-project New Section page (created) Teaser Next Events dialog extras area

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Teaser Main Tab Area

Title Field
The Title field allows you to insert a title for teaser paragraph.
In the Title field, insert the paragraph title

In the editing window, the title displays at the top of the paragraph.
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Maximum Results Field


The Maximum Results field allows you to specify the maximum number of results that will display
in the paragraph. If you, for example, select the number 5 and there are only 4 relevant events pages,
only 4 results will display.
To access the list of options, click on the small down-arrow to the right of the field and the list will
appear. Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, the specified number of results, or less, display in the paragraph.
Demo-project - New Section Page (created) extras area

Search Hierarchy Field


The Search Hierarchy field allows you to limit the events pages that will be aggregated and
displayed in the paragraph to the subpages of a specified page. This functionality allows you to have
several different sections on your site displaying different types of events.
How to use the Internal Link function is discussed in Linking to Internal Pages (link).
In the Search Hierarchy field, insert the file path of the higher-level page and teasers to its
subpages will display in the paragraph.

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The subpages of the selected page in the screenshot above contain event items at a specific
location. In the editing window, only teaser items of events at this location display.
Demo-project - New Section Page (created) extras area

Event Abstract Field


The Event Abstract field allows you to elect to display or hide the teaser abstract.
To display the event abstract, select the Show Event Abstract option by clicking within the small
square and a green tick will indicate your selection.

In the editing window, the event abstract will display for each teaser item.
Demo-project - New Section Page (created) main area
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Show in Subpage Field


The Show in subpage field is only available for Latest Events teasers in the extras area.
This field allows you to display the Latest Events Teaser paragraph on the subpages of the page you
are working on.
To create an inherited paragraph on all subpages, select the Show in subpage option by clicking
within the small square and a green tick will indicate you selection.

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RSS Feed Paragraphs


There are two categories of RSS feed teaser paragraphs: those that display feed content within
the paragraph and those that generate feed content and allow users to subscribe to feeds.
The RSS Combined Feed paragraph and the RSS Feed List paragraph display feed content
within a paragraph of the website and are only available in the main area of the Section template.
These paragraphs are very similar. The first creates a single combined feed of all feeds in the
channel and the second lists the selected collection of RSS feeds one after another.
In the extras area, two paragraph types generate feeds to which users can subscribe. The
Content Based RSS Feed paragraph generates feeds of pages based the Article, News or Event
template, and Category Based RSS Feed paragraph generates feeds for selected content
categories.
RSS feed aggregators are created and managed in the Data workspace and this is discussed in Data
Workspace RSS Feeds (link).
RSS Combined Feed Paragraph
The RSS Combined Feed paragraph displays a single combined feed of all feeds in a channel.
When a RSS aggregator is set up in the Data workspace, more than one feed can be included in a
single aggregator or channel.
Data Workspace RSS Aggregators MagnoliaBlogs Edit dialog

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When you select the RSS Combined Feed paragraph in the Create new paragraph dialog the
Magnolia Edit dialog opens.
The Magnolia Edit dialog has a single tab area: Combined Feed.
Demo-project New Section page (created) Magnolia Edit dialog main area

Combined Feed Tab Area

The Combined Feed Tab area has several fields, which allow you to set the parameters for the
feed.
Combined Feed Title Field
The Combined Feed Title field allows you to insert a title for the feed.
In the Combined Feed Title field, insert the feed title.

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In the editing window, the title displays at the top of the paragraph.
Demo-project - New Section Page (created) main area

Show Combined Feed Icon Field


The Show Combined Feed Icon field allows you to display an icon indicating that the content of the
paragraph is a combined feed.
To select this option, click within the small square and a green tick will indicate your selection.

Feed Field
The Feed field allows you to select the channel or data feed that will display in the paragraph.
To select the feed:

Click on the Internal Link button to the right of the Feed field.

When you click on the Internal Link button, a new dialog containing all the RSS aggregators in
the Data workspace opens. In this dialog, select the feed that you would like display by clicking
on the feed name, and then click on the OK button at the bottom of the dialog. When you click
on the feed name, the file path of the selected feed displays in the last row of the window.

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When you click on the OK button, the second dialog closes returning you to the Magnolia Edit
dialog, where the path of the selected feed appears in the Feed field.

In the editing window, the selected combined feed display in the paragraph.
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Number of Entries Field


The Number of Entries field allows you to limit the number of items that will display in the
paragraph. There are three available options: all, 10 or 20.
To access the list of options, click on the small down-arrow to the right of the field and the list will
appear. Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, the selected number of entries display in the paragraph.
Show Index Field
The Show Index field allows you to display an index of the items in the paragraph.
To select this option, click within the small square and a green tick will indicate your selection.

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Order by Field
The Order by field allows you to sort the items displayed in the paragraph by either publication date
on entry title.
To access the options, click on the small down arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, if you select the by entry title option, the feed items display in alphabetical order
and if you select the by publication date option, the items display in date order.
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Sorting Order Field


The Sorting Order field allows you to sort the items in either ascending or descending order within the
category chosen in the Order by field.
To access the options, click on the small down arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, the items display in either ascending or descending order.
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Cut-off for Description Details Field


The Cut-off for description details field allows you to select the number of characters of each
item that will display before the read more link. There are six options: 100, 150, 200, 500, 1000
and none.
To access the options, click on the small down arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

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In the editing window, the specified number of characters displays in the paragraph.
Demo-project - New Section Page (created) main area

Show Entry Author Field


The Show Entry Author field allows you to select to display the Author of the item, if available.
To select this option, click within the small square and a green tick will indicate your selection.

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In the editing window, if you select this option, the author of each item displays in the paragraph.
Demo-project - New Section Page (created) main area

RSS Feed List Paragraph


The RSS Feed List paragraph displays a selected collection of RSS Feeds one after another. It is
very similar to the RSS Combined Feed paragraph, except that each feed in the channel displays
sequentially and not in a single combined feed.
When you select the RSS Feed List paragraph in the Create new paragraph dialog the Magnolia
Edit dialog opens.
The Magnolia Edit dialog has a single tab area: Feed List.
Demo-project New Section page (created) Magnolia Edit dialog main area

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Feed List Tab Area

The Feed List Tab area has several fields, which allow you to set the parameters for the feed.
The Feed, Number of entries, Show Index, Order by, Sorting order and Cut-off description
details fields in the Magnolia Edit dialog of the RSS Feed List paragraph and the RSS Combined
Feed paragraph are identical and are discussed in RSS Combined Feed paragraph Combined Feed
Tab Area (link).
Show Feed Description Field
Most feeds provide a short description of their contents and the Show Feed Description field
allows you to elect to display this description.
To display the feed description in your paragraph, select the Show Feed Description option by
clicking within the small square and a green tick will indicate your selection.

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Content Based RSS Feed Paragraph


The Content Based RSS Feed paragraph generates a RSS feed of pages based on the Articles,
News or Event templates. The paragraph displays only the RSS feed icon and users can
subscribe to the feed by clicking on it. This paragraph is normally used on Events, News and
Category Overview pages.
The Content Based RSS Feed paragraph is available in the extras area of all templates that contain
an extras area.
Demo-project News and Events Events Overview page

When you select the Content Based RSS Feed paragraph in the Create new paragraph dialog the
Content Based RSS Feed dialog opens.
The Content Based RSS Feed dialog has a single tab area: RSS Feed Configuration.
Demo-project - New Section Page (created) Content Based RSS Feed dialog - extras area

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RSS Feed Configuration Tab Area

Feed Root Field


The Feed Root field allows you to select the higher-level page the subpages of which will be
included in the feed. Articles, news or event items contained on the subpages will be included.
How to use the Internal Link function to select a page is discussed in Linking to Internal pages.
In the Feed Root field, insert the file path of the higher-level page.

Content Subcategory Field


The Content Subcategory field allows you to select the template type that the pages to be
included in the feed are based. There are three options: article, news or event.
To access the options, click on the small down arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

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In the editing window, the paragraph displays the RSS feed icon.
Demo-project - New Section Page (created) extras area

When a user clicks on the RSS feed icon, a new page opens where you they can subscribe to the
feed. The headline of the higher-level page is automatically included as the heading on the
subscription page.

Category Based RSS Feed Paragraph


The Category Based RSS Feed paragraph generates a RSS feed based on content categories.
The paragraph displays only the RSS feed icon and users can subscribe to the feed by clicking on
it.
The Category Based RSS Feed paragraph is only available in the extras area of all templates that
contain an extras area.
The Article and Large Article templates provide the option to categorize articles. Categories are
created and managed in the Data workspace, which is discussed in Data Workspace Categories
(link).
When you select the Category Based RSS Feed paragraph, in the Create new paragraph dialog
the Category Based RSS Feed dialog opens.
The Category Based RSS Feed dialog has a single tab area: RSS Feed Configuration.
Demo-project - New Section Page (created) Category Based RSS Feed dialog - extras area

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RSS Feed Configuration Tab Area

Content Root Field


The Content Root field allows you to select the higher-level page the subpages of which will be
included in the feed. Articles in the categories specified in the Categorization field will be
included.
How to use the Internal Link function to select a page is discussed in Linking to Internal pages (link).
In the Content Root field, insert the file path of the higher-level page.

Categorization Field
The Categorization field allows you to select the categories into which the articles to be included in
the feed fall.
To select a category:

Click on the Choose button to the right of the Categorization field.

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When you click on the Choose button, a new dialog containing the categories in the Data
workspace opens. In this dialog, select the category you would like to include by clicking on the
category name and then click on the OK button at the bottom of the window. When you click on
the category name, the file path will be inserted into the last row of the window.

When you click on the OK button, the category dialog closes returning you to the Content Based
RSS Feed dialog where the file path of the selected category appears in the Categorization
field. To add further categories, click on the Add button below the first category field

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When you click on the Add button, a new field box appears with a Choose button to the right of
the field. To select another category, click on the Choose button and repeat the procedure
described above. You can add as many categories as you like.

To delete any selected category, click on the Delete button and the category will be deleted.

In the editing window, the paragraph displays the RSS feed icon.
Demo-project - New Section Page (created) extras area

When a user clicks on the RSS feed icon, a new page opens where you they can subscribe to the
feed. The headline of the higher-level page is automatically included as the heading on the
subscription page.
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4.4.3 Special Paragraphs


4.4.3.1

Stage Paragraph

The Stage paragraph is unique to the Home template and only available on first-level pages.
Two alternative teaser paragraphs can be inserted in the stage area: the Stage Teaser and Teaser
Group Stage Paging.
Demo-project - Home page

When you create a new page based on the Home template, which is only available for first-level
pages, a placeholder for the stage paragraph is created automatically and the Create Stage button
appears in the edit bar.
Demo-project New Home page (created)

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To create the Stage paragraph, click on the Create Stage button and the Create new paragraph
dialog will open.

Stage Teaser Paragraph


The Stage Teaser Paragraph is very similar to the Internal Page Teaser paragraph, but it displays
only in the stage area and the rendered design is different
When you select the Stage Teaser paragraph in the Create new paragraph dialog the Teaser
dialog opens.
The Teaser dialog has a two tab areas: Teaser Main and Teaser Overwrite.
Demo-project New Home page (created) Teaser dialog stage area

Teaser Main Tab Area

Page Field

The Page field allows you to link to the page that the Stage Teaser paragraph will tease.
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How to use the internal link function is discussed in Linking to Internal Pages (link).
In the Page field, include the file path of the internal page.

Failing any changes in the Teaser Overwrite tab area, the paragraph displays the headline and
abstract inserted in the Header or Section Header paragraph, and the teaser image inserted in the
Page Info dialog, of the target page. The headline and image are clickable and link to the target
page.
Demo-project New Home Page (created)

Teaser Overwrite Tab Area

The Teaser Overwrite tab area allows you to change the default information included in the Stage
Teaser paragraph.
The Teaser Overwrite tab areas of the Stage Teaser and the Internal Page Teaser paragraphs are
identical and discussed in Internal Page Teaser Paragraph Teaser Overwrite Tab Area (link).
The Title, Text and Stage Image fields allow you to include content that is different from the target
page headline, abstract and teaser image.
To do so, insert text into the Title and Text fields and either upload a new image or insert one from
the DMS.

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In the editing window, the new information displays in the Stage Paragraph.
Demo-project New Home Page (created)

Teaser Group Stage Paging Paragraph


The Teaser Group - Stage Paging paragraph is essentially a Teaser Group Paging paragraph,
but it displays only in the stage area and the rendered design is different.
The paragraph contains internal page teaser items. Each item or subparagraph displays in a
distinct content area and below the displayed paragraph a series of numbers display. When
clicked, the paragraph reloads to display the teaser that corresponds to the selected number. It is
also possible to scroll through the teasers using your mouse wheel.
Demo-project Home page - stage area

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When you select the Teaser Group - Stage Paging paragraph in the Create new paragraph dialog
the Stage Paging dialog opens.
The Stage Paging dialog has a single tab area: Teaser Group Main.
Demo-project New Home page (created) Stage Paging dialog stage area

Teaser Group Main Tab Area

Teaser Group Main tab area has no fields. When you save this dialog, a blank Stage Paging
paragraph is created automatically and the Add Teaser Item button appears.
Demo-project New Home page (created) - stage area

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Adding Teaser Group Items


To add the teaser items, click on the Add Teaser Item button and the internal page Teaser dialog
will open.
Demo-project New Home Page (created) Teaser dialog stage area

The Teaser dialog of the Stage Paging paragraph and the Teaser Group Paging paragraph are
identical and is discussed in Grouped Teasers - Teaser Group Paging (link). In both paragraphs,
teaser items are added in exactly the same way.
To add the stage teaser items, complete the fields in the Teaser dialog and then add the next item
by clicking on the Add Teaser Item button, which appears after the first teaser item is created. You
can add as many items as you like.

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In the editing window, the each teaser item displays in a distinct content area, which is accessible by
clicking on the corresponding paging number.
Demo-project - New Home Page (created)

4.4.3.2

Footer Paragraph

The Footer paragraph is unique to the Home template. All other pages of the site inherit the
Footer paragraph.
In addition to copyright information, the paragraph can display Link List or Text paragraph
elements, or a combination of both.
Demo-project - Home page footer area

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When you create a new page based on the Home template, which is only available for first-level
pages, a placeholder for the Footer paragraph is created automatically and the Create Footer button
appears in the edit bar.
Demo-project New Home page (created) footer area

To create the Footer paragraph, click on the Create Footer button and the Footer dialog will
open.
The Footer dialog has a single tab area: Main.
Demo-project New Home page (created) Footer dialog footer area

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Main Tab Area

Copyright Field
The Copyright field allows you to insert the copyright text that appears at the bottom of the footer
paragraph.
To include copyright information, insert it into the Copyright field.

In the editing window, the copyright text displays at the bottom of the paragraph and the New Footer
Element button appears below the edit bar.
Demo-project New Home page (created) footer area

Adding Footer Elements


To add the footer elements, click on the New Footer Element button and the Create new
paragraph dialog will open.

Footer Links Paragraph


The Footer Links paragraph displays a list of internal and/or external links.
Demo-project Home page footer area
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Technically, the Footer Links paragraph is identical to the Link List paragraph, except that is
available only in the footer area and download links, which are available in the Link List paragraph,
are not available in the Footer Links paragraph.
When you select the Footer Links paragraph in the Create new paragraph dialog the Link List in
Footer dialog opens.
The Link List in Footer dialog has a single tab area: Main.
Demo-project New Home page (created) Link List in Footer dialog footer area

Main Tab Area

Title Field
The Title field allows you to insert a title for your link list.
To include a title, insert it into the Title field.

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In the editing window, the title displays at the top of the link list and an Add link button appears
directly below it.
Demo-project New Home page (created) footer area

Adding Links

To add a link, click on the Add Link button and the Create new paragraph dialog will open.
Demo-project New Home page (created) Create new paragraph dialog footer area

The manner in which links are added in the Footer Links paragraph is identical to that of the body
content Link List paragraph, which is discussed in Body Content Paragraphs Link List Paragraph
Adding Links (link).
In the editing window, the link list displays in the footer element block.
Demo-project New Home page (created) footer area

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About this Site Paragraph


The About this Site paragraph displays formatted text.
Demo-project Home page footer area

The About this Site paragraph is identical to the body content Text and Image paragraph, except
that it is not possible to include an image.
When you select the About this Site paragraph in the Create new paragraph dialog the About in
Footer dialog opens.
The About in Footer dialog has a single tab area: Main.
Demo-project New Home page (created) About in Footer dialog footer area

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Main Tab Area

Title Field
The Title field allows you to include a title for the paragraph.
To include a title insert it into the Title field.

In the editing window, the title displays at the top of the paragraph.
Demo-project New Home page (created) footer area

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Text Field

The Text field allows you to include the main content of the paragraph and contains a text editor
for formatting text.
The Text fields of the About in Footer paragraph and the Text and Image paragraph are identical
and is discussed in Text and Image Paragraph Main Tab Area (link).
To include the main content of your paragraph, insert it into the Text field and format it using the
text editor.

In the editing window, the content and formatting reflects in the paragraph.
Demo-project New Home page (created) footer area

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4.4.4 Form Paragraphs


The Contact Form template allows you to create web forms with ease. This template can be used
to create any type of form and is not limited to contact forms.
The form and its behavior is configured in the Form Settings paragraph and the individual fields
are grouped together within Field Set paragraphs. Form data can be sent by email or logged to the
file system, and a separate confirmatory email can be sent. Either HTML or plain text emails are
possible.
Demo-project Service Contact page

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There are five individual field paragraphs available within each field set. These are the Text Field,
Text Field Group, Selection, File and Submit Button paragraphs.
4.4.4.1

Form Settings Paragraph

When you create a new page based on the Contact Form template, the Form Settings paragraph
is created automatically and the Edit Form Settings button appears in the edit bar.
Demo-project Contact Form page (created)

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To set the form properties, click on the Edit Form Settings button and the Form dialog will open.
The Form dialog has four tab areas: Form, Submit settings, E-mail and Confirmation E-mail.
Demo-project Contact Form page (created) Form dialog

Form Tab Area

The Form tab area allows you to include introductory text for your form.
Title Field
The Title field allows you to include a form title.
To include a title, insert it into the Title field.

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In the editing window, the title displays at the top of the paragraph.
Demo-project Contact Form page (created)

Form Name Field


The Form Name field allows you to reference the form using JavaScript.
To include a form name, insert it into the Form Name field.

Text Field
The Text field allows you to include introductory text for you form.
To include an introduction, insert it into the Text field.

In the editing window, the contents of the Text field displays below the title.
Demo-project Contact Form page (created)

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Marker for Required Fields Field


The Marker for Required Fields field allows you to determine the symbol that will indicate
required fields in your form. This symbol displays next to the title of each required field in the form. It
is customary to use an asterisk (*), but any character can be used.
To include the marker, insert it into the Marker for Required Fields field.

In the editing window, the symbol displays next to each required field.
Demo-project Contact Form page (created)

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In the Form dialog of the Field Set paragraph there is an option to display the marker in the Form
Settings paragraph. If this option is selected, the marker additionally displays in the Form Settings
paragraph. This option is discussed below in Field Set Paragraph (link),
Text for Required Symbol Field
The Text for Required Symbol field allows you to include explanatory text next to the symbol
indicating a required field. This text only displays in the Form Settings paragraph if the option to
display the marker is selected in the Field Set paragraph/s of the form.
To include text in addition to a symbol, insert it into the Text for Required Symbol field.

In the editing window, the text displays next to the symbol in the Field Settings paragraph.
Demo-project Contact Form page (created)

Submit Settings Tab Area

The Submit Settings tab area allows you to determine the information that will display when the form
is submitted.

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Error Title Field


The Error Title field allows you to include the text displayed if the form is not submitted correctly,
for example if a required field is omitted.
To include the error text, insert it into the Error Title field.

In the editing window, if there is a submission error the error text and reason will display at the top of
the form.
Demo-project Contact Form page (created)

Success Title Field


The Success Title field allows you to include the text that displays when the form is submitted
successfully.
To include the successful submission text, insert it into the Success Title field.

In the editing window, the success title text displays on the top of the page when the form is submitted
successfully.
Text Field
The Text field allows you to include additional text below the Success Title text.
To include additional text, insert it into the Text field.

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In the editing window, this text displays below the success title text when the form is submitted
successfully.
Page Displayed After Submission Field
The Page displayed after submission field allows you to direct the visitor to another page of your
site after the successful submission of the form. If you leave this field blank, the current page will
remain open.
How to use the Internal Link function is discussed in Linking to Internal Pages (link).
To direct to a different page, insert the file path of the page into the Page displayed after
submission field.

In the editing window, the selected page will display when the form is submitted successfully.
Track Mail Field
The Track mail field allows you to create a record of the emails in a csv file. If enabled, a csv file
will be written to the Magnolia log folder.
To enable the Track mail option, select the Enable log file based mail tracking option by clicking
within the small square and a green tick will indicate your selection.

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Email Tab Area


The Email tab area allows you to configure the email settings for the email containing the form
information. This email will be sent to an email address in your organization to collect form data.
From Field
The From field allows you to record the email address of the person who submitted the form. You
can use a form field, i.e. a field name included in the Field Set paragraph/s to generate the
information automatically, and FreeMarker tags must be used.
For example, if you have set up a field for the users email address named email, your would insert
${email} and if you named the field user, you would insert ${user} into the From field. How to create
fields within a Field Set paragraph is discussed below in Field Set Paragraph (link).
To include the users email address, insert the relevant information into the From field.

To Field
The To field allows you to set the email address that the form information is sent to. This will
normally be an email address within your organization.
To include the email address that the form information will be sent to, insert it into the To Field.

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Subject Field
The Subject field allows you to include a subject line for the email. If appropriate, you can use a
form field i.e. a field name included in the Field Set paragraph/s. If you use a form field, FreeMarker
tags should be used. Alternatively, you can simply enter suitable text that allows you to identify the
form.
To include a subject, insert it into the Subject field.

Type Field
The Type field allows you to choose the type of email sent. There are two options, HTML and plain
text.
To access the options, click on the small down-arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.

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Text Field
The Text field allows you to include the body content of the email. You can include form fields i.e.
field names included Field Set paragraph/s, with FreeMarker tags to automatically generate the
information.
To include the content of the email, insert it into the Text field.

Confirmation E-mail Tab Area

The Confirmation E-mail tab area allows you to configure the confirmatory email, if any, to be sent
to the user on successful submission of the form.
Send Confirmation Field
The Send Confirmation field allows you to elect to send an email to the user.
To send a confirmation email, select the Send a confirmation email option by clicking within the
small square and a green tick will indicate your selection.

From Field
The From field allows you to include the email address that will appear in the From field of the
email.
To include this email address, insert it into the From field.

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To Field
The To field allows you to include the users email address. You can include form fields i.e. field
names included Field Set paragraph/s, with FreeMarker tags to automatically generate the
information
To include users email address, insert it into the To field.

Subject Field
The Subject field allows you to include a subject line in the email. You can include form fields i.e.
field names included in the Field Set paragraph, with FreeMarker tags to automatically generate the
information
To include a subject line, insert it into the Subject field.

Type Field
The Type field allows you to choose the type of email sent. There are two options, HTML and plain
text.
To access the options, click on the small down-arrow to the right of the field and the list will appear.
Make your selection by clicking on the relevant option and it will be inserted into the field.
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Text Field
The Text field allows you to include the body content of the email. You can include form fields i.e.
field names included Field Set paragraph/s, with FreeMarker tags to automatically generate the
information.
To include the content of the email, insert it into the Text field.

4.4.4.2

Field Set Paragraph

The Field Set paragraph creates a main paragraph into which the individual field paragraphs fall.
More than one field set can be created on a single page.
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When you create a new page based on the Contact Form template, the New Field Set button
appears below the Edit Form Settings button.
Demo-project Contact Form page (created)

To create a field set, click on the New Field Set button and the Form dialog will open.
The Form dialog has a single tab area: Field Set.
Demo-project Contact Form page (created) Form dialog

Field Set Tab Area

Title Field
The Title field allows you to include a title for the field set to distinguish it from other sets on the
page.
To include a title, insert it into the Title field.

In the editing window, the title displays at the top of the Field Set paragraph.
Demo-project Contact Form page (created)

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Display Marker for Required Fields Field


The Display Marker for Required Fields field allows you to display the marker or symbol and text
inserted in the Marker for Required Fields and Text for Required Symbol fields of the Form
Setting paragraph.
To display the marker, click within the small square and a green tick will indicate your selection.

When you select this option the marker and text display in the Form Settings paragraph and not in
the Field Set paragraph.
Demo-project Contact Form page (created)

When you save the Field Set paragraph, the New Field button appears below the field set title.
Demo-project Contact Form page (created)

To insert the individual fields of the field set, click on the New Field button and the Create New
paragraph dialog will open.
Demo-project Contact Form page (created) Create new paragraph dialog
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Five different form field paragraphs are available in the Create new paragraph dialog: Text Field,
Text Field Group, Selection, File and Submit Button.
To include the individual form field paragraphs, select the paragraph type by either clicking within
the small circle or on the text link that appears when you mouse over each option. When you select a
paragraph type, the Create new paragraph dialog closes and the dialog of the selected paragraph
opens. The paragraph content is inserted in this second dialog and each paragraph type is discussed
in individual sections below.
When the first field paragraph has been inserted and saved, a New Field button will appear below
the first paragraph, allowing you to insert a subsequent field paragraph. You can insert as many field
paragraphs as you like.
4.4.4.3

Text Field Paragraph

The Text Field paragraph displays a single input field. The size of the field varies from a single
line to a large text area.
Demo-project Services Contact page

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When you select the Text Field paragraph in the Create new paragraph dialog, the Edit dialog
opens.
The Edit dialog has a single tab area: Input field.
Demo-project Services - New Contact Form page (created) Edit dialog

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Input Field Tab Area

The Input Field tab area allows you to set the properties for the field.
Field Label Field
The Field Label field allows you to give the field a label or title. In the editing window, this text
appears above the field. The field label should not be confused with the field name, which is used in
the Form Settings paragraph to reference the field.
To include the field label, insert it into the Field Label field.

In the editing window, the field label appears above the field.
Demo-project Services - New Contact Form page (created)

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Field Name Field


The Field Name field is used in the Form Settings paragraph to reference the field. When including
information in any field that allows for the use of FreeMarker tabs, the field name should be included
as follows: ${field name}. This allows for the automatic generation of information in form emails and
data.
To include the field name, insert it into the Field Name field.

Description Field
The Description field allows you to elaborate about the field by adding a description or comment.
To include a description, insert it into the Description field.

In the editing window, the description displays below the field.


Demo-project Services - New Contact Form page (created)

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Mandatory Field
The Mandatory field allows you to determine whether the field is mandatory or not.
To make the field mandatory, select the Field is mandatory option by clicking within the small
square and a green tick will indicate your selection.

In the editing window, mandatory fields are indicated by the symbol inserted in the Marker for
Required Fields field of Field Settings paragraph.
Demo-project Services - New Contact Form page (created)

Validation Field
The Validation field allows you to verify that that the information inserted into the field is valid. For
example, if the field requests an email address, only input that includes the @ sign is acceptable, and
if the field request numbers, text is not acceptable. If a user inserts invalid information, they will
receive an error message advising them that their input is invalid.
There are three validation options: none, number and email.
To access the options, click on the small down-arrow to the right of the field and the list will appear.
Make you selection by clicking on the relevant option and it will be inserted into the field.
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In the editing window, if a user inserts invalid information, the error text inserted in the Error Title
field of the Form Settings paragraph and the specifics of the error will appear at the top of the
page.
Demo-project Services - New Contact Form page (created)

Lines Field
The Lines field allows you to determine the size of the input field.
There are three options: single line, small area and large area.
To select an option, click with the small circle next to appropriate option and the radio button will
indicate your selection.

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The selection made in the Lines field reflects in the editing window.
Demo-project Services - New Contact Form page (created)

4.4.4.4

Text Field Group Paragraph

The Text Field Group paragraph displays multiple single-line fields within the same paragraph.
When you select the Text Field Group paragraph in the Create new paragraph dialog, the Form
Group dialog opens.
The Form Group dialog has a single tab area: Text fields group.
Demo-project Services - New Contact Form page (created) Form Group dialog
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Text Fields Group Tab Area

Group Name Field


The Group Name field is used in the Form Settings paragraph to reference the field group. When
including information in any field that allows for the use of FreeMarker tabs, the field name should be
included as follows: ${group name}. This allows for the automatic generation of information in form
emails and data.
To include the group name, insert it into the Group Name field.

When you save the Form Group dialog, the Text Field Group paragraph is created in the editing
window and a New button appears below the edit bar.
Demo-project Services - New Contact Form page (created)

Adding Fields
To add the first form field, click on the New button in the editing window and the Edit dialog will
open.
The Edit dialog has a single tab area: Input field.
Demo-project Services - New Contact Form page (created) Edit dialog

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Input Field Tab Area

The Field Label, Field Name Mandatory and Validation fields of the Text Field Group paragraph
are identical to those of the Text Field paragraph and are discussed in Text Field Paragraph Input
Field Tab Area.
To create the first field, include appropriate content in these fields.

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Length Field

The Length field allows you to determine the length of the field. There are three options: small,
medium and long.
To access the options, click on the small down-arrow to the right of the field and the list will appear.
Make you selection by clicking on the relevant option and it will be inserted into the field.

In the editing window, the first field displays at the top of the paragraph and the New button appears
below it. .
Demo-project Services - New Contact Form page (created) edit mode

Due to space limitations in edit mode, the layout of the Text Field Group paragraph is best viewed in
preview mode.
Demo-project Services - New Contact Form page (created) preview mode

To add further fields to the group, click on the New button and repeat the procedure described
above.
The layout of the paragraph is rendered automatically best suit the available space. Smaller fields will
appear in the same line where possible.
Demo-project Services - New Contact Form page (created) edit mode

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Demo-project Services - New Contact Form page (created) preview mode

4.4.4.5

Selection Paragraph

The Selection paragraph displays fields containing radio buttons, checkboxes or select boxes.
Whereas radio buttons allow for a selection of one option, checkboxes allow for the selection of
multiple options.
When you select the Selection paragraph in the Create new paragraph dialog, the Selection dialog
opens.
The Section dialog has a single tab area: Selection.
Demo-project Services - New Contact Form page (created) Selection dialog

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Selection Tab Area

The Selection tab area allows you to set the properties for the field.
Label Field
The Label field allows you to give the field a label or title. The field label should not be confused
with the field name, which is used in the Form Settings paragraph to reference the field.
To include the label, insert it into the Label field.

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In the editing window, the label displays above the field.


Demo-project Services - New Contact Form page (created)

Field Name Field


The Field Name field is used in the Form Settings paragraph to reference the field. When
including information in any field that allows for the use of FreeMarker tabs, the field name should be
included as follows: ${field name}. This allows for the automatic generation of information in form
emails and data.
To include the field name, insert it into the Field Name field.

Legend Field
The Legend field allows you to insert hidden text that enables you to identify the field. This text does
not display in the paragraph.
In the Legend field, insert text that will allow you to identify the field.

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Control Type Field


The Control Type field allows you to select the control type.
There are three options: select box, radio buttons and checkboxes.
To make your selection, click within the small circle next to the relevant option and the radio button
will indicate your selection.

The selected control type reflects in the editing window.


Demo-project Services - New Contact Form page (created)

Orientation Field
The Orientation field is only applicable to radio buttons and checkboxes. The field allows you to
display the options either vertically or horizontally. By default, the radio buttons and checkboxes
display vertically.
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To display the radio buttons and checkboxes horizontally, select the Horizontal option by clicking
within the small square and a green tick will indicate your selection.

In the editing window, the radio buttons and checkboxes will display horizontally.
Demo-project Services - New Contact Form page (created)

Multiple Field
The Multiple field is only applicable to select boxes. This field allows you to make more than one
option available for selection in the select box.
To select this option, click within the small square and a green tick will indicate your selection.

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In the editing window, the select box no longer has a drop-down arrow and all the options display in
an enlarged box. Multiple options can be selected by using the Ctrl key.
Demo-project Services - New Contact Form page (created)

Labels and Values Field


The Labels and Values field allows you to assign the options or values that will be available in the
selection. You can include as many values as you like.
To assign the values, insert each one on a separate line in the Labels and Values field.

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In the editing window, the values display as the options available in the selection.
Demo-project Services - New Contact Form page (created)

Default Value Field


The Default Values field allows you to assign a default value to the field. This is the value that will
be visible in the select box and will be automatically selected in the radio button and checkbox
options.
To include a default value, insert it into the Default value field.

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In the editing window, the default value displays in the visible section of the select box and is
automatically selected in the checkbox and radio button options.
Demo-project Services - New Contact Form page (created)

4.4.4.6

File Paragraph

The File paragraph displays an upload function that allows users to upload a file.
When you select the File paragraph in the Create new paragraph dialog, the Label dialog opens.
The Section dialog has a single tab area: File field.
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Demo-project Services - New Contact Form page (created) Label dialog

File Field Tab Area

Label Field
The Label field allows you to give the field a label or title. The field label should not be confused
with the field name, which is used in the Form Settings paragraph to reference the field.
To include the label, insert it into the Label field.

In the editing window, the label displays above the upload function and users can click on the Browse
button to locate a file to upload.
Demo-project Services - New Contact Form page (created)

Field Name Field


The Field Name field is used in the Form Settings paragraph to reference the field. When
including information in any field that allows for the use of FreeMarker tabs, the field name should be
included as follows: ${field name}. This allows for the automatic generation of information in form
emails and data.
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To include the field name, insert it into the Field Name field.

4.4.4.7

Submit Button Paragraph

The Submit Button paragraph displays a button that allows users to submit the form. The
submission process happens automatically and it is only necessary to include a Submit Button
paragraph to facilitate this.
When you select the Submit Button paragraph in the Create new paragraph dialog, the Submit
dialog opens.
The Submit dialog has a single tab area: Submit.
Demo-project Services - New Contact Form page (created) Submit dialog

Submit Tab Area

Label Field
The Label field allows you to name the submit button. This is the text that will appear in the button.
To include the button name, insert it into the Label field.

In the editing window, the label displays in the button.


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Demo-project Services - New Contact Form page (created)

Your label can span the entire main area of the page and the button will resize to accommodate the
content.
Demo-project Services - New Contact Form page (created)

4.4.5 Multi-step forms


Multi-step forms span several steps. Splitting a large form into multiple steps allows the visitor to
focus on one step at a time. Each step will be evaluated individually. Visitors can move forward and
backwards between the form steps without losing already entered data. The form module also allows
you to upload files. You can plug in a model to select the next step based on custom business logic.
To create a multi-step form, authors simply add subpages of type Contact Form Step to a standard
single-step form. The sub-steps will be automatically detected. Adding form fields works exactly the
same as for a standard form.

You can find an example of a multi-step form in the demo-features project under Special Templates.

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To create a multi-step form:


1. In AdminCentral, create a new page based on the Contact Form template. This page will
contain the first step of the form and the general form settings.
2. Create sub-pages based on the Contact Form Step template for the second and further form
steps.
3. Create a sub-page based on the Article template. This is the thank you page that the visitor
will be directed to on completion of the form.

In the editing window, adding form fields and configuring the form settings works exactly the
same as for a standard contact form. For more information, please refer to Form Paragraphs.
Follow the following steps in the editing window:
4. On the Contact Form template page, configure the general form settings and include fields in
the same way as you would for any other form.
5. In the Submit settings tab of the Form Settings dialog, link to the thank-you sub-page in
the Page displayed after submission field.
To enable navigation through the steps, the final field paragraph must be a Submit button
paragraph. Because of the page structure and template selection, Magnolia automatically
detects the sub-pages as sub-steps.

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6. On the Contact Form Step template pages, check the Hide in navigation box in the Form
Info tab of the Page Info dialog to ensure that the pages are not accessible by visitors.

7. In the Form settings dialog, include a title, text and form name (if appropriate) in the fields
provided.

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8. Insert fields for each step of the form on the individual pages. As in the case of the main
page, the final field on each child page should be a Submit button paragraph.

On the Article template page, include appropriate text. This is the page that the user will be directed to
on completion of the form.

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Demo project Website

5 Demo project Website


5.1 Introduction
The standard Magnolia Enterprise Edition 4.1 installation contains a fully functional sample website
named demo-project.

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This section provides an overview of the structure and features of the demo-project website. An
initial, general understanding of demo-projects functionality and features should help to develop an
in-depth understanding of the content of the later sections.

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5.2 Page Structure


The demo-project website has a hierarchical page structure, both in AdminCentral and in the
navigation structure of the website.
In AdminCentral:

The Home page is the only first or top level page;

Under the Home page, on the second level, there are four section pages: About, News and
Events, Multimedia and Services;

Under each section page there are a number of level three and level four pages.

While there are no pages on levels lower than level four, it is possible to create lower-level pages, i.e.
on levels five, six, seven etc.
In the website, the site navigational structure is identical to the page structure in AdminCentral, with
the exception that here, the Home button is included in the top-level navigation menu, together with
the section page buttons.

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5.3 Site Navigation


The page templates automatically render the navigational structure and navigation menus of the
website.
The Home page has a single horizontal navigation menu at the top of the page, which includes the
page or navigational titles of the Home and section pages.

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All other pages contain two navigation menus: a horizontal menu at the top of the page and a
vertical menu to the left of the content columns. In addition, a horizontal breadcrumb trail is also
included at the top of the main content section.

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The vertical menu is a sub-menu of the section page, which is currently open in the horizontal
navigation menu.
The horizontal menu contains the page or navigation titles of the Home and section pages, and the
vertical menu, the titles of the level three and level four pages.
When a section page is open, the vertical menu displays a list of the level three pages, and when a
level three or level four page is open, this menu also includes the other level four pages of the level
three page that is open in the vertical menu.
The screenshots below demonstrate the differences in display of the vertical menu when a section
page and a level three page are opened, respectively.
Section page open

Level three page open

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It is possible to change the content and structure of the navigation menus using the Standard
Templating Kit (STK). This is fully discussed in Standard Templating Kit (link).
The current STK supports two levels of horizontal navigation and three levels of vertical navigation.
To create the screenshot below we re-configured the demo-project site to display two horizontal
levels, with the Home and section pages on the level one, and the level three pages on the second
level. As a result, the vertical navigation menu, which is a sub-menu of the horizontal one, now begins
with the fourth level of the page structure.

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5.4 Templates
While all web pages are template-based, the templates available for the various page-levels differ:

The Home template is unique to the Home page and is not available for use on pages on other
levels. Similarly, it is not possible to use any of the other available templates on the Home page or
a new first level page.

Section pages, i.e. pages on the level two of the page structure, may be based on any one of
nine templates. These are the Section, Contact Form, Search Result, Site Map, Glossary,
News Overview, Glossary Letter, Events Overview and Category Overview templates.

Level three and lower-level pages, may be based on the templates available for section pages
and, in addition, on the Article, Large Article, News, Event, Image Gallery and FAQ
templates.

The screenshots below show a few of the many templates available.


Section Template

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Article Template

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Contact Form Template

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Image Gallery Template

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Sitemap template

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Event template

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Event Overview template

Glossary template
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5.5 Content Areas


Each web page is made up of a number of content areas.
The demo-project website includes numerous different templates and the content areas of each page
vary according to the template used.
For all pages, there is a header and footer area, a navigation menu and one or more content
columns.
The various content areas are highlighted in the screenshot of the Home page below.

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Each content area is made up of a number of content paragraphs.


In most areas, new paragraphs can be added. For example:

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In the header section, the Contact and Sitemap links are each contained in a separate paragraph
and it is possible to add further link paragraphs containing links.

In the footer section, the links and text blocks are contained in a separate paragraphs and it is
possible to add further paragraphs containing links and text.

The content of most paragraphs can be changed in the editing window, i.e. the window, which opens
automatically when pages are opened in AdminCentral. The editing window has two modes: editing
mode and preview mode. As the names suggest, pages are edited in editing mode and previewed in
preview mode.
In editing mode, each distinct content paragraph is easily identifiable by the green edit bar, which
mostly lies above the actual paragraph.
The main content areas are arranged in columns and within each column there are a number of
content paragraphs, which are inserted sequentially from top to bottom.
The screenshot below is of the Service section page in editing mode and highlights the various
content paragraphs.

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Most of the green edit bars above the paragraphs contain Edit, Move and Delete function buttons. At
the bottom of each content column, new paragraphs may be added, and the edit bars above the new
content area contain New function buttons.
Paragraphs that have no edit bars are inherited paragraphs and can only be edited on the page on
which they were created. The promo paragraphs in the right-hand column of the screenshot above
are examples of inherited paragraphs.
There are two main content paragraph categories: body content paragraphs and teaser
paragraphs. Within each category, various paragraph types are available. For example, in a teaser
content column there are a number of different types of teaser paragraphs from which to choose. The
page template determines the paragraph types that may be added in any content area.
The paragraphs within a content column are consistent as to category, i.e. a teaser content column
can only contain teaser paragraphs, and not body content paragraphs.
In each content column, it is possible to add a virtually unlimited number of new paragraphs.
Paragraphs are inserted sequentially from top to bottom, but it is possible to change the sequence by
moving them. How to add and move paragraphs is fully discussed in Working with Web Content:
Adding paragraphs (link) and Moving paragraphs (link).
Pages based on the Home and Section templates contain teaser paragraphs, whereas pages based
on other templates contain body content paragraphs in addition to teaser paragraphs.

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As the name suggests, teasers are paragraphs that introduce other pages, providing only a tease
of the full content. The extras and promos areas are the two columns positioned to the right of the
main content column. Paragraphs in the extras and promos areas are also teaser paragraphs, but a
distinction is drawn as they are positioned in distinct columns.

Within each content paragraph category, there are a number of different content paragraph types.
The available types of teaser paragraphs in the demo-project website are:

Internal Page;

External page;

Link List;

Download File;

Link List;

Contact;

Calendar

Latest News;

Latest Events;

Various group teasers;

Various RSS feed teasers.

The screenshot below, of the content columns of the About section page, highlights some of the
different types of teaser paragraphs.

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The available types of body content paragraphs in the demo-project website are:

Header;

Text and Image;

Quoted Text;

Link List;

Flash Animation;

Video;

HTML.

The screenshot below of the main body content column of the News and Events News Overview Annual Report Presented page highlights some of the different types of body content paragraphs.

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The various paragraph types are fully discussed in Working with Web Content Paragraph types
(link).
Failing later amendment, some page elements, such as the titles in the navigation menu and the
main page heading, are created from the information inserted in AdminCentral, while others, such
as the header, content paragraphs and the footer are created in the Editing window, which is
accessed from Admin Central.
Working in the Editing window is fully discussed in Working with Web Content (link).
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5.6 Print and Bookmark


All pages based on the News, Article and Large Article templates give the site visitor the option to
print and/or bookmark the particular article, which forms the main subject matter of the page. The
page template renders these options automatically.

When a visitor clicks on the Print link, the article will automatically be sent for printing.
The Bookmark link allows a visitor to choose from numerous bookmarking options. When a visitor
clicks on the Bookmark link, a drop-down list of links to numerous social bookmarking sites will
appear.

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5.7 Adaptable Screen Resolution


Magnolia templates are designed to be adaptable to a users screen resolution. The templates
automatically detect the size of the users screen and dynamically adapt to it. The web page content
is automatically rearranged to make optimum use of the available screen space.
For example, on the Home page of the demo-project website for:

large screens, the teaser column displays the paragraphs in rows of three and the promo
column is displayed as a vertical columns.

medium screens, the teaser column displays the paragraphs in rows of three and the promos
are moved to below the teaser column and displayed in a row, as opposed to a column.

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small screens, the teaser column displays the first two paragraphs in a row of two and the third
paragraph moves to a second row. The promos are moved to below the teaser column and are
displayed in a row, as opposed to a column.

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In the different templates, as the number of main body content columns excluding the promo
column, varies from one to two columns, the manner in which the template will adapt to
accommodate different screen sizes also varies. In some cases, the content within a column will be
rearranged to adapt to the screen resolution.
For example, the Image Gallery template contains only a single main body content column and a
promo column. In this instance for:

large screens, the main body content column and the promos are displayed in two vertical
columns across the screen, and the images within the main body content column are displayed in
rows of three.

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medium screens, the main body content column is displayed in a vertical column, with the
images appearing in rows of three, but the promos are moved to below the main body content
column and are displayed in a row, as opposed to a column.

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small screens, the main body content column is displayed in a reduced size vertical column in
the upper portion of the screen. The arrangement of the actual contents within this column is
adapted to the reduced column-size by moving the image on the right in each row into to a
separate row below. The promos are moved to below the single main content column and are
displayed in a row, as opposed to a column.
Small screen

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The templates also adapt to accommodate the small screens of mobile devices. The screenshot
below shows the About section page on an iPhone screen.

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5.8 Previewing Pages


Pages can be previewed at any time and you can monitor your progress in almost real time as you
work.
In the editing window, the preview mode function allows you to view your pages, as they will appear
of the web.
To preview a page click on the Preview button in the left-hand corner of the screen, and the page will
open in preview mode.

Next Managing Pages in AdminCentral (link)

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6 Managing Pages in Admin Central


6.1 About Pages
The Website workspace allows you to manage your web pages, create new pages, edit current
ones, and to do all related tasks, which are necessary to manage and build your website.
When you login to Magnolia, AdminCentral of the Website workspace opens, by default.

To access the Website workspace, if it is not already open, click on the Website button in the
navigation pane on the left of the window.
A blue navigation button indicates the active workspace, whereas the buttons of the inactive
workspaces are green.

6.1.1 Workspace Area


The workspace area of the Website workspace contains five columns:

Page: page name of each web page;

Title: title of each web page;

Status: status indicator, which shows whether or not a web page has been activated, i.e.
published to a pubic instance;

Template: name of the template upon which the web page is based;

Mod. Date: date on which the web page was last modified.

These elements are referred to as the page elements and are discussed in individual sections.

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6.1.2 Command Bar


The command bar, which contains the main commands, is located at the bottom of the workspace.

You can use any of the commands in the bar by simply clicking on them.
Whereas the New page and Refresh commands are always active, the Open page, Activate this
page and De-activate commands are page-specific, and are only active and clearly visible when a
page is selected. When no page is selected, they are transparent and do not work.
To select a page, click on any of the page elements in the page row and a blue rectangle will
highlight the row, indicating that it is selected.
The use of the commands is discussed in individual sections.

6.1.3 Command Menu


The command menu is accessed by right-clicking with your mouse.
All of the commands display in the command menu, whereas only the main commands display in
the command bar.
To access the command menu, right-click in anywhere in the workspace and the menu will appear.

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When a specific page is selected, all of the commands are active and clearly visible.
If no page is selected, only the New page, Export tree to xml and Import from xml commands are
active and clearly visible. All of the other commands are page-specific and only function when a
page is selected.

The use of the majority of the commands is discussed in individual sections. The Export trees to xml
and Import from xml commands, are beyond the scope of this manual, and are not dealt with here.

6.1.4 Search Box


Magnolia has a built-in search function, which allows you to search through the content of your
pages.
The search box is located in the bottom right-hand corner of the workspace.

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The search function is useful for locating specific content within your pages and functions in exactly
the same way as most others, that you are probably already familiar with, do; Google search, being
the most well known example.
To use the search function simply insert a search term and press the Enter key on your keyboard.
The specific properties of the search function are discussed in Search Function.

6.1.5 Error Messages and Warnings


While working in the Website workspace, if you attempt to do anything that is not possible, an error
dialog opens, advising you of this.
The following screenshot is an example of the type of errorr message that you could receive. If you
receive this or a similar message, click on the OK button to close the dialog and return to the
workspace.

Before Magnolia performs certain actions, which could have serious consequences, such as deleting
pages or nodes, you will receive a warning message. A warning dialog opens requesting you to
confirm your choice. To do so, click on the OK button, and on the Cancel button to cancel the
action. In either case, the dialog will close, returning you to the workspace.

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6.1.6 User Information


Magnolia has a sophisticated security system and you can only gain access if you have valid login
credentials, i.e. a username and password.
The username that you logged in under is displayed in the top right-hand corner of the workspace.

You can access and amend your login details by clicking on your username. Modifying your user
information is discussed in Getting Started Modifying Login Details (link).

6.1.7 Logout Link


In the top right-hand corner of the screen, to the right of your username, there is a Logout link.
To logout of Magnolia, click on the Logout link and the window will reload to display the log in
screen.
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We suggest that you always logout of Magnolia whenever you are away from you computer for any
length of time.

6.1.8 Keyboard Shortcuts


Magnolia has its own set of commands, which vary from workspace to workspace, and can be
activated by right-clicking with your mouse. For this reason, when working in some areas of
Magnolia, the normal right-mouse commands that you may be familiar with, such as Copy and Paste,
will not work in all areas. The associated keyboard shortcuts in Windows, however, do work, and
you may want to use these.

6.1.9 Page Structure


Pages have a hierarchical structure. Subpages can be created and there is no limitation on the
number of subpage levels.

Magnolia refers to pages, including their subpages, as a node and you may see this term in some of
the error and warning dialog boxes. A node could refer to a single page with no subpages, a first-level
page and its subpages, or a mid-level page and all of its lower-level pages.
The content of the small square to the left of the page icon indicates whether the page:
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has subpages: plus sign ( + );

has subpages that are displayed: minus sign ( - ):

does not have subpages: period ( . ).

To expand or collapse a page that has subpages, click within the small square. When you click, the
sub pages will display if they are hidden, and be hidden if they are displayed.

6.1.10

Page Names

Page names are listed in the Page column of the workspace.

Pages may be given any alphanumeric name, i.e. they may include letters and numerals. An underscore ( _ ) and a dash ( - ) are also permissible, but most of the other non-alphanumeric keyboard
characters are disallowed.
The disallowed characters are: ampersand ( & ); asterisk ( * ); at ( @ ); back quote ( ` ); back slash (
\ ); braces ( {} ); brackets ( [] ); carat ( ^ ); close brace ( } ); close bracket ( ] ); close parenthesis ( ) );
colon ( : ); comma ( , ); curly braces ( {} ); dollar ( $ ); double quote ( " ); equal ( = ); exclamation point
( ! ); forward slash ( / ); greater than ( > ); less than ( < ); open brace ( { ); open bracket ( [ ); open
parenthesis ( ( ); parenthesis ( () ); percent ( % ); pipe ( | ); plus ( + ); pound or hash ( # ); quote ( " );
semi colon ( ; ); single quote ( ' ); slash ( / ) and tilde ( ~ ).
If you inadvertently do include a disallowed character, Magnolia substitutes it with a dash (-). This
also happens if you include a blank space.
Magnolia uses the page name to create URLs for your web pages, so bear this in mind when
choosing an appropriate name.

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How to name new pages and rename current ones is discussed in Creating New Pages - Naming
Pages.

6.1.11

Page Titles

Page titles are listed in the Title column of the workspace.

Like page names, you may give your pages any title that you choose. The title may be completely
different from the page name and there are no disallowed characters.
If you do not later make appropriate changes in the editing window, Magnolia uses the page title as
the:

main heading of your web page;

navigation title in the navigation bar of your web page;

window browser title and tab header title of your web page.

How to insert a title into a new page or to modify the title of a current page is discussed in Creating
New Pages - Inserting a Page Title.

6.1.12

Page Status

The page status indicator of each page is listed in the Status column of the workspace.

The page status refers to whether or not a page has been activated, i.e. published to a public
instance.
There are three possible indicators:

Red: the page has not been activated or has been de-activated;

Green: the page has been activated;

Orange: the page has been activated, but has been modified since its last activation.

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The status indicator is inserted automatically and can only be changed by either activating,
deactivating or modifying a page. This is discussed in Activating and De-activating Pages.

6.1.13

Page Templates

All web pages in Magnolia are template-based and the page template used to create any specific
page is listed in Template column of the workspace.

A number of sample templates are included in the demo-project and demo-features websites,
which are included in the default installation. To view a range of pages created using many of the
sample templates, please refer to Demo-project Website Templates (link).
The screenshot below is of the demo-project website Home page and is based on the Home
template.

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Selecting a template is discussed in Creating New Pages - Selecting a Template.

6.1.14

Page Modify Date

The page modification date of each page in listed in the Mod. date column of the workspace.

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Each time a page is modified in any way, Magnolia records the date and time of the change and
updates the information in the Mod. date column. The date is listed in the yy-mm-dd format and the
time in the digital: hh-mm format. Modification date information is inserted automatically and cannot
be changed in the workspace.
The page modification date is different from the page version date. New versions of a page are
only created and dated only on activation of the page, whereas the page modification date is updated
each time a change is made to the page. Page versions are discussed in Page Versions.

6.2 Managing Pages


Pages are created and managed in AdminCentral, but the page content is added and modified in
the editing window.
This section deals with managing pages in AdminCentral. Adding and modifying the content of web
pages is discussed in Working with Web Content (link).

6.2.1 Selecting Pages


In order to work on any specific page, the page first needs to be selected.
To select a specific page, click on any of the page elements within the page row. The page
elements refer to the page name, title, status, template and modify date.
When you point to any of these elements, a light blue rectangle highlights the row, and when you
click on any of the elements, the rectangle darkens, indicating that the row is selected. You can now
move your mouse and the row will remain selected.

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6.2.2 Using the Commands


The command bar contains the main commands and the command menu contains the main
commands plus additional commands. Commands that are common to both menus can be used in
either.
To use the command bar, simply select a page, if appropriate, by clicking on any of the elements in
the row and then click on the relevant command in the command bar.

The command menu is accessed by right-clicking with your mouse. There are two alternative
ways to activate and use the command menu.

Alternative 1:
Select a page by clicking on any of the elements in the row, then right-click anywhere in the
workspace to activate the command menu, and then click on the relevant command in the
menu.

Alternative 2:

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Without first selecting a page row, point to and right-click on any of the elements in the row
and then click on the relevant command in the menu.
When you point, the row is highlighted by a light blue rectangle and when you right-click, the
rectangle darkens and the command menu appears.

6.2.3 Resizing Columns


The columns in the workspace can be resized by simply dragging the right column border to the
appropriate size.
This function is useful when you have lengthy information inserted in either the Page or Title column,
or have a smaller computer screen.
To resize a column:

Point to the right-hand column border, click on it and keep your left mouse button held down.
When you point, your mouse pointer will change into a horizontal double-arrow, and when you
click, a duplicate black column border will attach to your mouse pointer and move with it.

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Next, drag the black duplicate column border in either direction and then release your left
mouse button in the position where you would like the repositioned border to appear.

The new column border will now appear in the selected position.

6.2.4 Opening Pages


The Open page command allows you to open any page in the editing window. The selected page
opens in a new window or tab in your browser and this window is referred to as the editing window.
The Open page command is available in both the command bar and the command menu.
To open a page, select the page and then click on the Open page command in the command bar
or command menu.
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As an alternative to the Open page command, you can also open a page by simply double-clicking
on the page icon to the left of the page name. When you point to the page icon, a light blue
rectangle highlights the row and when you double-click, the rectangle darkens, indicating that the
row is selected.

When you click on the Open page command or double-click on the page icon, the page opens in the
editing window.

Pages can be previewed and modified in the editing window. Working in the editing window is
discussed in Working with Web Content (link).
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6.2.5 Creating New Pages


Web pages are made up of a number of elements or components. Some of these originate in
AdminCentral, while others are added in the editing window.
The elements, which are added in the editing window, are discussed in Working with Web Content
(link). This section deals only with the elements added in AdminCentral.
In AdminCentral, there are four essential steps to creating new pages:

Create the page;

Name the page;

Insert a page title;

Select a page template.

6.2.5.1

Creating the Page

The New page command allows you to create new pages in AdminCentral and is available in both the
command bar and the command menu.
The procedure for creating pages on all levels is identical, except that when creating a first-level
page, no page should be selected, whereas when creating a subpage, the higher-level page should
be selected.
To create a new first-level page, refresh the workspace to deselect all pages and then click on the
New page command in the command bar or menu. Using the refresh command is discussed in
Refreshing the Workspace.

When you click on the New page command, the workspace reloads and the new first-level page
appears at the bottom of the list of current pages.

To create a new subpage, select the higher-level page that you would like to new page to be a
subpage of and then click on the New page command in the command bar or menu.

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When you click on the New page command, the workspace reloads and the new page appears at the
bottom of the list of current subpages.

Once the new page is created, you can move it to another location in the page structure. How to
move pages is discussed in Moving Pages.
If you create two or more pages directly after each other, Magnolia adds sequential numbers,
starting with 0, at the end of the word untitled so that they can be easily identified.

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6.2.5.2

Naming Pages

Page names are listed in the Page column of the workspace and can be changed by simply
inserting a new name.

To change the name of a new page from untitled, or to rename a current page:

Double-click on the current page name.

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When you double-click, a white text box containing the current page name appears. In this text
box, highlight the current page name.

Next, insert a new name, by typing it in the text box.

Once you have inserted your new page name, press the Enter key on your keyboard to save it.
The window will reload and your page will now bear the new name that you assigned to it.

Magnolia uses the page name to create the URL of your web page. For more information about page
names and permissible characters, please refer to About Pages - Page Names.
6.2.5.3

Inserting a Page Title

Page titles are listed in the Title column of the workspace and can be changed by simply inserting a
new title.

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When you first create a page, or if a current page has no title, there is a dash ( - ) in the title column
of the page row.
To insert a title for a new page, or to change the title of a current page:

Double-click on the dash, in the case of a new page, or on the current page title, if there is one.

When you double-click, if the page does not have a current title, a blank white text box appears,
and if the page does have a title, a white text box containing the current title appears. In this text
box, highlight the current title, if any.

Next, insert a new title by typing it in the text box.

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After you have inserted your new page title, press the Enter key on your keyboard to save it. The
window will reload and your page will now bear the new title that you assigned to it.

The page title can be completely different from the page name.
Page titles are important as Magnolia by default, uses the title inserted in AdminCentral as the main
title of web pages, in navigational menus, and in window and tab headings, unless you later
change these in the editing window. Changing these elements is discussed in Working with Web
Content (link).
Unlike page names, there are no disallowed characters for page titles. For more information about
page titles, please refer to About Pages - Page Titles.
6.2.5.4

Selecting a Template

All pages are template-based.


There are a number of built-in sample templates in the demo-project and demo-features websites.
While creating a new page adds a new node to your website, the template you select specifies the
way in which your web page displays.
The template attached to each is listed in the Template column of the workspace.

The available templates vary in accordance with the page level of the page. This is discussed in
Working with Web Content Page Templates (link).
When you create a page, the page template is selected automatically, but can be changed. For:

first-level pages, the Home template is selected as this is the only template available for this
level;

second-level pages, the Section template is selected, but this can be changed to various other
templates;

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Third- and lower-level pages, the template of the higher-level page is selected, but can be
changed to various other templates.

To select a new template:

Double-click on current template in the Template column.

When you double-click, a drop-down box surrounding the current template name appears. Click
on the down-arrow on the right-hand side of this box to access the list of options.

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Select a new template from the list by clicking on your choice.

The new template will now appear in the template column.

You can change the template upon which any page is based by selecting a new template. This can
be done at any stage, even after content has been added in the editing window.If the page contains
content that is inappropriate for the new template type, this content will not display after the template
is changed. The inappropriate content is stored and if you once again change the template type to
one that can accommodate the content, it will once again display.

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6.2.6 Copying Pages


It is possible to duplicate any on the existing pages in AdminCentral.
Pages are copied using the Copy page command, which is available in the command menu.
Duplicate pages can be positioned in any location within the page structure by simply dragging the
duplicate page from the original location and dropping it in a new location.
6.2.6.1

Copy Page Command

To copy a page:

Select the page and then click on the Copy page command in the command menu.

When you click on the Copy page command, a duplicate page name and icon of the page you
are copying, attaches to your mouse pointer. This icon will move with your pointer and you can
now drag it to the location where you would like the duplicate page to appear in the page
structure.

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To position the copied page between current pages, drag the duplicate page name and icon
to the location that you would like it to appear in, and then click on the new location.
When you indicate with your mouse pointer to a possible location, a solid line appears, indicating
that you are pointing to a possible location.

When you click on the new location, the window reloads and the copied page appears in the
selected location.

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To position the copied page as a subpage of a current page, drag the duplicate title and icon to
the page that you would like the copied page to be a subpage of and click on the page name.

When you click on the page name, the window reloads and the copied page displays as a
subpage of the selected page.

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When positioning a page, if you indicate with your mouse pointer to any location that is not a
possible location, a small no-entry sign appears over the duplicate page title and icon,
indicating that the position that you have pointed to is not a possible location.

6.2.6.2

About Duplicate Pages

You can copy pages to and from any location in the page structure.
For example, it is possible to:

Copy a main page and position the duplicate as a subpage of any other main page or lowerlevel page;

Copy a subpage and position the duplicate as a main page.

When you copy a page:

The page name of the copied page is normally identical to that of the original page name.
There is one exception to this rule. When the duplicate page is positioned on the same level,
within the same page grouping, as the original page, an identifying numeral is added to the end
of the page name.
For example, if you copy the demo-project page, which is a first-level page, and position the
duplicate as a first-level page, the duplicate will be named, demo-project0. Similarly, it you copy
the section_about page and position it within the same grouping and on the same level as the

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original, the duplicated will be named, section_about0.If you position any of these duplicate
pages as a subpage, an identifying numeral is not added to the duplicate page name.
The screen shots below highlight the instances when an identifying numeral is added to the
duplicated page name.
Numeral added

No numeral added

If you make more than one copy of an individual page, and position the copies in a manner that
will add numerals to the page name, the numerals at the end of the duplicated pages names will
be sequential, for example home0,1,.2, 3 etc;

Subpages of higher-level pages are also copied and the duplicate page will have identical
subpages linked to it.

Identifying numerals are only added, if applicable, to the page name of the actual page that is
copied. Identifying numerals are not added to the page names of duplicated subpages of a
higher-level page;

The page title of the copied page and all subpages is identical to those of the originals;

The template attached to the copied page and all subpages is identical to those of the originals;

The modification date of the copied main page is the date of duplication, but the modification
date of the any duplicated subpages is the modification date of the original subpages. The
modification date of the original page/s remains unchanged;

The content of the copied page and all subpages is identical to those of the originals.

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To create the screenshot below, we copied the section_about page and positioned the duplicate on
the same level directly below it. The similarities and discrepancies between the original page and the
copied page are annotated.

6.2.7 Moving Pages


It is possible to move any on the existing pages in AdminCentral.
Pages are moved using the Move page command, which is available in the command menu.
Pages can be moved to any location within the page structure by simply dragging the page from the
old location and dropping it in a new location.
For example, it is possible to:

Move a main page and position it as a subpage of any other main page, or lower-level page,
within the page structure;

Move a subpage or lower-level page and position the duplicate as a main page.

When you move a page that has subpages, the subpages are also moved.
6.2.7.1

Moving Page Command

To move a page:

Select the page and then click on the Move page command in the command menu.

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When you click on the Move page command, a duplicate page name and icon of the page you
are moving, attaches to your mouse pointer. This icon will move with your pointer and you can
now drag it to the location where you would like the duplicate page to appear in the page
structure. In addition, a solid line is drawn through all the page elements to indicate that the
page is in the process of moving.

To position the moving page between current pages, drag the duplicate page name and icon
to the location that you would like it to appear in, and then click on the new location.
When you indicate with your mouse pointer to a possible location, a solid line appears, indicating
that you are pointing to a possible location.

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When you click on the new location, the window reloads and the moved page appears in the new
location.

To position the moving page as a subpage of a current page, drag the duplicate title and icon
to the page that you would like the copied page to be a subpage of and click on the page name
of the higher-level page.

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While you are in the process of dragging the duplicate page name and icon, the original page
row remains highlighted by a darker blue rectangle. When you point to the name of the page
that you would like the moving page to be a subpage of, the page row of this page is highlighted
by a lighter blue rectangle. This lighter blue rectangle indicates that you have located a possible
location and will only appear when you point to the actual page name and not anywhere else
along the page row.

When you click on the page name, the window reloads and the moved page displays as a
subpage of the selected page.

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When positioning a page, if you indicate with your mouse pointer to any location that is not a
possible position, a small no-entry sign appears over the duplicate page title and icon,
indicating that the position that you have pointed to is not a possible location.

6.2.8 Deleting Pages


Deletion is similar to other changes in that it requires approval. If an author decides to delete a page,
the page is marked for deletion in AdminCentral and its template is changed to display a special
"deletion" page with further options, instead of the original content. No further actions are taken. This
way, an author can easily restructure a site and, once all activities are done, activate the changes.
Authors can "undo" the deletion by restoring the previous version. If workflow is enabled, deletion
creates a workitem which needs to be processed.
It is possible to restore the deleted page from a prior version. When you delete a parent page, its
subpages are also deleted.
To delete a page
1. Select the page that you would like to delete and then click on the Delete page command in
the menu.

2. When you click on the Delete page command, a warning dialogue opens, advising you that
the node or page will be marked for delection and deactivated and requesting that you
confirm your choice. Click on the OK button to do so.

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3. When you click on the OK button, the workspace reloads and the deleted page is marked
for deletion. Page status changes to modified (yellow icon) and the Deleted Page template is
applied to the page. This template allows you to restore the deleted page if needed.

4. To complete the deletion, activate the change (right-click > Activate Changes). If workflow
is enabled, a workitem is created and sent to the Magnolia inbox. The workitem needs to be
approved for the deletion to take effect.
When you delete a page that has subpages, the subpages and any sub-subpages are also deleted.
If you do not want to delete the subpages, first copy or move them to another location before you
delete the parent page. Copying and moving pages is discussed in Copying Pages and Moving
Pages.
When you open a page that has been marked for deletion, the Page deleted template is displayed in
place of the page content in the editing window. Links are provided to display or restore the page
marked for deletion.

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Click Show previous version to view the page content.

6.2.9 Restoring deleted pages


Click Restore previous version or Restore previous version incl. sub pages, to restore the
content as it was prior to marking for deletion. You will be returned to AdminCentral where the page(s)
are restored to their previous status.

You can also restore individual pages marked for deletion in the Versions dialog by clicking the
Restore command.

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6.2.10

Page Versions

Magnolia has built-in page versioning, which automatically saves previous versions of you web
pages and allows you to revert to previous versions, if necessary.
This functionality is extremely useful in many instances, for example, when you want to display a
different version of a page for a defined period, or if you simply decide that, you prefer a previous
edition.
There is an important difference between saving pages and activating pages. Magnolia stores the
versions of a page that have been activated, i.e. published to the public instance/s, but does not
store a different version of a page each time it is saved. Until you activate a page, it is not available
as a distinct version.
The standard installation of Magnolia is configured to store the ten most recent versions of a page.
Page versions are accessed using the Versions command.
6.2.10.1 Versions Command
The Versions command is available in the command menu.
To access previous versions of a page, select the page and then click on the Versions command
in the menu.

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When you click on the Versions command, the Versions workspace opens in a new window.

Versions Workspace
The versions of the selected page display in the Versions workspace.
Like in the normal Website workspace, the Versions workspace has its own set of commands,
which are available in the command bar at the bottom of the workspace, and in the command menu,
which is accessed by right-clicking with your mouse. There are two commands in the Versions
workspace: Show and Restore.
The page information area of the workspace has three columns:

Name: page name;

Date: date on which the page was activated. By default, the date is displayed in ascending order,
with oldest version appearing in the first row and the newest in the last row; and

User: user who activated each version of the page.

To the right of the columns, there is a gray panel, which facilitates different grouping options.

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Grouping Options
By default, the page versions in the Versions workspace display in ascending date order. The gray
panel to the right is used to group or sort the page version to the second level.

The first grouping level is by User, and the link, appears beneath the Group by category heading.
To sort your pages by User, click on the User link and the versions workspace will reload to display
the pages grouped by User.

The second grouping level headed, Sort within a Group by, allows you to group your pages, within
the first sorting level, by date.
To sort by date, click on the Date link and the Search workspace will reload to display your files
grouped first by User, and then by Date in ascending order.

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Using the Commands


Two commands, Show and Restore, are available in the Versions workspace and are both
available in the command bar and the command menu. You can use the commands in either menu.
To use the command bar, select the row of the version you would like to work on and then click on
the relevant command in the command bar.

The command menu is activated by right-clicking with your mouse. There are two alternative ways
to activate and use the command menu:
Alternative 1:

Select the row of the version you would like to work on, then right-click anywhere within the
highlighted row to activate the command menu, and then click on the relevant command in the
menu.

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Alternative 2:
Without first selecting a row, point to and right-click anywhere within the row of the version that
you would like to work on and then click on the relevant command in the menu.
When you point, the row is highlighted by a light blue rectangle and when you right-click, the
rectangle darkens, indicating that the row is selected, and the command menu appears.

In the normal Website workspace, after selecting a row, you can then right-click anywhere in the
workspace to activate the command menu and the original row will remain selected. This procedure
differs slightly in the Versions workspace. In the Versions workspace, after selecting a row, it is
necessary to right-click within the blue rectangle highlighting the selected row to activate the
command menu. The reason for the difference is that, in the Versions workspace, when you point
anywhere within a specific row, the row is highlighted by a light blue rectangle, whereas in the
normal Website workspace a row is only highlighted by a light blue rectangle when you point to one of
the actual row elements.
Show Command
The Show command allows you to view a particular version in your browser. When you click on the
Show command, the page opens in a new window.
The Show command is available in both the command bar and the command menu.
To view a version, select the page version and then click on the Show command in the command
bar or menu.

When you click on the Show command, the page will open in a new window in your browser where
you can view the selected page version.

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You can open multiple versions of the page in different tabs or windows at the same time. This
allows for easy comparison of the different versions. To open a further version simply select it and
click on the Show command.
Restore Command
The Restore command restores the selected page version as the available version in the Website
workspace.
The Restore command is available in both the command bar and the command menu.
To restore the selected version, select the page version and then click on the Restore button in the
command bar or menu.

When you click on the Restore command, a message dialog opens advising you that the selected
version has successfully been restored as the page version available in the Website workspace. Click
on the OK button to complete the action.

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If you open the restored page in AdminCentral, the selected version of your page will be displayed in
the editing window.

6.2.10.2 Comparing versions


In the Versions dialog, the Compare with current and Compare with previous commands allow you
to compare different versions of the page in a preview window.

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When you click either of these commands, the page opens and the changes are clearly visible.
Deletions are highlighted in red and marked with strikethrough, while additions are highlighted in
green.

If workflow is enabled, when an editor requests the activation of a page, the publisher can compare
the proposed amendments to the current version by clicking on Compare versions link in the Edit
Workitem dialog. This dialog is accessed by editing a workitem in the Inbox.

When you click on this link, the page opens in a preview window and the changes are highlighted and
clearly visible.

6.2.11

Refreshing the Workspace

The Refresh command allows you to refresh or reload the workspace.


While the workspace reloads automatically after using most commands, this added function can be
extremely useful. For instance, when you want to deselect all pages, or when a number of subpages
are expanded and you would like to collapse them all simultaneously.
The Refresh command is available in the command bar.
To use the Refresh command, simply click on the Refresh command and the workspace will reload.

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When the page has refreshed, only first-level page/s display in the workspace and all previously
expanded pages collapse.

6.3 Activating and De-activating Pages


6.3.1 About Activation
In a typical Magnolia installation, there is a single author instance and one or more public instances.
The author instance allows you to manage, edit and create your content in a separate and non-public
environment. Until a page is activated or made public, your amendments are only visible to other
editors and role-players within your organization. Your actual website is in the public instance/s of
Magnolia. This separation allows you to edit content at your own pace, and to make it available, or
publish it, whenever you like.
Activation is the process of publishing your content. Magnolia simply copies pages from the author
instance to the public instance/s.
Whether your page/s will be activated immediately or not will depend on the modules of Magnolia
that are installed and the procedures relevant in your organization.
If the Workflow module is installed, you may have to wait for someone else, typically a publisher, to
approve your activation. If the Workflow module is not installed, your pages will be activated
immediately.
The activation status of each page is indicated in the Status column of the workspace.
There are three possible indicators:

Red: the page has not been activated or has been de-activated;

Green: the page has been activated;

Orange: the page has been activated, but has been modified since its last activation.

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Once activated, you can view your pages in the Public instance of Magnolia.

In many instances the page URL of the page in the author instance will correspond to that of the
public instance, save for the substitution of the word Public for Author where appropriate.
For example, the URLs for the demo-project Home page in the Author and Public instances could
be:

Author instance: http://localhost:8080/magnoliaAuthor/demo-project.html;

Public instance: http://localhost:8080/magnoliaPublic/demo-project.html.

Pages are activated using, either the:

Activate this page command, which is available in both the command bar and the command
menu; or

Activate incl. sub pages command, which is available in the command menu.

As the name implies, the Activate this page command facilitates the activation of a single page,
whereas the Activate incl. sub pages command allows you to activate multiple pages in a single
action.
The use of these commands is discussed below in Activating Single Pages and Activating Multiple
Pages.
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6.3.2 About De-activation


Deactivation is the process of removing your pages from the public instance/s so that they are no
longer visible on your website.
When you de-activate a page, Magnolia removes it from the public instance/s, i.e. from your
website/s. If a single page appears in more than one place in your site/s it will be removed from all
places. However, the page will still be available in AdminCentral in the author instance for further
use.
There is a difference between de-activating and deleting pages. When you delete a page in
AdminCentral, Magnolia will first automatically de-activate it and remove it from the public
instance/s. While when you de-activate a page, it will only be removed from the public instance/s, but
will still be available in AdminCentral.

6.3.3 Activating Single Pages


Single pages are activated using the Activate this page command, which is available in both the
command bar and the command menu.
If you activate a page that contains subpages, the subpages will not automatically be activated.
To activate a single page, select the page that you would like to activate and then click on the
Activate this page command in the command bar or menu.

If the Workflow module is not running on your installation, when you click on the Activate this page
command, your page will be activated immediately and the indicator in the Status column in the
workspace will change from red to green.

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If the Workflow module is running on your installation, notification of your activation will be sent to
the appropriate person in the workflow chain of your organization. In this instance, when you click on
the Activate this page command, the Magnolia Edit dialog opens.
The Edit dialog contains a single function area: Activation.

In the Comment field, insert an appropriate comment to accompany your activation request, and
then click on the Save button in the bottom right-hand corner of the dialog.
After you click on the Save button, the Edit window closes returning you to workspace, which will
reload. Once the workspace has reloaded, a message dialog will open advising you that the workflow
process is in progress and that the relevant person has been notified. Click on the OK button to
close the dialog.

The details of the activation request appear in the Inbox workspace of the person responsible for
approving the request.
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Once your activation request is approved, the status indicator in the workspace will change from red
to green.
Working in the Inbox workspace is discussed in Inbox Workspace (link).

6.3.4 Activating Multiple Pages


It is possible to activate a higher-level page and all its subpages simultaneously using the
Activate incl. sub pages command, which is available in the command menu.
When you use this command the subpages of higher-level page are activated simultaneously, and
also any subpages of subpages, i.e. third- and lower-level pages.
To activate multiple pages, select the higher-level page that you would like to activate and then
click on the Activate incl. sub pages command in the command menu.

If the Workflow module is not running on your installation, when you click on the Activate incl. sub
pages command, your page will be activated immediately and the indicators in the Status column in
the workspace will change from red to green.
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If the Workflow module is running on your installation, notification of your activation will be sent to
the appropriate person in the workflow chain of your organization. In this instance, when you click on
the Activate this page command, the Edit dialog opens. The Edit dialog contains a single function
area: Activation.

In the Comment field of the Activation area, insert an appropriate comment to accompany your
activation request, and then click on the Save button in the bottom right-hand corner of the window.
After you click on the Save button, the Edit window closes returning you to the workspace, which will
reload. Once the workspace has reloaded, a message dialog opens advising you that the workflow
process is in progress and that the relevant person has been notified. Click on the OK button to
close the dialog.

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The details of the activation request appear in the Inbox workspace of the person responsible for
approving the request.

Once your activation request is approved, the status indicators in the workspace will change from
red to green.

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Working in the Inbox workspace is discussed in Inbox Workspace (link).

6.3.5 De-activating Pages


Pages are de-activated using the De-activate command which is available in both the command bar
and the command menu.
Unlike the activation process, it is not possible to de-activate a single higher-level page without also
de-activating the subpages. When you de-activate a higher-level page, all of the subpages are also
de-activated.
To de-activate a page, select the page that you would like to de-activate and then click on the Deactivate button or select De-activate from context menu.

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When you click on the De-activate command, a workflow dialog is displayed. Deactivation is a
workflow process just like activation if workflow is enabled. Fill in the workflow dialog and click OK. A
workitem is sent to the Magnolia Inbox.
Process the workitem from the Inbox. The selected page and all subpages, will be de-activated
immediately and the status indicator in the Status column will change from green to red.

6.3.6 Modifying Activated Pages


When you modify elements of a page in AdminCentral, the activation status in of the page remains
unchanged. For example, if you change the page name, title or template, the status of an activated
page will remain activated.
When you modify the content of an activated page in the editing window, the activation status is
affected. Modifications to an activated page in the editing window cause the activation status of the
page in AdminCentral to change from green to orange, indicating that the page has been modified
since its last activation.

In order for any modifications, both in AdminCental and in the editing window, to display in the
public instance, it is necessary to once again activate the page. The fact that the page status
remains unchanged when modifications are made in AdminCentral, does not cause the changes to be
reflected in the public instance.

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6.4 Search Function


6.4.1 General
Magnolia has a built-in search function, which allows you to search through the content of your
pages. The search function is very useful for locating specific pages or information, especially when
your site is large and contains many pages.
The search box is located in the bottom right-hand corner of the workspace.
To use this function, type a search term in the search box and then press the Enter key on your
keyboard.

When you enter and search term, the workspace reloads to display the Search workspace in which
all of the pages containing the search term are listed.

6.4.2 Layout
The Search workspace is divided into two sections; the page information is listed in columns in
the left-hand side of the window and the grey panel to the right offers grouping and sorting
options.
There are three columns containing page information:

Name: page name of the page;

User: user who created or last modified the page; and

Title: page title.

The addition of the User column in the Search workspace, which is not displayed in the normal
workspace, can be extremely useful in locating a specific page.

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6.4.3 Grouping Options


In the grey panel, on the right-hand side of the columns, there are links, which facilitate grouping
and sorting options. This panel can be used to group or sort the pages in the search results and
offers hierarchical sorting or grouping options to the second level.
The first grouping level is by user, and the link, which facilitates this, appears beneath the Group
by: category heading.
To group your pages by user, click on the User link and the Search workspace will reload to display
the pages grouped by User.

The second grouping level headed, Sort within a Group by, offers you the choice to sort your
pages, within the first grouping level, by either page name or title.
To sort by page name, click on the Name link and the Search workspace will reload to display your
pages grouped first by user, and then alphabetically by page name.

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To sort by page title, click on the Title link and the Search workspace will reload to display your
pages grouped first by User, and then by alphabetically by page title.

6.4.4 Search Levels


Magnolias search function operates simultaneously on four levels. Before returning your search
results, the search function searches through:

page names;

page titles;

page content;

information inserted in the editing window in the Page Info dialog of each page when pages
are created or amended. This is discussed in Working with Web Content - Setting Page
Information (link).

6.4.5 Choosing Search Terms


The search function works in much the same way as many others, that you are no doubt already
familiar with, do. A good example would be a basic Google search.
Choosing the right search term is the key to finding the information that you are looking for and it is
always best to be as specific as you can. If you are unsure of the precise page that you are
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searching for, you can always start with a broad search term and later narrow it down by including
additional search terms.
The sections below detail the basic rules for searching.
6.4.5.1

Capitalization

Searches are not case-specific. Regardless of the case in which you enter the search term, or the
case in which the search term appears in the page name, title, content or related information, the
page will be included in the search results.
For example, if you were to enter the term nEWs, the search function would still return all results,
which contain the term news, News or NEWS.
6.4.5.2

Multiple Search Terms

Multiple search terms can be included and are useful in narrowing down your search. When you
enter multiple search terms the search function searches for pages that contain only all of the terms.
The more terms you enter, the more you will narrow down your search.
6.4.5.3

Specific Phrases

You can search for a specific phrase. If you can recall the exact phrase, place it in quotation
marks and the search results will contain only those pages that contain the exact phrase. If you
cannot recall the exact phrase, include as many terms as you can, but in this instance omit the
quotation marks.
6.4.5.4

Excluding Terms

You can exclude pages containing specific terms by using a minus sign (-).
For example, if you enter the words news website, your search results will include all files
containing the word news, excluding those that additionally contain the word website. When using
the minus sign, include a space before the minus sign, but exclude a space after it.
6.4.5.5

Common Words Excluded

The search function automatically excludes common words, such as and, where and how, so it
is unnecessary to include these terms.
For example, if you insert the words news and workspace or news workspace, your search results
will be identical because the word and is automatically be excluded.
6.4.5.6

Including Common Words

It may on occasion, be necessary to include common words, which are automatically excluded by
the search function. If this is the case, you can include them by using the plus (+) sign.
If, for example, you would like, to find all pages containing the words news and how, insert news
+how into the search box. When using the plus sign, include a space before the plus sign, but
exclude a space after it.
6.4.5.7

Word Variations

The search function automatically includes natural extensions or derivatives of words, but does not
include word shortenings.
If you search for the singular of a word, the plural will automatically be included, but only if it is an
extension of the singular. For example, singular: market, plural: markets. If the plural is not an
extension of the singular, it will not be included. For example, singular goose, plural geese.
The word market, its plural markets and a derivative of it marketing, provides a good example:

If you search for the search term market, the results will include pages that contain both the
words markets and marketing;

If you search for the search term markets, the results will exclude pages that contain the word
market, and obviously also the word the word marketing;

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If you search for the search term marketing, the results will exclude pages that contain the
words market and markets.

6.4.6 Search Workspace Commands


The Search workspace contains a separate set of commands, which are relevant to conducting
searches and working with pages in the search results.
There are two commands, Open page and Show in Navigation, which are available in both the
command bar and the command menu. You can use the commands in either menu. As both of the
commands are page-specific, they will only be clearly visible and active when you select a specific
page.
6.4.6.1

Using the Commands

To use the command bar, simply select the row of the page you would like to work on and then
click on the relevant command in the command bar.

The command menu is activated by right-clicking with your mouse. There are two alternative ways
to activate and use the command menu:
Alternative 1:

Select the row of the page you would like to work on, then right-click anywhere within the
highlighted row to activate the command menu, and then click on the relevant command in the
menu.

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Alternative 2:
Without first selecting a row, point to and right-click anywhere within the row of the version that
you would like to work with and then click on the relevant command in the menu.
When you point the row is highlighted by a light blue rectangle and when you right-click, the
rectangle darkens, indicating that the row is selected, and the command menu appears.

In the normal Website workspace, after selecting a row, you can then right-click anywhere in the
workspace to activate the command menu and the original row will remain selected. This procedure
differs slightly in the Search workspace. In the Search workspace, after selecting a row, it is
necessary to right-click within the blue rectangle highlighting the selected row to activate the
command menu. The reason for the difference is that, in the Search workspace, when you point
anywhere within a specific row, the row is highlighted by a light blue rectangle, whereas in the
normal Website workspace a row is only highlighted by a light blue rectangle when you point to one of
the actual row elements.
6.4.6.2

Open Page Command

The Open Page command opens the selected page in the editing window. This command is
common to the Search workspace and the normal Website workspace and functions in the same way
in both.
To open a page, select the page and then click on the Open page command in the command bar or
menu.

As an alternative to the Open page command, you can also open the page by simply double-clicking
on the page icon to the left of the page name.
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When you click on the Open page command or double-click on the page icon, the page opens in the
editing window where you can fully review its contents.

Working in the editing window is discussed in Working with Web Content (link).
6.4.6.3

Show in Navigation Command

The Show in navigation command allows you to view the page in its position within the
navigational page structure. When you click on the Show in navigation command, the window
reloads to display the normal workspace and the selected page is highlighted within the
navigational structure.
To show the page in navigation, select the page and then click on the Show in navigation
command in the command bar or menu.

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When you click on the Show in navigation command, the window reloads to display the normal
workspace, where the page selected in the Search workspace is highlighted within the page
structure.

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7 Documents Workspace
7.1 General
Magnolia has a built-in Document Management System (DMS) which allows you to upload and
manage your documents and other files.
To access the DMS, click on the Documents button in the navigation pane in AdminCentral.

Magnolia has a sophisticated access control system and if you are unable to see the Documents
button in the navigation pane, you may not have the relevant access permission. If this is the case,
please contact your systems administrator in this regard.
Although referred to as a document management system, the DMS allows you to store almost any
file type, including image, audio, audiovisual and flash files.

7.2 File Structure


Before adding documents to the DMS, it is crucial that you give some thought to the structure of your
document storage.
Files can be stored individually or within folders and subfolders and it is possible to create
subfolders to an unlimited level.
The file structure is hierarchical and similar to the tree structure found in many other systems, for
example in Windows Explorer.
To demonstrate the use of the DMS and to create the examples and screenshots, we added a new
folder structure to the DMS. Our document structure is divided into three level-one folder categories or
titles, named articles, research and images. We have created various subfolders and subsubfolders within these categories and uploaded files to the subfolders

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Although level-one folders in the DMS appear to be top-level folders, a root node in which the entire
file structure is stored, exists implicitly, but is not displayed.

7.3 Opening the Workspace


When you launch AdminCentral, the Website workspace opens, by default.
To open the Documents workspace, click on the Documents button in the navigation pane in the
left- hand column of AdminCentral.

When you click on the Documents button, the workspace area reloads to display the Documents
workspace.

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How to open AdminCentral is discussed in Getting Started Opening AdminCentral (link).

7.4 Layout
The workspace is divided into two distinct areas: the navigation area, located in the left-hand pane
and the workspace area to the right.

The navigational buttons, which allow you to access the different workspaces, are displayed in
navigational area.

7.5 Workspace Area


7.5.1 General
The workspace area is divided into five columns:

Title: the title or name of the folder or file;

URL: the URL that will link to the folder or file;

Type: the document or file type, for example, docx, pdf, jpeg. In the case of a folder or subfolder,
the type is specified as folder;

Date: the date on which the file was uploaded or the folder was created;

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Status: the activation status of the file or folder, i.e. whether or not it has been published to a
public instance/s.

7.5.2 Selecting Rows


In order to work with a specific file or folder, its row needs to be selected or highlighted.
To select a specific file or folder, click on any of the elements in the row. The elements refer to the
title, URL, type, date and status.

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When you point to any of the elements, the row is highlighted by a light blue rectangle, and when
you click, the rectangle darkens, indicating that the row is selected.

7.5.3 Command Bar


The command bar, which contains the main commands, is located at the bottom of the workspace
area.

You can use any of the commands by simply clicking on them.


The clearly visible and usable commands in the command bar vary according to the selection made
in the workspace area. Inactive commands appear transparent, whereas active commands are
clearly visible.
When:

No file or folder row is selected; only the New folder and New document commands are active.

A folder is selected; all commands except the Edit document and Download document
commands are active.

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A document or file is selected; all commands except the New folder and New document
commands are active.

The use of these commands is fully dealt with in individual sections.

7.5.4 Command Menu


You can also access the main commands, and certain additional commands, in the command
menu, which is activated by right-clicking with your mouse.

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The command menu contains all of the commands in the command bar and, in addition, the Move,
Copy, Upload zipfile, Import from xml, Export tree to xml and Refresh commands.
The commands are executed by clicking on the relevant command in the menu.
The Import from xml and Export tree to xml commands are beyond the scope of this manual and will
not be dealt with. The use of all other commands is dealt with in individual sections.
As in the case of the command bar, the commands, which are clearly visible and usable in the
command menu, vary according to the selection made in the workspace area. Inactive commands
appear transparent, whereas active commands are clearly visible.
When:

No file or folder is selected; only the New folder, New document, Upload zipfile, Import from
xml, Export to xml and Refresh commands are active.

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A folder is selected; all commands except the Edit document and Download document
commands are active.

A file or document is selected; all commands except the New folder, New document, Activate
incl. sub nodes and Upload zipfile commands are active.

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7.5.5 Search Function


Magnolia has a built-in search function, which is extremely powerful and useful for locating specific
documents, files or information.
The search box is located in the bottom right-hand corner of the workspace area.

To use the search function, simply insert a search term into the search box and press the Enter key
on your keyboard.
The specific properties and use of the search function is discussed in Using the Search function.

7.5.6 Error Messages and Warnings


When working in the workspace area, if you attempt to do anything that is not possible, an error
dialog opens advising you of this.
The following screenshot is an example of the type of message that you could receive.

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To close the error dialog, click on the OK button and the window will close, returning you to the
workspace area.
Before completing certain actions, which could have serious consequences, for example deleting and
file or folder, you will receive a warning message. A dialog window will open advising you of this
and requesting you to confirm your choice.

To confirm your action, click on the OK button and to cancel it, click on the Cancel button. When
you click on either of these buttons, the dialog closes returning you to the workspace area.

7.5.7 User Information


Magnolia has a sophisticated security system and you can only gain access if you have valid login
credentials, i.e. a username and password.
The username that you logged in under is displayed in the top right-hand corner of the workspace
area.

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You can access and amend your login details by clicking on your username. Modifying your user
information is discussed in Getting Started Modifying Login Details (link).

7.5.8 Logout Link


In the top right-hand corner of the screen, to the right of your username, there is a Logout link.
To logout of Magnolia, click on the Logout link and the window will reload to display the log in
screen.

We suggest that you logout of Magnolia whenever you are away from you computer for any length of
time.

7.6 About Files and Folders


7.6.1 File and Folder Structure
The DMS has a hierarchical file structure with which you will probably already be familiar. Windows
Explorer is a good example of this type of file structure.
Folders and subfolders, to an unlimited level, can be created. Files may be stored within folders and
subfolders, or individually.

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Although recommended, it is not necessary to store your files in folders and/or subfolders, and it is
possible to position files and documents on the same level as any folder or subfolder. If there are
both folders and files on the same level, the files appear beneath the list of folders.

Magnolia refers collectively to both a single file and a folder containing files as a node, and you may
see this term in some of the error and warning dialog boxes. A node could refer to one file, a level-one
folder including all its subfolders and the files contained therein, or a subfolder including all of its files
and subfolders.
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The content of the small square to the left of the folder icon indicates whether the folder:

Contains subfolders or files: plus sign ( + );

Contains subfolders or files that are displayed: minus sign ( - );

Does not contain subfolders or files: period ( . ).

To expand or collapse a folder that contains subfolders or files, click within the small square, and
the subfolders and files will either be displayed or hidden.

7.6.2 File and Folder Titles


File and folder titles are listed in the first column of the Documents workspace.

Files and folders may be given any name and there are no disallowed characters. Titles may
include letters, numerals and all other keyboard characters, including blank spaces.
While blank spaces will be accepted by the system, Magnolia uses the file title to create the static
link for the file, and will substitute any blank spaces with the characters %20. For this reason, we
recommend that you replace all blank spaces with either a dash or an underscore.

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The static link can be viewed in the Meta Data area of the Edit dialog.

Working in the Edit dialog is discussed in Uploading Single Documents and Files: Edit dialog.
It is quite common and acceptable, to give a file or folder an identical title and URL, but this is not a
prerequisite, and the title and URL may be completely different from each other.
While folder titles are manually assigned in the Documents workspace area, file titles are assigned
automatically when you upload a file. It is possible to assign a different title to a file, by later
changing it in AdminCentral.
Assigning folder titles and changing file and folder titles is discussed in Assigning Titles and URLs.

7.6.3 File and Folder URLs


File and folder URLs are listed in the second column of the Documents workspace.

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Files and folders may be assigned any URL, but unlike file and folder titles, there are certain
disallowed characters. URLs may include letters, numerals, a dash ( -) and an under-score (_),
but the balance of the unusual keyboard characters may not be used. If you inadvertently do include
a disallowed character, Magnolia will substitute it with a dash (-). This will also happen if you include
a blank space.
The disallowed characters are: ampersand ( & ); asterisk ( * ); at ( @ ); back quote ( ` ); back slash (
\ ); braces ( {} ); brackets ( [] ); carat ( ^ ); close brace ( } ); close bracket ( ] ); close parenthesis ( ) );
colon ( : ); comma ( , ); curly braces ( {} ); dollar ( $ ); double quote ( " ); equal ( = ); exclamation point
( ! ); forward slash ( / ); greater than ( > ); less than ( < ); open brace ( { ); open bracket ( [ ); open
parenthesis ( ( ); parenthesis ( () ); percent ( % ); pipe ( | ); plus ( + ); pound or hash ( # ); quote ( " );
semi colon ( ; ); single quote ( ' ); slash ( / ) and tilde ( ~ ).
Assigning and changing titles is discussed in Assigning Titles and URLs.

7.6.4 File and Folder Types


The file and folder types are listed in the third column of the Documents workspace.

Whereas all folders are listed as a folder, the file extension of the various file types is listed for
files. For example, Word 2003 files are listed as doc, Word 2007 files as docx, pdf files as pdf
and Excel 2007 files as xlsx.

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Magnolia inserts the file and folder types automatically and they cannot be changed in the
Document workspace.

7.6.5 File and Folder Date


The date and time of last modification of a file or folder is listed in the fourth column of the
Documents workspace. The date is listed in the dd-mm-yy format and the time in the digital hh:mm
format.

Magnolia inserts the information in the Date column automatically and it cannot be changed in the
Document workspace.

7.6.6 File and Folder Status


The activation status of files and folders is listed in the fifth column of the Documents workspace.

The status of a file or folder refers to whether or not it has been activated, i.e. published to a public
instance/s.
There are three possible indicators:

Red: the file or folder has not been activated or has been de-activated;

Green: the file or folder has been activated; and

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Orange: the file or folder has been activated, but has been modified since its last activation.

The status indicator is inserted automatically and can only be changed by either activating or
deactivating the file or folder. This is discussed in Activating and De-activating Files and Folders.

7.6.7 Keyboard Shortcuts


Magnolia has its own set of commands, which vary from workspace to workspace, and can be
activated by right-clicking with your mouse. For this reason, the normal right-mouse commands that
you may be familiar with, such as copy and paste, will not work in all areas. However, the associated
keyboard shortcuts in Windows do work, and you may want to use these.

7.7 Managing Files


7.7.1 Using the Commands
The command bar contains the main commands and the command menu contains the main
commands plus additional commands. Commands that are common to both menus can be used in
either.
To use the command bar, simply select a file or folder, if appropriate, by clicking on any of the
elements in the row and then click on the relevant command in the command bar.

The command menu is accessed by right-clicking with your mouse. There are two alternative
ways to activate and use the command menu.

Alternative 1:
Select the file or folder by clicking on any of the elements in the row, then right-click anywhere
in the workspace area to activate the command menu, and then click on the relevant command
in the menu.

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Alternative 2:
Without first selecting the file or folder, point to and right-click on any of the elements in the
row and then click on the relevant command in the menu.
When you point, the row will become highlighted by a light blue rectangle and when you rightclick, the rectangle will darken and the command menu will appear.

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7.7.2 Creating New Folders


The New folder command is used to create new folders and is available in both the command bar
and command menu.
Level-one folders and subfolders are created in exactly the same way, except that when creating
level-one folders, no row should be selected, whereas when creating subfolders, a higher-level
folder should be selected.
When creating a level-one folder, if a row is currently selected you can de-select the highlighted row
by using the Refresh command in the command menu. Using the Refresh command is discussed in
Refreshing the Workspace.
To create a new subfolder, select the higher-level folder that you would like your new folder to be a
subfolder of and them click on the New folder command in the command bar or command menu.

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When you click on the New folder command, the workspace area reloads and a new folder, titled
untitled, appears at the bottom of the list of subfolders.

Once your new subfolder has been created, you can assign it a title and URL and move it to a more
appropriate location in your file structure. How to do this is discussed in Assigning Folder and File
Titles and URLs and Copying and Moving Files and Folders.

7.7.3 Assigning Titles and URLs


File and folder titles and URLs appear in the Title and URL columns of the Document workspace.
Whereas folder titles and URLs are manually assigned, Magnolia automatically assigns file titles
and URLs when you upload a file.
7.7.3.1

Assigning Folder Titles and URLs

When you first create a new folder or subfolder, both the title and URL are named untitled, by
default.
If you create more than one level-one folder or more than one subfolder within the same higher-level
folder, at the same time, sequential numbers, starting with zero, appear at the end of the word
untitled to distinguish the different folders or subfolders.
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To change the title and URL of a new folder from untitled, or to rename a current folder or URL:

First, double-click on the current folder title or URL.

When you double-click, a white text box containing the current folder title or URL appears. In this
text box, highlight the current folder title or URL.

Next, insert a new title or URL, by typing it in the text box.

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Once you have inserted your new folder title or URL, press the Enter key on your keyboard to
save it. The window will reload and your folder will now bear the new title or URL that you have
assigned to it.

Magnolia uses folder and file titles and URLs to create links to your documents, so it is advisable to
be as specific as possible. For more information about file and folder titles and URLs, and permissible
characters, please refer to File and Folder Titles and File and Folder URLs.
7.7.3.2

Assigning File Titles and URLs

When you upload documents or files to the DMS, Magnolia automatically assigns the original file
name as both the file title and URL in the Document workspace, and the file type icon appears to
the left of the file title. For example, if you upload a Microsoft Word 2007 file named, Focus-on-YourTarget Audience.docx, this name, minus the file extension, automatically appears as the file title and
URL in the Title and URL columns and the file type icon appears to the left of the file name. The file
extension appears separately in the Type column.

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How to upload files is discussed in Uploading Single Documents and Files.


If the original file name contains disallowed characters or blank spaces, Magnolia substitutes these
with a dash ( - ). For Example, if you upload a pdf file named, Marketing @ a Glance!

Magnolia will replace @, ! and all spaces with a dashes ( - ), and the URL in the Documents
workspace will be listed as Marketing---a-Glance-.

As there are no disallowed characters for file titles, the file title remains identical to that of the
original file
Disallowed URL characters are listed and discussed in File and Folder URLs.
You can rename or amend the current file title and URL in the Documents workspace and your file
will then be stored in the DMS under the amended name. The procedure for amending file titles is
identical to that of amending folder titles.
To assign a new title and/or URL to an uploaded file:

First, double-click on the current file title or URL.

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When you double-click, a white text box containing the current information appears. In this text
box, highlight the current file name or URL.

Next, insert a new title or URL, by typing it in the text box.

Once you have inserted your new file title or URL, press the Enter key on your keyboard to save
it. The window will reload and your file or URL will now bear the new name that you have
assigned to it.

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Magnolia uses folder and file titles to create links to your documents, so it is advisable to be as
specific as possible when assigning your titles. For more information about file and folder titles and
URLs, and permissible characters, please refer to File and Folder Titles and File and Folder URLs.

7.7.4 Uploading Single Documents and Files


In the Document workspace, you can easily upload files from your computer to the DMS.
Files can be uploaded as level-one files or placed within specific folders or subfolders. How to
create a new folder is discussed in Creating New Folders.
Files are uploaded using the New document command, which is available in both the command bar
and the command menu.
The procedure for uploading level-one files and uploading files to a specific folder or subfolder is
identical, except that when uploading a level-one file, no row should be selected, whereas when
uploading to a folder, the folder should be selected.
It is easy to move files from their upload location to a new one and this is discussed in Copying and
Moving Files and Folders.
To upload single file to a specific folder using the New document command, select the row of the
folder you would like to upload the file to, by clicking on any of the elements in the row and then
click on the New document command in the command bar or menu.

When you click on the New document command, the Magnolia Edit dialog window opens.

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The actual upload process takes place in Edit dialog and this is discussed below in Edit dialog.
Once you have uploaded the new file, it will appear at the bottom of the list of folders and files, within
the folder to which you uploaded it.

The file title and URL are identical to the original file, and the file type and date of upload are
automatically inserted into the Type and Date columns.
7.7.4.1

Edit Dialog

When you click on the New document command, the Edit dialog opens.
The Edit dialog has two tab areas: Document and Meta Data. By default, the Document area is
active on opening. A lighter green tab indicates the active area of the window. You can access either
area of the window by clicking on the relevant tab. When you do so, the window will reload to display
the options relevant to that specific area.

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Document Area

There are five fields in the Document area: File; Subject; Description; Language and Version
Comment.
File Field
The File field contains the upload function, which facilitates the uploading of files.
To upload a file:

Click on the Browse button in the File field.

When you click on the Browse button, in Windows, the standard Choose File to Upload dialog
opens where you can navigate to the file you would like to upload. Navigate to file and either
double-click on the file name, or click on the file name to highlight it and then click on the
Open button in the bottom right-hand corner of the dialog.

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When you click on the Open Button, or double-click on the file name, the Choose File to Upload
window closes returning you to the Magnolias Edit dialog where the file path of the file appears
in File field and the file name and file extension, in the text boxes beneath it.

After saving the contents of the Edit dialog, if you at a later stage reopen the Edit dialog of the
uploaded file, a download link, the file name and extension, and a Remove file button appear
in the File field. How to reopen the Edit dialog is discussed in Editing Information Relating to Files
and Documents.

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To upload a new version of the file, click on the Remove file button. The current file will be
removed and the dialog will reload to display the Browse button, which allows you to navigate to
and upload a new file.

Subject Field
The Subject field allows you to insert a subject heading for your file.
To include a subject heading, insert suitable content into the Subject field. You may want to use the
file name, if it is sufficiently descriptive, or perhaps to elaborate further.

Description Field
The Description field allows you to elaborate further about your document or file. The Description
field contains a text editor, which allows you to format the content of the description.
To include a description, insert it into the Description field and format it using the text editor.

With the possible exception of the different Paste commands, you will no doubt already be familiar
with most of the commands in the text editor, and they function in exactly the same way as those in
most word-processing programs.
The various commands are highlighted in the screenshot below.

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To use any of the commands, simply click on the relevant command. When you click on some of the
commands, a further dialog will open. There are clear instructions in each of these dialogs, which
should be followed.
The Paste from Word command allows you to paste directly from a Microsoft Word document, while
choosing to ignore or retain font and style definitions. The Paste as plain text command can be
extremely useful if you are copying content from other programs because it essentially removes
previous formatting, allowing the underlying uniform, template-based formatting to display.
Language Field
The Language field allows you to select the language of the document. This can be useful when
working on a multi-lingual site.
To select the appropriate language, click on the small down-arrow on the right-hand side of the
Language field. A drop-down menu will appear and you can select from the available options by
clicking on the appropriate one.

Meta Data Area

The Meta Data area of the Edit dialog allows you to add further information about the file that you
are uploading and to link it to other files in the DMS.
Creation Date - Type Fields
The content of the first six fields: Creation Date through to Type is generated automatically and no
text boxes are provided. While you are in the process of uploading a file for the first time, the
contents of these fields will remain empty. If, after uploading the file and saving the entries in the Edit
dialog, you reopen the Edit dialog, the following automatically generated content will be present:
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Creation Date: the date and time that file was first uploaded;

Modification Date: the date and time that the file was last modified;

Creator: the user who first uploaded the file;

Modifier: the user who last modified the file;

Static Link: the static link of the file or document;

Type: the file type of file or document.

Publisher Rights Fields


The Publisher, Contributors, Date 1, Source and Rights fields allow you to insert further
information about the file. A record of this type of information can be especially useful to locate files
and when material has been obtained from external sources.
To include these details about your file, insert appropriate content into the fields.

The Select date button in the Date 1 field, allows you to select a date from a calendar, which is
activated by clicking on this button. You can also insert the date manually by typing it in the yyyymm-dd format.
To use the calendar, click on the Select date button in the Date 1 field and the calendar will
appear. The calendar is simple to use and offers many possibilities.
When you point to the different areas of the calendar, the instructions relevant to that particular
area appear in the row at the bottom of the calendar. For example, if you mouse over the greater
than sign in the second row, to the right of the word Today, the instructions in the bottom row will
change to Next month (hold for menu). Following these instructions, if you then click on the greater
than sign, the calendar will display the following month, and if you click and hold on the greater than
sign a drop-down menu containing all the months of the year, appears. You can select the appropriate
month from the menu by clicking on it. The different options on the calendar work in exactly the same
way and are annotated in the screenshot below.

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Once you have located the date you would like to insert, click on it, and it will automatically be
inserted into the Date 1 field.
Relation Fields
The Relation 1 and Relation 2 fields allow you to link the file that you are uploading to two other
files in the DMS. Both of the Relation fields are used in an identical manner.
To link the file to others in the DMS:

Click on the relevant Internal Link button to the right of the field.

When you click on the Internal Link button, a new dialog, containing the DMS file structure
opens. In this dialog, locate the file that you would like to link to and click on the title to select it.
Next, click on the OK button in the bottom right-hand corner of the dialog. When you click on the
title, its file path appears in the last row of the dialog.

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When you click on the OK button, the DMS dialog closes returning you to the Edit dialog where
the file path of the linked file appears in the Relation field.

To link a second file, repeat the procedure described above for the Relation 2 field.

When you have completed all your entries in both the Document and Meta tab areas of the Edit
dialog, click on the Save button in the bottom right-hand corner of either area of the dialog.
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When you click on the Save button, the Edit dialog closes returning you to the Documents workspace.

7.7.5 Uploading Zip Files


7.7.6 About Zip Files
The Upload zipfile command, not only allows you to upload large files, but also multiple files in a
single upload.
In order to use the Upload zipfile command, your files and/or folders must first be compressed into a
zip file. How to create a zip file is beyond the scope of this manual, but you will no doubt already
familiar with this process.
You can upload zip files that contain:

A single file;

An entire folder of files;

An entire hierarchical structure of folders containing subfolders and files.

Magnolia automatically unzips the files and folders contained in the zip file and inserts them into the
file structure in the Documents workspace.

Uploading a New File Structure


If you upload multiple folders that contain both subfolders and files, Magnolia will retain the
hierarchy of the original structure.
To demonstrate this:

We created the file and folder structure displayed in the screenshot below in Windows Explorer.

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We then compressed the entire documents-workspace-structured folder into a zip file and
uploaded it to the DMS as a level-one folder. The screenshot below is of the Documents
workspace after uploading the zip file. The original hierarchical structure of the files and folders
has been maintained.

Uploading to an Existing DMS Structure


If there is already an existing folder structure in the DMS and you maintain folders with identical
names on your computer, Magnolia identifies this and inserts the individual files into the correct
folders in the DMS.
If the files names on your computer are identical to those in the DMS, Magnolia identifies this and
overwrites the existing files in the DMS, with the newly uploaded files. This prevents having to
delete large numbers of unwanted and out-of-date files.

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By way of example, if a Word file named Focus-on-your-Target-Audience.docx exists in the DMS


and a file with an identical name is included in the uploaded zip file, the Word file in the DMS will be
overwritten, even if it was created in a previous or later version of Word. The original file remains
available as a previous version and this is discussed in Working with Search Documents - Versions
Command.
It should be noted, however, that when files are uploaded individually using the New document
command, identically named files are not overwritten during the upload process, as it is easy to
identify and delete the unwanted version when working with a single file.
To demonstrate this:

We created a folder structure in Window Explorer that is identical to an existing folder


structure in the DMS. While the folders in are identical, the files within the folders differ and are
highlighted in the screenshots below.
Documents Workspace

Windows Explorer

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We then compressed the Window Explorer folders and files into a zip file, and uploaded the zip
file to the DMS, without selecting a particular folder or subfolder. The screenshot below is of the
Documents workspace after uploading the zip file.

The additional files from the zip file were inserted into the correct folders and the file that has an
identical file name, Focus-on-your-Target-Audience, has been overwritten by the file in the zip
file. The current, available version is now a Word 2003 file, but the original version remains
available and accessible using the Versions command.

Upload Zipfile Command


Zip files are uploaded using the Upload zipfile command, which is available in the command menu.
The manner in which you upload a zip file is identical regardless of the contents of the zip file.
When you upload a zip file, you can position the files contained in the zip file as level-one files of
the file structure of the DMS, or within a folder in the DMS structure. The procedure is identical,
except that when uploading as level-one files, no row should be selected, whereas when uploading
to a folder or subfolder, the folder should be selected. If a file or folder row is currently selected,
click on the Refresh command in the command menu to deselect all rows. Using the Refresh
command is discussed in Refreshing the Workspace.
To upload a zip file, select the row of the folder, if any, that you would like to upload the files to,
then right-click anywhere in the workspace area, other than on a file or folder element, to activate the
command menu, and then click on the Upload zipfile command in the menu.

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When you click on the Upload zipfile command, the Magnolia Edit dialog opens.

The actual upload process takes place in Edit dialog and this is discussed below in Edit dialog.
Once you have uploaded the zip file, the files contained in the zip file will appear at the bottom of the
list of folders and files, within the folder to which you uploaded them.

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Edit dialog
When you click on Upload zipfile command, the Edit dialog opens.
The Edit dialog contains a single tab area: Zip Upload.

Zip File Field

The Zip File field contains an upload function, which allows you to upload a zip file.
To upload a zip file:

In the Zip file field, click on the Browse button.

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When you click on the Browse button, in Windows, the Choose File to Upload dialog opens. In
this dialog, navigate to the file you would like to upload and click on the file name. Next, click on
the Open button in the bottom right-hand corner of the dialog. Alternatively, you can simply
double-click on the file name.

When you click on the Open button, the Choose File to Upload dialog closes returning you to
Magnolias Edit dialog, where the file path of the file you are uploading appears in the Zip File
field.

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Encoding Field

Zip files are encoded differently on the various platforms and the Encoding field allows you to
select the appropriate platform.
To choose the appropriate platform, click on the small down-arrow on the right of the Encoding field
and a drop-down menu will appear. Make your selection by clicking on either option and it will be
inserted into the Encoding field.

When you have completed your entries in the Edit dialog, click on the Save button in the bottom
right-hand corner of the dialog.

When you click on the Save button, the Edit dialog closes, returning you to the Documents
workspace where the unzipped individual files contained in the uploaded zip file are displayed in the
position that you uploaded them to.

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7.7.7 Copying and Moving Files and Folders


The procedure for copying and moving files and folders is identical, except that when moving files
and folders, the original is removed from its original location and no longer exists there, whereas
when copying files and folders the original remains in its original location and also exists in its
duplicate location.
Files and folders are copied using the Copy command and moved using the Move Command.
Copied and moving files and folders can be positioned in any location within the file structure by
simply dragging them from the original location and dropping them in the new one.
You can copy and move individual files or entire folders, including their subfolders and files. When
you copy or move a folder, the entire contents of the folder is also copied or moved.
Both commands are available in the command menu.
7.7.7.1

Copy and Move Commands

To copy a file or folder, select the row of the file or folder you would like to copy, then rightclick anywhere in the workspace area, other than on a file or folder element, to activate the
command menu, and then click on the Copy command in the menu.

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To move a file or folder, select the row of the file or folder you would like to move, then rightclick anywhere in the workspace area, other than on a file or folder element, to activate the
command menu, and then click on the Move command in the menu.

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When you click on the Copy or Move commands, a duplicate of the file or folder title and icon
attaches to your mouse pointer. This title and icon will move with your pointer and you can now
drag the duplicate file or folder to its new location within the file structure.

To position the copied or moving file or folder between current files or folders, drag the
duplicate file or folder title and icon to the location that you would like it to appear in, and then
click on the new location. When you indicate with your mouse pointer to a possible location, a
solid line will appear, indicating that you are pointing to a possible location.

To position the copied or moving file or folder in a current folder, drag the duplicate title and
icon to the folder within which you would like to place the copied file or folder and click on the
folder title.

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When you click on the new location, the workspace will reload and your duplicate or moved file or
folder will appear in the location that you positioned it in.
When positioning a file or folder, if you indicate with your mouse pointer to any location that is not
a possible position, a small no-entry sign will appear over the file or folder icon, indicating that
the position that you have pointed to is not a possible location.

7.7.7.2

About Duplicate and Moved Files and Folders

You can copy and move files and folders to and from any location. For example:

It is possible to copy or move an entire level-one folder and position the duplicate as a subfolder
of any folder within the file structure, and conversely also to copy or move a subfolder and
position the duplicate as a level-one folder;

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Files may be copied or moved from folders or subfolders, and positioned as level-one files, or
positioned within other folders or subfolders.

If you copy or move a folder, which contains subfolders and/or files, all of the subfolders and files
will also be copied or moved, and the duplicate or moved folder will contain identical files and
subfolders.
When you copy a file or folder:

The file and folder titles are duplicated identically;

With the exception of the URL of the actual file and folder that is copied, the URLs are duplicated
identically. Where necessary, an identifying numeral, starting with zero is inserted at the end of
the URL of only the highest-level duplicated folder or file, and further copies will bear sequential
numerals. For example;

When copying a single file and positioning it within the same folder as the original file , the
URL of the duplicate will be identical to that of the original, but with a zero at the end;

When copying a single file and positioning it within a different folder or as a level-one file,
the URL of the duplicate will be identical to that of the original, but no zero will be added at
the end;

When copying a level-one folder, which contains files and/or subfolders, the URL of the
duplicate level-one folder will be identical to that of the original, but with a zero at the end.
All files and subfolder contained within the copied level-one folder will be identical, but will not
bear identifying numerals;

The file and folder type is duplicated identically;

The file and folder date is duplicated identically, i.e. the duplicated files and/or folders bear the
date of creation or last modification of the original files and folders;

The supplementary file information in the Edit dialog is duplicated identically.

To demonstrate the above, we copied the /articles/webpages subfolder, and positioned the duplicate
directly below it. The similarities and differences between the original and the copy are annotated in
the screenshot below.

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7.7.8 Deleting Files and Folders


It is possible to delete any on the files and folders in the Documents workspace using the Delete
command.
The Delete command is available in both the command bar and the command menu.
Files and folders are deleted in exactly the same way.
DMS:
Deletion in the DMS works in the same way as in Website. When you delete a file, it is marked for
deletion but only actually deleted when the changes are activated. As in the Website area, content
dependencies are listed in the deletion warning message.

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If you delete a folder or subfolder that contains files and/or subfolders, all of the files and subfolders
within the deleted folder will also be deleted. Deleted files and folders can be restored.
To delete a file or folder, select the row of the file or folder you would like to delete and then click
Delete in the command bar or context menu.

When you click on the Delete command, a warning dialog opens, advising you that the node will be
deleted and requesting that you confirm your choice. Click on the OK button to do so.

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Once you have clicked on the OK button, the workspace will reload and the deleted file or folder is
marked for deletion. Similar to web pages, the deletion needs to be activated (right-click > Activate
changes) and, if workflow is enabled, the workitem needs to be processed for the deletion to take
effect.

7.7.9 Edit Document Command


Since not all operating systems have the required document editor, for example, Linux does not
include MS Word, it is not possible to edit actual documents and files in the DMS.
All of the information inserted in the Edit dialog relating to a file or document can be amended in
Magnolia, but the actual document needs to be downloaded to your computer and edited there.
There are two ways to download documents and files to your computer. You can use either the Edit
document command or the Download document command.
The Edit document command opens the Edit dialog that allows you to download your file, upload a
new version of it, and simultaneously to edit all the information in the DMS that relates to your file.
The Download document command offers a quicker and more direct method, but only allows you to
download your document. The use of this command in discussed in Download Document Command.
The Edit document command is available in both the command bar, and in the command menu.
To open the Edit dialog, select the row of the file you would like to edit and then click on the Edit
Document command in the command bar or menu.

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As an alternative to using the Edit Document command, you can also open the Edit dialog by simply
double-clicking on the file type icon of the file that you would like to edit.

When you click on the Edit document command or double-click on the file type icon, the Edit dialog
of the selected file opens.

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The Edit dialog contains all of the information relating to the document or file that was inserted when
it was first uploaded or last modified.
Inserting information into the Document and Meta Data areas of the Edit dialog and using the Edit
dialog generally is discussed in Uploading Single Documents and Files.
7.7.9.1

Downloading Documents in the Edit dialog

The File field of the Document tab area of the Edit dialog contains a download link, which allows you
to download a file.
To download a file:

In the File field, click on the file name link of the document.

When you click on the file name link, in Windows the File Download dialog opens where you can
select to either save or open the file.

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If you click on the Open button, the file will automatically download to your computer.

Once the download process is complete, the file opens directly on your computer in the program
in which it was created or another compatible program, and you can now make the necessary
amendments to it.

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If you click on the Save button in the File Download dialog, the Save As dialog opens where your
can first save the file on your computer before opening it.

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7.7.9.2

Uploading New Versions of Files and Documents

After you have amended your file or document, you may want to upload the new version of it to the
DMS. This can be done either in the Edit dialog, or in the Documents workspace using the New
Document command. Using the New document command is discussed in Uploading Single
Documents and Files.
To upload a new version of a document or file in the Edit dialog:

In the File field, click on the Remove file button below the file name and link.

When you click on the Remove file button, the dialog reloads to display the upload function, i.e.
the file link and file name disappear and empty boxes appear in their place. You can now upload
a new version of the document or file by clicking in the Browse button

Using the Browse button to upload a document or file is discussed in Uploading Single
Documents and Files - Edit dialog: Document Area.
7.7.9.3

Editing Information Relating to Files and Documents

All of the current information in the various fields of the Document and Meta Data areas of the Edit
dialog can be amended by inserting new information or making new selections.
The use of these fields is discussed in Uploading Single Documents and Files: Edit dialog.

7.7.10

Download Document Command

The Download document command offers a quick and direct method of downloading files, and can
be used as an alternative to the download link in the Edit dialog.
The Download document command is available in both the command bar and he command menu.
To download a file, select the row of the file you would like to download and then click on the
Download document command in the command bar or menu.

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When you click on the Download document command, in Windows, the File Download dialog opens
where you can select to either save or open the file.

If you click on the Open button, the file automatically downloads to your computer.

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Once the download process is complete, the file will open directly on your computer in the
program in which it was created or another compatible program, and you can now make the
necessary amendments to it.

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If you click on the Save button in the File Download dialog, the Save As dialog opens where your
can first save the file on your computer before opening it.

7.7.11

Refreshing the Workspace

The Refresh command allows you to refresh or reload the Documents workspace.
While the workspace will reload automatically after using most commands, this added function can be
extremely useful. For instance, when you have selected or highlighted a file or folder in error and
would then like to deselect all rows, or when a number of folders and subfolders are expanded and
would like to collapse them all simultaneously.
The Refresh command is available in the command menu. As the Refresh command is not folder or
file specific, it is always active, whether or not a specific row is selected.
To use the Refresh command, right-click anywhere in the workspace area to activate the command
menu, and then click on the Refresh command in the menu.

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When you click on the Refresh command, the workspace reloads and in the refreshed workspace,
all of the previously expanded subfolders are collapsed and only level-one folders and files display.

7.8 Activating and De-activating Files and Folders


Activation is the process of publishing your files and folders to one or more public instance of
Magnolia. Until a file or folder has been activated, it will only be viewable in the author instance.
De-activation is the process of removing files and folders form the public instance/s, while they
remain available in the author instance.
It is possible to activate multiple subfolders and files simultaneously, if they are all stored within the
same higher-level folder.

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7.8.1 About Activation


In a typical Magnolia installation, there is a single author instance and one or more public instance/s.
The author instance allows you to manage, edit and create your files and documents in a separate
and non-public environment. Until a file is activated or published, your amendments will only be
visible to other editors and role-players within your organization.
Activation is the process of publishing your folders and files to a public instance. Magnolia simply
copies the files and folders from the author instance to the public instance/s. When you amend
activated files and folders, it is necessary to reactivate them in order for the latest information to be
publically available.
Whether your files will be activated immediately or not will depend on the modules of Magnolia that
are installed and the procedures relevant to your organization. If, for example, the workflow module
is installed, you may have to wait for someone else, typically a publisher, to approve your activation.
If the workflow module is not included in your installation, your files will be activated immediately.
The activation status of each file or folder is indicated in the Status column of the Documents
workspace.
There are three possible indicators:

Red: the file or folder has never been activated or has been de-activated;

Green: the file or folder has been activated;

Orange: the file or folder has been activated, but has been modified since its last activation.

Once activated, you can view your files in the public instance/s of Magnolia.
When activating a file contained within a folder, it is necessary to activate the folder before
activating the file. Similarly, when activating a subfolder, it is necessary to activate the higherlevel folder before activating the subfolder.
When you upload a new version of a file, the status indicator of the newly uploaded file will be red,
i.e. not activated, and you will need to activate the file. When you amend any of the supplementary
information of an activated file in the Edit dialog or upload a new version, the status indicator will
change from green to orange, indicating that the file information has been modified, and you will need
to reactivate the file in order for the amended contents to appear in the public instance.

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Magnolia automatically generates a static link for all uploaded documents and files. This link is
stored in the Meta Data area of the Edit dialog, which can be access by clicking on the Edit
document command.

There are two commands that facilitate the activation of files and folders: the Activate this node
command and the Activate incl.sub nodes command. The first is used to activate single files and
folders, and the second to activate multiple files or folders in a single action. The use of these
commands is discussed in Activating Single Files or Folders and Activating Multiple Files or Folders.
The activation process is perhaps best demonstrated visually. The screenshots below show the
Documents workspace in both the author and public instances of Magnolia. Whereas the Author
instance contains activated files and folders, and those that are yet to be activated or have been deactivated, the Public instance contains only activated files and folder.
Author instance

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7.8.2 About De-activation


De-activation is the process of removing your files and folders from the public instance/s so that so
that they are no longer publically visible.
When you deactivate a file or folder, Magnolia removes it from the public instance/s.
Even if a file or folder has been de-activated, it will still be available in the Documents workspace of
the author instance for further use.
There is a vast difference between de-activating files and folders, and deleting files. When you
delete a file or folder in the Documents workspace, Magnolia first automatically de-activates it and
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then removes it from both instances. On the other hand, when you de-activate a file or folder, it will
only be removed from the public instance/s, but will still be available in Documents workspace in the
Author instance.
Files and folders are de-activated using the De-activate command and its use is discussed in Deactivating Files and Folders.

7.8.3 Activating Single Files and Folders


The Activate this node command allows you to activate a single file or folder and is available in
both the command bar and the command menu.
Before you can activate a single file contained within a folder or a single subfolder, it is necessary to
first activate the folder in which the file is located and any higher-level folders. If you do not do
this, your file or folder will not be activated.
Both files and folders are activated in exactly the same manner.
To activate a single file or folder, select the row of the file or folder you would like activate, and then
click on the Activate this node command in the command bar or menu.

When you click on the Activate this node command, if the workflow module is not running on your
installation, your file or folder will be activated immediately and its status will be reflected as green
in the Status column in the Documents workspace.
If the workflow module is running on your installation, when you click on the Activate this node
command, the Edit dialog opens.
The Edit dialog contains a single tab area: Activation, which allows you to insert a comment
regarding the activation of the file. This information will be forwarded, together with your activation
request, to the appropriate person in the workflow chain.
To insert an activation comment:

In the Comment field, insert an appropriate comment and then click on the Save button in the
bottom right-hand corner of the dialog.

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When you click on the Save button, the Edit dialog closes returning you to the Documents
workspace, where a message dialog opens, advising you that your activation request has been
initiated. Click on the OK button in this dialog to return to the Documents workspace area.

Your activation request will be sent to the person responsible for approving requests and can be
viewed in the Inbox workspace, if you have the requisite permission to access this workspace.
To open the Inbox workspace, click on the Inbox button in the navigation bar in AdminCentral
and the Inbox workspace will open.

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Working in the Inbox workspace is discussed in The Inbox Workspace (link).

Once your activation request has been approved, the status indicator of the file will change from
red to green.

7.8.4 Activating Multiple Files and Folders


It is possible to activate an entire file structure containing files and folders simultaneously, using
the Activate incl. sub nodes command. When using this command, if you activate a higher-level
folder, which contains files, and subfolders, which in turn also contain files and further subfolders and
files, the whole structure will be activated at the same time.
The Activate incl. sub nodes command is available in the command menu.
To activate multiple files and folders, select the row of the highest-level folder of the files and
folders that you like to activate, then right-click anywhere in the workspace area, other than on a file
or folder element, to activate the command menu, and then click on the Activate incl. sub nodes
command in the menu.

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If the workflow module is not running in your installation, the files and folders will be activated
immediately and their status reflected as green in the Status column in the Documents workspace.
If the workflow module is running on your installation, when you click on the Activate incl.sub nodes
command, the Edit dialog opens.
The Edit dialog contains a single tab area: Activation, which allows you to insert a comment
regarding the activation of the file. This information will be forwarded, together with your activation
request, to the appropriate person in the workflow chain.
To include an activation comment:

In the Comment field, insert an appropriate comment then click on the Save button in the
bottom right-hand corner of the dialog.

When you click on the Save button, the Edit dialog closes returning you to the Documents
workspace, where a message dialog opens, advising you that your activation request has been
initiated. Click on the OK button in this dialog to return to the Documents workspace area.

Your activation request will be sent to the person responsible for approving requests and can be
viewed in the Inbox workspace, if you have the requisite permission to access this workspace. To

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open the Inbox workspace, click on the Inbox button in the navigation bar in AdminCentral and
the Inbox workspace will open.

Working in the Inbox workspace is discussed in The Inbox Workspace (link).

Once your activation request has been approved, the status indicator of all the files and folders
will change from red to green.

7.8.5 De-activating Files or Folders


The De-activate command allows you to de-activate single files and folders, as well as, an entire
structure of files and folders.
The De-activate command is available in both the command bar and the command menu.
When you de-activate a higher-level folder containing files and/or folders, all of the lower-level files
and folders will also be de-activated.
Both files and folders are de-activated in exactly the same manner.
To deactivate a file or folder, select the row of the file or folder you would like de-activate and then
click on the De-activate command in the command bar or menu.

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When you click on the De-activate command, the Documents workspace area will reload and the
status indicator of the files and/or folders in the Status column will have changed from green to red,
indicating that the files and/or folders have been de-activated.

7.9 Using the Search Function


Magnolia has a built-in search function, which is extremely powerful and useful for locating specific
documents, files or information.
The search box is located in the bottom right-hand corner of the workspace area.
To use the search function, simply insert a search term into the search box and press the Enter key
on your keyboard.

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When you insert a search term into the search box and press the Enter key, the workspace area
reloads to display the Search workspace. Only files, and not folders, are displayed in Search
workspace, and only files relevant to the search term display.

7.9.1 Layout of the Search Workspace


The layout of the Search workspace differs from that of the normal Documents workspace.
The Search workspace has five columns:

Icon: the file type icon;

URL: the URL that links to the file;

Type: the type of document or file, for example .docx, .pdf, .jpeg;

Title: the title or name of the file;


Date: the date on which the file was last uploaded or the related information in the Edit dialog
modified.

To the right of the columns, there is a grey panel, which facilitates different grouping options.

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7.9.2 Grouping Options


When you enter a search term into the search box and press the Enter key, all of the documents or
files that contain the search term display in the search workspace.
To create the screenshots in this section, we entered the word marketing as our search term in the
normal Documents workspace.

By default, the files in the search results display in the same order as they appear in the file
structure in the normal Documents workspace.
To demonstrate the default search file order, in the screenshot below we have highlighted the first
four search result files as they appear in the file structure in the normal Document workspace. If you
compare the screenshot above with the one below, you will note that the sequence is identical.

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In the Search workspace, to the right of columns, there is a gray panel, which offers grouping
options. This panel can be used to group or sort the search files to the second level.

The first grouping level is by file type, and the link, Type, which facilitates this, appears beneath the
Group by category heading.
To group your files by file type, click on the Type link and the Search workspace area will reload to
display the files grouped by file type.

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The second sorting level, Sort within a Group by, offers you the choice to sort your files, within the
first grouping level, by either URL or date.
To sort your files by date, click on the Date link and the workspace area will reload to display the files
grouped first by type, and then by date.

To group your files by URL, click on the URL link and the workspace area will reload to display the
files grouped first by type, and then alphabetically by URL.

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7.9.3 Search Levels


Magnolias search function operates simultaneously on three levels. Before returning your search
results, the search function searches through:

The title of the documents or files;

The URL of the documents or files;

The information included in both the Document and Meta Data areas of the Edit dialog of
the documents and files. Using the Edit dialog is discussed in Uploading Single Documents
and Files Edit Dialog.

To demonstrate the different search levels we used examples contained in the search results for the
search term marketing.
7.9.3.1

Title

The search function searches through the file or document title included in the Title column of the
normal Document workspace for the search term.

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7.9.3.2

URL

The search function searches through the URL included in the URL column of normal Document
workspace for the search term.
While it is common to give a document or file an identical title and URL, this need not be the case. If
the search term is contained in the URL only, and not in the title, it will nonetheless be included in the
search results.
In the screenshot below, the Word file Using-Video-Effectively, contains the search term in its URL,
but not its title, and is included in the search results for this reason.

7.9.3.3

Information in the Edit dialog

The search function searches through the information relating to the file contained in the Document
and Meta areas of the Edit dialog. If any of the information included in the Edit dialog contains the
search term, the file to which this information relates will be included in the search results.
Including information in the Edit dialog is discussed in Uploading Single Documents and Files - Edit
Dialog.

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The file, Focus-on-your-Target-Audience, does not contain the search term marketing in its Title or
URL. It is included in the search results because the search term appears in the file-specific
information, which has been included in the Edit dialog.

The screenshot below is of the Document area of the Edit dialog. The search term is contained in the
Description field.

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7.9.4 Choosing Search Terms


The search function works in much the same way as many others, that you are no doubt already
familiar with, do. A good example would be a basic Google search.
Choosing the right search term is the key to finding the information that you are looking for. It is
always best to be as specific as possible. If you are unsure of the precise document that you are
searching for, you can always start with a broad search term and later narrow it down by including
additional search terms.
The sections that follow detail the basic rules for searching.
7.9.4.1

Capitalization

Searches are not case-specific. Regardless of the case in which you enter the search term, or the
case in which the search term appears in the file title, URL or related information in the Edit dialog,
the file will be included in the search results.
For example, if you were to enter the term MaRketiNg, the search function would still return all
results which contain the term marketing, Marketing or MARKETING.
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7.9.4.2

Multiple Search Terms

Multiple search terms can be included and are useful in narrowing down your search. When you
insert multiple search terms, the search function searches for documents that contain only all of the
terms. The more terms you enter, the more you will narrow down your search.
For example, if you enter the term marketing promotion, the search results will include only files that
contain both the words marketing and promotion.

In the screenshot above, the first Word file is included in the results because the second file has been
linked to it in the Meta area of the Edit dialog.

7.9.4.3

Specific Phrases

The search function can locate specific phrase.


If you can recall the exact phrase that you are looking for, place it in quotation marks and the search
results will contain only those files, which contain the exact phrase. If you cannot recall the exact
phrase, include as many terms as you can remember, but in this instance omit the quotation marks.
For example, If you insert it is vital that you remain focused, in quotation marks, your search results
will include only those documents which contain that specific phrase.

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This precise phrase is contained in the Description field of the Edit dialog.

7.9.4.4

Excluding Terms

You can exclude documents containing specific terms by using the minus sign (-).
For example, if you enter the words marketing economic, your search results will include all files
containing the word marketing, but exclude those that additionally contain the word economic.
A comparison of the following two screenshots demonstrates the use of the minus sign.
Search term marketing

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Search term marketing -economic

When using the minus sign, include a space before the minus sign and exclude a space after it.
7.9.4.5

Common Words Excluded

The search function automatically excludes common words, such as and, where and how, so
it is unnecessary to include these terms.
For example, if you insert the words marketing and promotion or marketing promotion, your search
results will be identical because the word and will automatically be excluded.
7.9.4.6

Including Common Words

It may on occasion be necessary to include common words that are automatically excluded by the
search function. If this is the case, you can include them by using the plus (+) sign.
if you would like, for example, to find all documents containing the words marketing and how, insert
marketing +how into the search box.
When using the plus sign, include a space before the plus sign and exclude a space after it.

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7.9.4.7

Word Variations

The search function automatically includes natural extensions or derivatives of words, but does
not include word shortenings.
If you search for the singular of a word, the plural will automatically be included, but only if it is an
extension of the singular. For example, singular: market, plural markets. If the plural is not an
extension of the singular, it will not be included. For example, singular goose, plural geese.
If you search for the plural or a word, the singular will not be included.
The word market, its plural markets and a derivative of it marketing, provides a good example,
and is demonstrated in the screenshots that follow:
If you search for the search term market, the results will include files that contain both the words
markets and marketing.

If you search for the search term markets, the results will exclude files that contain the word
market, and obviously also the word the word marketing;

If you search for the search term marketing, the results will exclude files that contain the word
market and markets.

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7.9.5 Working with Search Documents


The Search workspace contains its own set of commands, which are relevant to conducting
searches and working with documents in the search results. The available commands are Edit
Document, Show in Navigation and Versions.
Only the Edit document command is common to both the normal Documents workspace and the
Search workspace, and it functions in exactly the same way in both. The Show in Navigation and
Versions command are unique to the Search workspace.
Like in the normal Documents workspace, there is a command bar, at the bottom of the workspace
area, and a command menu, which is accessed by right-clicking with your mouse. All of the
commands in the Search workspace are file-specific and are therefore only active and clearly visible
when a specific file is selected. When no file row is selected, the commands are inactive and appear
transparent.

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7.9.5.1

Using the Commands

All of the search commands are available in both the command bar and the command menu, and you
can use them in either.
To use the command bar, simply select the row of the file you would like to work on and then click
on the relevant command in the command bar.

The command menu is activated by right-clicking with your mouse. There are two alternative ways
to activate and use the command menu:
Alternative 1:

Select the row of the file you would like to work on by clicking on any of the elements in the row,
then right-click anywhere within the highlighted row to activate the command menu, and then
click on the relevant command in the menu.
When you click on any of the elements, the row is highlighted by a blue rectangle and when you
right-click the command menu appears.

Alternative 2:

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Without first selecting a row, point to and right-click anywhere within the row of the file that
you would like to work with, and then click on the relevant command in the menu.
When you point the row is highlighted by a light blue rectangle and when you right-click, the
rectangle darkens, indicating that the row is selected, and the command menu appears.

In the normal Documents workspace, after selecting a row, you can then right-click anywhere in the
workspace area to activate the command menu and the original row remains selected. This procedure
differs slightly in the Search workspace. In the Search workspace, after selecting a row, it is
necessary to right-click within the blue rectangle highlighting the selected row to activate the
command menu. The reason for the difference is that, in the Search workspace, when you point
anywhere within a specific row, the row is highlighted by a light blue rectangle, whereas in the
normal Documents workspace the row is only highlighted by a light blue rectangle when you point to
one of the actual row elements.
7.9.5.2

Edit Document Command

The Edit document command is common to both the Search workspace and the normal Documents
workspace and functions in precisely the same way in both workspaces.
The Edit document command opens the Edit dialog where you can download the file, upload a
new file and amend the information related to the document in the Document and Meta Data areas of
the Edit dialog. Working in the Edit dialog is discussed in Uploading Single Documents and Files Edit dialog.
To open the Edit dialog, select the row of the file you would like to edit and then click on the Edit
document command in the command bar or menu.

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You can also open the Edit dialog by simply double-clicking on the file type icon.

When you click on the Edit document command or double-click on the file type icon, the Edit dialog
opens.

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7.9.5.3

Show in Navigation Command

The Show in navigation command allows you to view the file selected in the Search workspace in
its position within the navigational file structure of the DMS, i.e. in the normal Documents
workspace.
To view the selected file in the navigational structure, select the row of the file you would like to view
and then click on the Show in navigation command in the command bar or menu.

When you click on the Show in navigation command, the window reloads to display the selected
file, highlighted in its position in the navigational structure in the normal Documents workspace.

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7.9.5.4

Versions Command

Magnolia has built-in file versioning. Previous versions of documents and files are automatically
saved and you can revert to a previous version of a document or file.
This functionality can be extremely useful in many instances. For example, when you want to track
and compare amendments to a document, or if you simply decide that you prefer a previous version.
The standard installation of Magnolia is configured to store the ten most recent versions of a file or
document. Each time a new version of a file is uploaded, and each time amendments relating to the
file are made in the Edit dialog, a new version is created.
File versions are accessed using the Versions command, which is unique to the Search
workspace.
When you click on the Versions command in the Search workspace, the Versions workspace
opens in a new window.
To open the Versions workspace, select the row of the file you would like to view the versions of,
and then click on the Versions command in the command bar or menu.

When you click on the Versions command, the Versions workspace opens in a new window.
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Versions Workspace
Like in the Search workspace, the Versions workspace has its own set of commands, which are
available in the command bar at the bottom of the workspace area, and in the command menu, which
is accessed by right-clicking with your mouse. There are two commands in the Versions workspace:
the Show and Restore commands.
The layout of the Versions workspace differs from that of the normal Documents workspace and the
Search workspace.
The Versions workspace has three columns:

Name: the file title;

Date: the version date; and

User: the user who uploaded or modified the file or its related contents in the Edit dialog.

To the right of the columns, there is a gray panel, which facilitates different grouping options.

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Grouping Options
By default, the file versions in the Versions workspace display in ascending date order.
To the right of columns, there is a gray panel, which offers grouping options. This panel can be
used to group or sort the files version to the second level.

The first grouping level is by user, and the link, User, which facilitates this, appears beneath the
Group by category heading. To group your file versions by user, click on the User link and the
Versions workspace will reload to display the file versions grouped alphabetically by User.
The second sorting level, Sort within a Group by, allows you to sort the versions by date, within the
first grouping level. To sort your files by date, click on the Date link and the workspace will reload to
display your files grouped first by user, and then by date.
These functions can be extremely useful in identifying a specific version of a file, especially when
there are a large number of previous versions to which many users have contributed.
Using the Commands
Two commands, Show and Restore, are available in the Versions workspace and are both
available in the command bar and the command menu. You can use the commands in either menu.
To use the command bar, simply select the row of the version you would like to work on and then
click on the relevant command in the command bar.

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The command menu is activated by right-clicking with your mouse. There are two alternative ways
to activate and use the command menu:
Alternative 1:

Select the row of the version you would like to work on by clicking on any of the elements in the
row, then right-click anywhere within the highlighted row to activate the command menu, and
then click on the relevant command in the menu.
When you on any of the elements, the row is highlighted by a blue rectangle and when you rightclick the command menu appears.

Alternative 2:
Without first selecting a row, point to and right-click anywhere within the row of the version that
you would like to work with, and then click on the relevant command in the menu.
When you point the row is highlighted by a light blue rectangle and when you right-click, the
rectangle darkens, indicating that the row is selected, and the command menu appears.

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In the normal Documents workspace, after selecting a row, you can then right-click anywhere in the
workspace area to activate the command menu and the original row will remain selected. This
procedure differs slightly in the Versions workspace. In the Versions workspace, after selecting a
row, it is necessary to right-click within the blue rectangle highlighting the selected row to activate
the command menu. The reason for the difference is that, in the Versions workspace, when you point
anywhere within a specific row, the row is highlighted by a light blue rectangle, whereas in the
normal Documents workspace a row is only highlighted by a light blue rectangle when you point to
one of the actual row elements.
Show Command
The Show command opens the Edit dialog of the selected version, where you can view the
particulars relating to the version and download the file version. Working in the Edit dialog is
discussed in Uploading Single Documents and Files - Edit dialog.
The Show command is available in both the command bar and the command menu.
To open the Edit dialog using the Show command, select the row of the file version you would like
to view, and then click on the Show command in the command bar or menu.

When you click on the Show command, the Edit dialog of the selected version opens.

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Restore Command
The Restore command restores the selected version of the document or file as the available
version in the DMS.
The Restore command is available in both the command bar and in the command menu.
To restore the selected version, select the row of the file version you would like to restore and then
click on the Restore command in the command bar or menu.

When you click on the Restore command, a message dialog opens advising you that the selected
version has successfully been restored as the latest version available in the DMS. In this dialog, click
on the OK button to complete the restoration of the file version.

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7.10 Translating content


Magnolia allows you to export and import page content in a translation-friendly format. With Tools >
Content Translation you can export page content to CSV or Excel format. Content is exported in the
default language and columns for translations are provided. You can then send the Excel sheet to
your translators and import the translated content back.

Alternatively, you can create a multi-step approval workflow that includes automated export of your
content. Export formats are pluggable and can easily be extended to support any custom format you
might need.
The Excel file includes a link to each page on the published site to make it easy for translator to see
the text in context.

7.10.1

Exporting content for translation

To access the content translation tool, open Tools > Content Translation in the main menu in
AdminCentral.
To download a file for translation:
1. In the Download text for translation area either enter the page path in the Start page field
or select it from the tree by clicking on the Choose button. The start page is the parent page
and all sub-pages will be included in the download file.
2. Select the file format by choosing either the Excel (Xls) or Comma Seperated Values (CSV)
option.
3. Click Download file.
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The download file contains four standard columns (or comma separated headings):
Modification date of page.
Key: message bundle key used by Magnolia to render the translated content.
Link to page: page URL for easy access by the translator.
Title: title of each content node.
Default Language: default language text of each content node.
Language: empty columns for each language configured for the site. German (de) in the example
below.

The translator(s) now has ready access to all necessary information and can simply include the
translation in the provided column(s).
Once the translated content has been inserted into the column(s), you can upload the file to populate
all of the content nodes.

7.10.2

Uploading a translated file

1. In the Upload translated texts area, select the file from your computer using the Browse
function.
2. Select the file format.
3. Select Overwrite existing values to overwrite any current content.
4. Select Import empty values if you do not want the default language content to render in the
absence of translated content.
5. Click Upload file.
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After uploading, when you open the page and select the language that corresponds to the newly
translated content (German (de) in this example) in the selector box in mainBar, the fields are
populated with the translated content from the uploaded file.

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Inbox Workspace

8 Inbox Workspace
8.1 General
The Inbox workspace facilitates communication between different role players within an
organization with regard to the activation of the various elements of Magnolia. Only activated
information or data is available for use in the public instance.
The Website and Documents workspaces both contain Activate and Activate incl. Sub
pages/nodes commands.

If the Workflow module is running on an installation, for the activation of a page, file or node to be
completed, it is necessary for it to be approved by the individual responsible for this. The approval
process takes places in the Inbox workspace.
The Workflow module can be configured to facilitate numerous types of communication, but in the
standard Magnolia installation, it is limited to activation requests.
When activation of an element is requested, in both the Website and Documents workspaces, the
individual requesting activation receives a message that the workflow process has started and the
appropriate person notified of the request.

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The activation request is then sent to the Inbox workspace, where it can be either processed or
rejected by the individual responsible for this. If they have the requisite permissions, the individual
requesting the activation, can also view and comment on the activation process or cancel the
request.

This section of the manual discusses the elements and commands of the Inbox workspace. How to
request the activation of a page, folder or file in the Website or Documents workspace is discussed
Managing Pages in AdminCentral Activating and De-activating Pages (link) and Documents
Workspace Activating and De-activating Files and Folders (link).

8.2 Opening the Workspace


When you launch AdminCentral, the Website workspace opens, by default.
To open the Inbox workspace, click on the Inbox button in the navigation pane.

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When you click on the Inbox button, the workspace area reloads to display the Inbox workspace.

How to open AdminCentral is discussed in Getting Started Opening AdminCentral (link).

8.3 Workspace Area


8.3.1 General
The workspace area of the Inbox workspace has six columns:

Icon: the icon representing the page, folder or file.

Workitem: the page, folder or file name that forms the subject matter of the activation request.

Repository: the workspace in which the request originated.

Comment: Comments accompanying the request.

Date: the date of the request.

When requesting the activation of an item, it is possible to include a comment about the request in
the Website and Documents workspaces. In these workspaces, when you click on the Activate this
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page/node or Activate incl. sub pages/nodes commands, the Magnolia Edit dialog opens, where you
can include a comment about the activation request. The comment inserted in this dialog appears in
the Comment column of the Inbox workspace.

8.3.2 Selecting Rows


All commands in the Inbox workspace are item specific and in order to work with a specific item, it is
necessary to select or highlight the items row.
To select a specific item, click anywhere within the item row. When you point anywhere within the
row, it becomes highlighted by a light blue rectangle, and when you click, the rectangle darkens,
indicating that the row is selected.

8.3.3 Command Bar


The command bar is located at the bottom of the workspace area. As all commands are item
specific, the commands are only clearly visible and usable when you select a row.
To use any command in the command bar, select the relevant row and then click on the
appropriate command.

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Each command is discussed in an individual section.

8.3.4 Command Menu


You can also access the commands in the command menu, which is activated by right-clicking
with your mouse. The commands may be used either in the command bar or in the command menu.
To use any command in the command menu, select the relevant row, then right-click anywhere
within the highlighted row to activate the menu, and then click on the appropriate command in the
menu.

As an alternative to first clicking on a row to select it and then right-clicking within the highlighted row
to activate the menu, you can also simply right-click anywhere within a row to activate the menu.
When you point anywhere within the row, it becomes highlighted by a light blue rectangle and when
you right-click, the rectangle darkens, indicating that the row is selected, and the menu appears.

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8.3.5 Grouping Options


To the right of columns, there is a gray panel, which offers grouping and sorting options. This
panel is used to group or sort the items to the second level.

The first grouping level offers the choice to group by either repository or workflow type.
When you click on the Repository link in the Group by section, the workspace reloads to display
the items grouped by repository, i.e. the workspace in which the activation request originated.

The Inbox workspace can be configured to facilitate many types of workflows, but the standard
installation is only configured for activation requests. If more than one workflow type is available,
when you click on the Workflow link in the Group by section, the workspace reloads to display the
items grouped by workflow type.
The second sorting level, Sort Within Group by, allows you to sort the items by date within the first
grouping level. When you click on the Date link, the workspace reloads to display the items grouped
by date within the selected first grouping level.

8.4 Managing Items


8.4.1 Edit Workitem Command
The Edit Workitem command allows you to view the details of the activation request in the Edit
dialog.
To view the activation details, click on the Edit Workitem command in the command bar or menu.

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You can also open the Edit dialog by simply double-clicking on the icon in the first column of the
workspace.

8.4.1.1

Edit Dialog

When you click on the Edit Workitem command or double-click on the icon, the Magnolia Edit dialog
opens.
The Edit dialog has two tab areas: Activation and Workitem.

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8.4.1.1.1

Activation Tab Area

The Activation tab area has four fields: Repository, Path, Incl. subs and Sub items. The content of
these fields displays automatically and is not alterable in the Edit dialog.
8.4.1.1.1.1

Repository Field

The Repository field lists the repository or workspace in which the activation request originates.

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8.4.1.1.1.2

Path Field

The Path field lists the file path of the item within its repository.

8.4.1.1.1.3

Incl. Subs Field

The Incl. subs field is only applicable if the Activate incl. sub pages/nodes command was used to
initiate the activation request, i.e. if a higher-level page or folder and its subpages or subfolders and
files are being activated simultaneously. If this is the case, the Incl. subs box will be checked and in
the case of the activation of a single page or file, it will be unchecked.

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8.4.1.1.1.4

Sub Items Field

The Sub items field is only included in the Activation tab area of activation requests for multiple
items simultaneously, i.e. where the Activate incl. sub pages/nodes command was used to initiate
the request. This field lists all the sub items included in the activation request.
For each sub item, the icon, name, version, date and status is listed. It is possible to view the
specifics of each item using the Show Content command, which is activated by right-clicking within
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the row of any item. The Show Content command is also available in the Inbox workspace and is
discussed in Show Content Command.

8.4.1.1.2

Workitem tab

The Workitem tab area has two fields: Username and Comment.
8.4.1.1.2.1

Username Field

The Username field lists the user who initiated the activation request. This field displays
automatically and cannot be altered.

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8.4.1.1.2.2

Comment Field

The Comment field allows both the requestor and requestee to comment on the activation.
When you open the Edit dialog, the requestors initial comment is automatically included in the
Comment field. This comment also appears in the Comments column of the Inbox workspace.

Comments about the request may be added in the Comment field.

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All comments reflect in the Comment column of the Inbox workspace and can also be viewed by
reopening the Edit dialog.

Dependencies tab
If workflow is enabled, when an editor requests the activation of a page, the publisher can see all the
page dependencies and their activation status in the new Dependencies tab in the Edit Workitem
dialog in Inbox.

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8.4.2 Show Content Command


The Show Content command allows you to view the specifics of the web pages, folders or files.
To view the content, select the item row and then click on the Show Content command in the
command bar or menu.

8.4.2.1

Web Pages

When you select a web page and click on the Show Content command in the Inbox workspace, the
page opens in a new tab or window, where you can view its contents.

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There are no edit bars in this window as its purpose is to allow you to simply view its content.
Demo-project History page

If you navigate away from the page and then reopen it, the page reloads in the editing window, i.e.
the edit bars display and you can edit its contents. Amendments made in the editing window are
included if the page is later activated in the Inbox workspace and it is not necessary to first cancel
or reject the activation.
Demo-project History page editing window

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If you select a higher-level page that is to be activated simultaneously with its subpages, i.e.
where the Activate incl; sub pages command was used in the Website workspace to request the
activation, in the Inbox workspace, the higher-level page opens in a new tab or window.

There are no edit bars in this window, but if you open any of the subpages that are included in the
activation request, they will open in the editing window. Amendments made in the editing window are
included if the pages are later activated in the Inbox workspace and it is not necessary to first
cancel or reject the activation.
Demo-features Home page

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Demo-features Content Templates page

The Show Content command is also available in the Sub items field of the Edit dialog that opens
when you click on the Edit Workitem command. In this dialog, you can select any of the subpages
included in the activation request individually and view their content.

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8.4.2.2

Folders and Files

When you select a file and click on the Show Content command in the Inbox workspace, the
Magnolia Edit dialog containing the specifics of the selected file opens.

The content in the Edit dialog was previously inserted when the file was uploaded to, or last
amended in, the Documents workspace. In this dialog, you can download the file and view its
details in the Document and Meta Data tab areas. It is not possible to amend the contents of the
Edit dialog or file here and the dialog does not contain a Save button. Any amendments need to be
made by opening the Edit dialog in the Documents workspace. Using the Edit dialog in the
Documents workspace is discussed in Documents Workspace Managing Files - Uploading Single
Documents and Files (link).

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The content of folders are best viewed in the Sub items field of the Edit dialog that opens when
you click on the Edit Workitem command in the Inbox workspace.

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In this field all the subfolders and files are listed and you can view the specifics of, and download,
each file individually in the Edit Dialog, which opens when you click on the Show Content command.

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If you click on the Show Content command for a folder in the Inbox workspace, as opposed to in
the Sub items field, a blank Edit dialog opens, because it is only possible and necessary to include
specifics about files, and not folders, in the Documents workspace.

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8.4.3 Reject Command


The Reject Command allows you to reject the activation request.
To reject the request, select the relevant item and then click on the Reject command in the
command bar or menu.

When you click on the Reject command, the item no longer displays in the Inbox workspace.

In the workspace in which the activation request originated, the status indicator in the Status
column in AdminCentral remains red or orange, indicating that the page, file or folder is not
activated.

8.4.4 Proceed Command


The Proceed command allows you to activate the page, folder or file to complete the activation
process.
To activate an item, select its row and then click on the Proceed command in the command bar or
menu.
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When you click on the Proceed command, the item no longer displays in the Inbox workspace.

In the workspace in which the activation request originated, the status indicator in the Status
column in AdminCentral changes to green, indicating that the page, file or folder is activated.

8.4.5 Cancel Command


The Cancel command allows you to cancel the activation request and is extremely useful when
activation was requested in error.
To cancel an activation request, select the item row and then click on the Cancel command in the
command bar or menu.

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When you click on the Cancel command, the item no longer displays in the Inbox workspace or
forms part of the activation process.

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9 Data Workspace
9.1 General
Magnolias Data module facilitates the storage and management of structured data in AdminCentral.
Data storage is separate and independent from the site structure, but is retrievable for use on web
pages, among other uses.
The Data workspace can also be used in the same manner as any other database and allows for the
configuration and storage of structured data.
In the standard installation, numerous sub-workspaces have been established in the Data workspace,
including Types, JCR Browser, Config (Dialogs), Company (Example), RSSAggregator, Contact and
Category.

The Types and Config (Dialogs) areas allow you to set up and configure new workspaces within the
Data module and were used to establish the RssAggregator, Contact and Category workspaces.
Among other uses, the JCR Browser area allows you to view both the properties and content of the
workspaces established using the Types and Config (dialogs) areas.
This section of the manual concentrates on how to use the established workspaces i.e. the
RSSAggregator, Contact and Category workspaces. These are of more relevance to editors as they
are referenced by the Website workspace in the demo-project and demo-features websites. Items set
up in the:

Category workspace are used on all pages based on the Article and Large Article templates.
Demo-project Standard Article Page

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Contact workspace are used to create Contact teaser paragraphs.


Demo-features Aggregation Paragraphs Contact Address page

RSSAggregator workspace are used to create RSS Combined Feed and Feed List paragraphs.
Demo-features Aggregation Paragraphs RSS Aggregation page

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9.2 Opening the Workspace


When you launch AdminCentral, the Website workspace opens, by default. How to open
AdminCentral is discussed in Getting Started Opening AdminCentral (link).
To open the Data workspace, click on the Data button in the navigation pane and a drop-down menu
of the established areas of the Data workspace will appear.
To open any of the areas of the Data Workspace, click on the workspace name.

9.3 Workspace Layout


9.3.1 General
The workspace layout of all areas of the Data workspace is identical and consists of three columns:

Name: the name of the data item or node;

Status: the activation status of the item or node;

Date: the date on which the node was created or last modified.
RSS Aggregator Workspace

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Contact Workspace

Category Workspace

9.3.2 Selecting Rows


In order to work with a specific item, it is necessary to select or highlight the items row.
To select a specific row, click on any of the elements in the row. The elements refer to the item name,
status indicator or date.
When you point to any of the elements, the row becomes highlighted by a light blue rectangle, and
when you click, the rectangle darkens, indicating that the row is selected.
Category Workspace
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9.3.3 Commands
The commands available in the various areas of the Data workspaces are identical, except that some
sections additionally contain the New Folder and Activate incl. sub pages commands. When a new
workspace is set up, the option to include these additional commands is available. How to set up new
workspaces is discussed in xxxx.
Some commands are available in both the command bar, located at the bottom of the workspace and
the command menu, which is accessed by right-clicking with your mouse. Commands common to
both menus may be used in either menu.
The commands common to both menus are magnified in the screenshot below.
Category Workspace

Some commands are only available in either menu and these commands are magnified in the
screenshot below.
Category Workspace

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The Import from xml and Export tree to xml commands are beyond the scope of this manual and are
excluded, the rest of the commands are discussed in individual sections.
In both menus, to use any of the commands simply select the relevant item row, if appropriate, and
then click on the command.
Some commands are item-specific and therefore only clearly visible and usable when a row is
selected, while others are other only clearly visible and usable when a row is not selected.

9.4 Data Structure


Data within any section may be maintained in a hierarchical structure. The system is extremely
flexible and adaptable and there are various ways to create a tree structure. Data structures are
created using either the New Folder and New Item commands, or a combination of both. Using these
commands is discussed in Creating New Folders (link) and Creating New Items (link).
If the New Folder command is available in the workspace, items may be positioned within folders. It is
possible to create folders and subfolders, to an unlimited level, and data items may be stored within
folders and subfolders, or individually.
Unlike in the Website and Documents workspaces, items within a folder do not display directly
beneath the folders. Here all the folders are displayed first and the items beneath them. The
folder/item structure is easily identifiable and is demonstrated in the screenshot below.
Category Workspace

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Irrespective of whether the New Folder command is available, items may always be positioned as
sub-items and a sample structure of sub-items is demonstrated in the screenshot below.
Category Workspace

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9.5 Using the Commands


9.5.1 Creating New Folders
The New Folder command allows you to create folders, which can be used to structure data. Folders
and subfolders to an unlimited level are possible and individual items may be placed either within a
folder or individually on any level.
9.5.1.1

New Folder Command

To create a new first-level folder, click on the New Folder command in the command bar or menu,
without first selecting a row. If a row is currently selected, click on the Refresh command to deselect
all rows. Using the Refresh command is discussed in Refreshing the Workspace (link).
Contact Workspace

To create a subfolder, select the row of the higher-level folder and then click on the New Folder
command in the command bar or menu.
Category Workspace

When you click on the New Folder command, a new folder named untitled appears in the selected
position.
Contact Workspace

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9.5.1.2

Naming Folders

When you create a new folder or subfolder, it is named untitled, by default.


If you create more than one level-one folder or more than one subfolder within the same higher-level
folder, at the same time, sequential numbers, starting with zero, appear at the end of the word
untitled to distinguish the different folders or subfolders.
Contact Workspace

To rename a new or current folder:

Double-click on the current name.


Contact Workspace

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When you double-click, a white text box surrounds the current name. In this text box, highlight the
current name, insert the new one and then click on the Enter key on your keyboard to save it
Contact Workspace

When you press Enter, the window reloads to display the new folder name.
Contact Workspace

9.5.2 Creating New Items


The New Item command allows you to create new items. New items may be position within current
folders, as sub-items of current items or as first-level items.
To create a new first-level item, click on the New Item command in the command bar or menu,
without first selecting a row.
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To create a new sub-item or to position a new item within a folder, select the higher-level item or
folder row and then click on the New Item command in the command bar or menu.
RssAggregator Workspace

When you click on the New Item command, the Magnolia Edit dialog opens. The content of this dialog
depends on the workspace that you are working in.
RssAggregator Workspace

Using the Edit dialog in the RssAggregator, Contact and Category sections is discussed below in Edit
Dialog - RssAggregator, Contact and Category (links).
Once you have saved the content of the Edit dialog, the new item appears in the selected position.
RssAggregator Workspace

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9.5.2.1

Edit Dialog

New items are created in the Magnolia Edit dialog, which opens when you click on the New Item
command. The options available in this dialog depend on the workspace that you are working in.

RssAggregator Workspace
Items in the RssAggregator workspace are used in the Website workspace when creating RSS
Combined Feed and Feed List teaser paragraphs.
The Edit dialog in the RssAggregator Workspace has a single tab area: RSS Aggregators.

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9.5.2.1.1.1

Name Field

The Name Field allows you to name the new RSS aggregator.

The content of this field appears in the Name column of the RssAggregator workspace.

9.5.2.1.1.2

Title Field

The Title Field allows you to include a title for the feed. The title displays only in the Edit dialog and is
not used by the RSS Combined Feed and Feed List paragraphs in the Website workspace.
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9.5.2.1.1.3

Short Description Field

The Short Description field allows you to include a description of the feed. Like the title, the
description displays only in the Edit dialog and is not used by the RSS Combined Feed and Feed List
paragraphs in the Website workspace.

9.5.2.1.1.4

Feeds Fields

The Feeds field allows you to include the feed/s that will be included in the RSS aggregator, and you
may include as many individual feeds as you like. Initially, a single row containing two sub-fields, Title
and URL, is available.
To include the feed/s:

Insert a descriptive title of the first feed into the initial Title subfield and its URL into the URL
subfield.

To add a second feed, click on the Add button below the first row.

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When you click on the Add button, a second row containing Title and URL subfields appears. In
these subfields, insert the Title and URL of the second feed.

You can add as many feeds as you like, by repeating the procedure described above.

The feeds inserted in the Feeds field/s are used in the Website workspace to produce the content in
the RSS Combined Feed and Feed List paragraphs. In order for these paragraphs to render
meaningful content, it is necessary to import the feed data into Magnolia, and this is achieved using
the Import Data command, which is discussed in Importing Data (link).
In the Website workspace, the RSS Combined Feed paragraph renders content from all the feeds set
up in the Feeds field of the Edit dialog in the Data workspace. How to create a RSS Combined Feed
paragraphs is discussed in Working with Web Content Teaser Paragraphs RSS Feed Paragraphs
(link). When a user clicks on an item in the paragraph, the item opens on the host site, i.e. the
supplier of the RSS feed.
Demo-project New Section page (created)

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Item 1 RSS Combined Feed paragraph

Item 4 RSS Combined Feed paragraph

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The RSS Feed List paragraph renders content from all the feeds set up in the Feeds field of the Edit
dialog in the Data workspace, but here the feeds are displayed sequentially, in the order inserted in
the Data workspace. The individual field titles inserted in the Feeds field/s of the Edit dialog in the
Data workspace are used in the paragraph for each feed. How to create RSS Feed List paragraphs is
discussed in Working with Web Content Teaser Paragraphs RSS Feed Paragraphs (link).
Demo-project New Section page (created)

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If the field titles are left blank in the Edit dialog, the paragraph uses the feed title supplied with the
feed.
Demo-project New Section page (created)

BBC Feed

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9.5.2.1.1.5

Filters Fields

The Filters field allows you to filter the items that will display in the feed and more than one filter can
be applied. For example, it is possible to display only one or more categories within the feed. Filters
apply to all feeds included in the Feeds fields. If no filters are applied, all the items in the feed will be
included in the paragraph.
To demonstrate the filters, we set up a RSS aggregator containing a single feed: BBC News World
Edition.
Each Filters field contains three boxes:

The first box allows you to set the condition for the filter and there are three options: AND, OR
and NOT. To access the list of options, click on the small down-arrow on the right of the box and
the list will appear. Make your selection by clicking on the relevant option and it will be inserted
into the box.

The second box allows you to select from a set of predefined options, which are commonly found
in RSS feeds: Category, Title, Author and Description. To access the list of options, click on the
small down-arrow on the right of the box and the list will appear. Make your selection by clicking
on the relevant option and it will be inserted into the box.

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The third box allows you to define the value that will be used to meet the condition and option
included in the first two boxes.

To add second and further filters, click on the Add button below the first row and a second row will
appear. Fill in the individual fields as described above and then click on the Add button to insert
third and further filters. You can include as many as you like.

Below are a number of examples that demonstrate the practical application of Filters in RSS feeds.
The first screenshot is of the BBC News Worldwide feed in the RSS Feed List paragraph in the
Website workspace. With no filters applied, the RSS Feed List paragraph displays news articles from
around the world.
A comparison of this screenshot to those that follow should clarify their functioning.
BBC News Worldwide

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Example 1:
The AND condition displays only those items which match both the option selected in the second box
and the value inserted in the third, and excludes all others.
Data Workspace RssAggregator section

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Demo-project New Section page created

Example 2:
The NOT condition displays all items except those which match the option selected in the second box
and the value inserted in the third, and excludes all others.
Data Workspace RssAggregator section

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Demo-project New Section page created

Example 3:
The NOT condition can be included in multiple filters and items which meet all conditions will be
excluded.
Data Workspace RssAggregator section

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Example 3:
AND and NOT conditions can be combined in sequential filters to refine the feed by the options
available in the second box in the Filters field.
Data Workspace RssAggregator section

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Demo-project New Section page created

Contact Workspace
Items in the Contact workspace are used in the Website workspace to create Contact teaser
paragraphs.
Demo-features Aggregation Paragraphs Contact Address page

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When you click on the New Item command in the Contact workspace, the Edit dialog opens.

The Edit dialog has three tab areas: Personal, Company and Contact.

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9.5.2.1.1.6

Personal Tab Area

The Personal tab area allows you to include the contacts personal details and upload an image. The
available fields are mostly self-explanatory.
In the fields provided, insert the personal details of the contact.

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Magnolia uses the User Id field to identify the contact and the content of this field appears in the
Name column of the Contact workspace.

The Photo ID field allows you to upload a photo or other suitable image to display in the Contact
paragraph. The Browse button in the Photo Id field facilitates the upload and works in the same way
as most upload functions. How to use the upload function is discussed in Working with Web Contact
Images Inserting Images Uploading Images (link).
9.5.2.1.1.7

Company Tab Area

The Company tab area allows you to include the contacts business details. These fields also are
mostly self-explanatory.
In the fields provided, insert the business details of the contact.

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9.5.2.1.1.8

Contact Tab Area

The Contact tab area allows you to include the contact details for the contact. These fields also are
mostly self-explanatory.
In the fields provided, insert the contact details of the contact.

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9.5.2.1.1.9

Contact Paragraph Website Workspace

In the Website workspace, when you create a new Contact teaser paragraph, the Internal Link button
in the Contact field of the Teaser dialog opens a new dialog containing all contacts set up in the Data
workspace.

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When you select the new contact and save the content of the Teaser dialog, the resultant paragraph
displays the detail contained in the Edit dialog of the Contact workspace.
Demo-project New Section page (created)

How to create a new Contact paragraph is discussed in Working with Web Content Teaser
Paragraphs Standard Teaser Paragraphs Contact Paragraph (link).

Category Workspace
Items in the Category section are used in the Website workspace in the Article Header paragraph of
Article and Large Article templates, and in the Category Cloud and Related Categories teaser
paragraphs.
Demo-project About Articles Standard Article page

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Demo-project Home page (modified)

Demo-project Service Family Category Overview page

When you click on the New Item command in the Categories workspace, the Edit dialog opens.
Categories Workspace

The Edit dialog has a single tab area: Category.

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9.5.2.1.1.10 Category Tab Area

The Category tab area allows you to set the properties for the new category.
9.5.2.1.1.10.1

Category Name Field

The Category name field allows Magnolia to identify the category.


In the Category name field, insert the name of the new category.

The content of the Category name field displays in the Name column of the Category workspace.

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9.5.2.1.1.10.2

Display Name Field

The contents of the Display name field displays in the Website workspace in the various paragraphs
that make use of categories, and can be completely different from the category name.
In the Display name field, insert the name that you would like to display in the Website workspace.

In the Website workspace, the display name displays in the various paragraphs.
Demo-project About Articles Standard Article page (modified)

9.5.2.1.1.10.3

Importance Field

The Category Cloud teaser paragraph uses the Importance field to vary the font size of the different
categories according to the importance level set in the Categories workspace.
Demo-project Home page (modified)

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The importance levels vary from 1 to 5, with 5 being the most important and 1 the least important.
To set the importance level for the category, click on the small down-arrow on the right of the field and
the list of options will appear. Next, click on the appropriate level and it will be inserted into the field.

9.5.2.1.1.10.4

Related Categories Field

The Related Categories field allows you to select other categories in the Categories workspace that
relate to or have something in common with the category. Related categories display in the Related
Categories teaser paragraph, which is unique to the Category Overview template.
To select the related categories:

Click on the Choose button in the Related Categories field.

When you click on the Choose button, a new dialog containing all the established categories in
the Data workspace opens. In this dialog, select a category by clicking on it and then click on the
OK button at the bottom of the dialog.

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When you click on the OK button, the second dialog closes, returning you to the Edit dialog,
where the file path of the selected category appears in the first Related Categories field. To select
second and further categories, click on the Add button below the first field.

When you click on the Add button, a second field appears and you can select the next category
by repeating the procedure described above.

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You can add as many related categories as you like. To delete or change a selected category,
click on the relevant Delete or Choose button. When you click on the Choose button, the dialog
containing all the categories opens where you can select a different category.

9.5.2.1.1.11 Related Categories Paragraph Website Workspace


In the Website workspace, if you assign the new category to an article page, by selecting it in the
Categories tab area of the Article Header dialog, the category display name appears in the Article
Header paragraph.

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Demo-project Health Article page (created)

When you click on the category, the Category overview page of the selected category opens. By
default, the Related Categories teaser displays in the first position of the extras area, and the
categories selected in the Related Categories field display in the paragraph.

How to create an Article Header paragraph and a Related Categories teaser paragraph is discussed
in Working with Web Content Paragraph Types Body Content Paragraphs Header Paragraphs
(link) and Teaser Paragraphs Standard Teaser Paragraphs Related Categories Paragraph (link).

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9.5.3 Editing Items


The Edit Item command allows you to open the Edit dialog of a current item to change the properties
by amending the content in the dialog.
To open the Edit dialog of a current item, select the item and then click on the Edit Item command in
the command bar or menu.
Contact Workspace

You can also open the Edit dialog by simply double-clicking on the icon to the left of the item name.
Contact Workspace

When you click on the Edit Item command or double-click on the icon, the Edit dialog of the selected
item opens.

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In the Edit dialog, you can amend any of the fields by inserting different information or making new
selections. How to insert content in the various Edit dialogs is discussed in Creating New Items (link).

9.5.4 Deleting Items


9.5.4.1

Deleting Single Items and Folders

The Delete command allows you to delete current items and folders and is available in both the
command bar and the command menu.
To Delete an Item or folder, select the item row and then click on the Delete command in the
command bar or menu.
Contact Workspace

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When you click on the Delete command, a warning dialog opens asking you to confirm your choice.
Click on the OK button to do so.
Contact Workspace

When you click on the OK button, the warning dialog closes, the workspace reloads and the deleted
items no longer appears in the list of items.
9.5.4.2

Deleting All Items and Folders

The Delete All command allows you to delete all items in the workspace simultaneously, and is
available only in the command bar.
To delete all the items in the workspace, click on the Delete All command.
Contacts Workspace

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When you click on the Delete All command, the workspace reloads to display a blank workspace.
Contacts Workspace

9.5.5 Copying and Moving Items and Folders


The procedure for copying and moving items and folders is identical, except that when moving them,
the original is removed from its original location and no longer exists there, whereas when copying
them, the original remains in its original location and also exists in its duplicate location.
Items are copied using the Copy command and moved using the Move command.
Copied and moving items can be positioned in any location within the structure by simply dragging
them from the original location and dropping them in the new one.
You can copy and move individual items or entire folders, including their subfolders and items. When
you copy or move a folder, the entire contents of the folder is also copied or moved.
Both commands are available only in the command menu.

To copy an item or folder, select its row, then right-click anywhere in the workspace area, other
than on an item or folder element, to activate the command menu, and then click on the Copy
command in the menu.
Category Workspace

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To move an item or folder, select its row, then right-click anywhere in the workspace area, other
than on an item or folder element, to activate the command menu, and then click on the Move
command in the menu.
Category Workspace

When you click on the Copy or Move command, a duplicate of the item name and icon attaches to
your mouse pointer and will move with your pointer. You can now drag the duplicate to its new or
duplicate location within the item or folder structure.
Category Workspace

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To position the copied or moving item or folder between current items or folders, drag the
duplicate name and icon to the location that you would like it to appear in, and then click on the
new location. When you indicate with your mouse pointer to a possible location, a solid line
appears.
Category Workspace

When you click on the new location, the workspace reloads and your duplicate or moved item or
folder appears in the location that you positioned it in.
Category Workspace

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To position the copied or moving item or folder in as a sub-item or within a folder, drag the
duplicate name and icon to the item or folder and click on the item or folder name.
Category Workspace

When you click on the item or folder name, the workspace reloads and the duplicate or moved
item or folder appears in the location that you positioned it in.
Category Workspace

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9.5.6 Activating and De-activating Items and Folders


Activation is the process of publishing items to one or more public instance of Magnolia. Until
activated, items are only viewable in the author instance.
De-activation is the process of removing items from, the public instance/s, while they remain available
in the author instance.
9.5.6.1

About Activation

In a typical Magnolia installation, there is a single author instance and one or more public instance/s.
When an item is activated, Magnolia simply copies it from the author instance to the public instance/s.
When you amend activated items and folders, it is necessary to reactivate them in order for the latest
information to be publically available.
In certain instances, whether an item or folder is activated immediately or not, depends on the
modules of Magnolia installed and the procedures relevant to your organization. If, for example, the
Workflow module is running, you may have to wait for someone else, typically a publisher, to approve
the activation. If the Workflow module is not running, items are activated immediately.
The activation status of each item or folder is indicated in the Status column of the Data workspace.
There are three possible indicators:

Red: the item or folder has never been activated or has been de-activated;

Green: the item or folder has been activated;

Orange: the item or folder has been activated, but has been modified since its last activation.
Category Workspace

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When items are structured, i.e. when they are contained within folders or positioned as sub-items, it is
necessary to activate the folder of higher-level item, before activating the single items or sub-items.
Category Workspace

Three commands facilitate the activation of items and folders, the:

Activate this node command is used to activate single items or folders;

Activate incl. sub pages command is used activate multiple folders and/or items in a structure
simultaneously;

Activate all command is used to activate all folders and items in the workspace simultaneously.

While the Activate this node and Activate all commands are available in the RssAggregator, Contact
and Category workspaces, the Activate incl. sub pages is available only in the Contact and Category
workspaces, and not in the RssAggregator workspace. The Activate incl. sub pages command is only
available if the New Folder command is available in the workspace.

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9.5.6.2

About De-activation

De-activation is the process of removing items and folders from the public instance/s so that they are
no longer publically visible.
When you deactivate an item or folder, Magnolia removes it from the public instance/s.
Even if an item or folder has been de-activated, it will still be available in the Data workspace of the
author instance for further use.
There is a major difference between de-activating items and folders, and deleting them. When you
delete an item or folder in the Data workspace in the Author instance, Magnolia first automatically deactivates and then removes it from both instances. On the other hand, when you de-activate an item
or folder, it is only removed from the public instance/s, but is still be available in Data workspace in
the Author instance.
Two commands facilitate the de-activation of items and folders, the:

De-activate command is used to de-activate single items or folders.

Deactivate all command is used to de-activate all folders and items in the workspace
simultaneously.

9.5.6.3

Activating Single Items and Folders

The Activate this node command allows you to activate a single item or folder and is available in both
the command bar and the command menu.
Before you can activate a single item contained within a folder, or a sub-item, it is necessary to first
activate the folder and/or the higher-level item.
If the Workflow module is running on the installation, the items will only be activated after approval,
and not immediately, as is the case if it is not running.
Both items and folders are activated in exactly the same manner.
To activate a single item or folder:

Select the item folder row and then click on the Activate this node command in the command bar
or menu.
Category Workspace

When you click on the Activate this node command, if the workflow module is not running on your
installation, your file or folder will be activated immediately and its status will be reflected as green
in the Status column in the Data workspace.

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If the workflow module is running on your installation, when you click on the Activate this node
command, a message dialog opens advising you that the request has been initiated. Click on the
OK button in this dialog to return to the Data workspace area.

Category Workspace

The activation request is sent to the person responsible for approving requests and can be
viewed in the Inbox workspace, if you have the requisite permission to access this workspace. To
open the Inbox workspace, click on the Inbox button in the navigation bar in AdminCentral and the
Inbox workspace will open. Working in the Inbox workspace is discussed in Inbox Workspace
(link).
Inbox Workspace

Once your activation request is approved, the status indicator of the item or folder will change
from red to green in the Data workspace.
Category Workspace

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9.5.6.4

Activating Multiple Items and Folders

It is possible to activate an entire node or structure containing folders and items simultaneously, using
the Activate incl. sub pages command.
If the Workflow module is running on the installation, the items will only be activated after approval,
and not immediately, as is the case if it is not running.
The Activate incl. sub pages command is available only in the command menu.
To activate multiple items and/or folders:

Select the row of the highest-level folder or item, then right-click anywhere in the workspace area,
other than on an item or folder element, to activate the command menu, and then click on the
Activate incl. sub pages command in the menu.

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When you click on the Activate incl. sub pages command, if the workflow module is not running
on your installation, your file or folder will be activated immediately and its status will be reflected
as green in the Status column in the Data workspace.

If the workflow module is running on your installation, when you click on the Activate this node
command, a message dialog opens advising you that the request has been initiated. Click on the
OK button in this dialog to return to the Data workspace area.
Category Workspace

The activation request is sent to the person responsible for approving requests and can be
viewed in the Inbox workspace, if you have the requisite permission to access this workspace. To
open the Inbox workspace, click on the Inbox button in the navigation bar in AdminCentral and the
Inbox workspace will open. Working in the Inbox workspace is discussed in Inbox Workspace
(link).
Inbox Workspace

Once your activation request is approved, the status indicator of the item or folder will change
from red to green in the Data workspace.
Category Workspace

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9.5.6.5

Activating All Items and Folders

The Activate All command allows you to activate all items in the workspace simultaneously, and is
available only in the command bar. The Activate all command does not invoke the workflow module
and the items and/or folders are activated immediately.
To activate all the items in the workspace, click on the Activate all command in the command bar.
Contacts Workspace

When you click on the Activate all command, the workspace reloads and the status indicator of all
items changes to green.
Contacts Workspace

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9.5.6.6

De-activating Single Items and Folders

The De-activate command allows you to de-activate single items or folders and is available in both the
command bar and the command menu.
When you de-activate a higher-level item or folder, all the items and/or folders beneath it are also deactivated. In other words, it is not possible to de-activate a higher-level item or folder without also deactivating the entire item and/or folder structure.
Both items and folders are de-activated in exactly the same manner.
The Workflow module is not invoked when de-activating and the de-activation occurs immediately.
To de-activate a single item or folder:

Select the item or folder row and then click on the De-activate command in the command bar or
menu.
RssAggregator Workspace

When you click on the De-activate command, the workspace reloads and the status indicator of
the selected item or folder changes to red.
RssAggregator Workspace

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9.5.6.7

De-activating All Items and Folders

The Deactivate all command allows you to de-activate all items in the workspace simultaneously, and
is available only in the command bar.
To de-activate all the items in the workspace, click on the Deactivate all command in the command
bar.
RssAggregator Workspace

When you click on the Deactivate all command, the workspace reloads and the status indicator of all
items changes to red.
RssAggregator Workspace

9.5.7 Item Versions


Magnolia has built-in versioning, which automatically saves previous versions of items and allows you
to revert to then, if necessary.
There is an important difference between saving items and activating them. Only when an item is
activated, i.e. published to the public instance/s, a new version is created and stored.
The standard installation of Magnolia is configured to store the ten most recent versions of an item.

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9.5.7.1

Versions Command

Item versions are accessed using the Versions command, which is available only in the command
menu.
To access previous versions of an item, select the item and then click on the Versions command in
the menu.

When you click on the Versions command, the Versions workspace opens in a new window.

Versions Workspace
The versions of the selected item display in the Versions workspace.
The Versions workspace has its own set of commands, which are available in the command bar at the
bottom of the workspace, and in the command menu, which is accessed by right-clicking with your
mouse. There are two commands in the workspace: Show and Restore.
The item information area of the workspace has three columns:

Name: item name;

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Date: date on which the item was activated. By default, the date is displayed in ascending order,
with oldest version appearing in the first row and the newest in the last row;

User: user who activated each version of the item.

To the right of the columns, there is a gray panel, which facilitates different grouping options.

9.5.7.1.1.1

Grouping Options

By default, the versions display in ascending date order. The grouping options allow you to sort the
versions to the second level.

The first grouping level is by User, and the link, displays beneath the Group by category heading.
To sort the versions by User, click on the User link and the workspace will reload to display the
versions grouped by User.
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The second grouping level headed, Sort within a Group by, allows you to group the versions, within
the first sorting level, by date.
To sort by date, click on the Date link and the workspace will reload to display the versions grouped
first by User, and then by Date in ascending order.

9.5.7.1.1.2

Using the Commands

Two commands, Show and Restore, are available in the Versions workspace and are both available
in the command bar and the command menu. You can use the commands in either menu.
To use the command bar, select the version you would like to work on and then click on the relevant
command in the command bar.

The command menu is activated by right-clicking with your mouse. There are two alternative ways to
activate and use the command menu:

Alternative 1:

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Select the version by clicking anywhere within the row, then right-click anywhere within the
highlighted row to activate the command menu, and then click on the relevant command in the
menu.

Alternative 2:
Without first selecting a row, point to and right-click anywhere within a row and then click on the
relevant command in the menu.
When you point, the row becomes highlighted by a light blue rectangle and when you right-click,
the rectangle darkens, indicating that the row is selected, and the command menu appears.

9.5.7.1.1.3

Show Command

The Show command opens the Edit dialog of the selected version, where you can view the particulars
of the version. Working in the Edit dialog is discussed in Creating New Items - Edit dialog (link).
To open the Edit dialog using the Show command, select the row of the version you would like to
view, and then click on the Show command in the command bar or menu.

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When you click on the Show command, the Edit dialog of the selected version opens. It is not
possible to amend information in the Edit dialog and for this reason the dialog does not have a Save
button.

9.5.7.1.1.4

Restore Command

The Restore command restores the selected version of the item as the available version in the Data
workspace.
To restore a version, first select it and then click on the Restore command in the command bar or
menu.

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When you click on the Restore command, a message dialog opens advising you that the selected
version has successfully been restored as the available version in the Data workspace. In this dialog,
click on the OK button to complete the restoration of the version.

9.5.8 Refreshing the Workspace


The Refresh command allows you to refresh or reload the Data workspace.
While the workspace will reload automatically after using most commands, this added function can be
extremely useful. For instance, when you have selected a row in error and would then like to deselect
all rows, or when a number of folders and items are expanded and would like to collapse them all
simultaneously.
The Refresh command is available in both the command bar and menu.
To refresh the workspace, click on the Refresh command in the command bar or menu.
Category Workspace

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When you click on the Refresh command, the workspace reloads and in the refreshed workspace, all
of the previously expanded subfolders are collapsed and only level-one folders and files display.
Category Workspace

9.5.9 Importing Data


The Import Data command allows you to import data into the workspace and its behavior depends on
the configuration of its import mechanisms, which are beyond the scope of this manual.
The Import Data command is only available in the command bar.
9.5.9.1

Contact and Category Workspaces

In the Contact and Category workspaces, no import handler is configured and clicking on the
command therefore results in an error message.
Contact Workspace

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9.5.9.2

RssAggregator Workspace

In the RssAggregator workspace, the Import Data command is configured to retrieve the content of
the feeds set up in the Feeds field of the Edit dialog.
To demonstrate the behavior of the command, we set up a new feed in the RssAggregator
workspace, which displays ESPN Sports headlines.

In the Website workspace, if you link to this RSS Aggregator in a RSS Combined Feed or Feed List
paragraph, the items in the feed do not display until you have imported them into Magnolia.
Demo-project ESPN Sports page (created)

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To import the feed items, in the RssAggregator workspace, select the feed and then click on the
Import Data command in the command bar.
RssAggregator Workspace

After importing the data in the Data workspace, the RSS paragraphs in the Website workspace
display the feed items.
Demo-project ESPN Sports page (created)

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Magnolia 4.4 User Manual for Editors

Data Workspace

You can also view details of the feed items in the JCR Browser area of the Data Workspace. Working
in the JCR Browser workspace is discussed in xxxx (link).

2006-2011 Magnolia International Ltd.


Version 1.1 - Jan 2011

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Magnolia 4.4 User Manual for Editors

Data Workspace

9.6 Setting Up Data Workspaces

2006-2011 Magnolia International Ltd.


Version 1.1 - Jan 2011

658

Magnolia 4.4 User Manual for Editors