Table of Contents
Introduction­
Logging In
The Website Browser
Admin Screen Diagram
Creating a Page
Edit Mode Diagram
Creating Content
Reusing Existing Content
Editing Existing Content
Inserting Images to a Content box
Creating a Folder
Creating Sub-Folders.
Uploading a File
Replacing Existing Files
Links
Creating a Menu Link
Creating an Email Link
Creating Tables
Archiving
Introduction
In order to provide a more unified, more up-to-date web presence, the
Office of Marketing and Community Relations has implemented a Content Management System (CMS) to allow for more timely maintenance of
the USC Aiken Website.
A CMS is a web-based application designed to simplify adding and
editing content to a website. The USC Aiken CMS system is designed so
that web associates can maintain their pages and not be concerned about
disrupting the look or feel of the page.
In order to maintain a more unified presence, the CMS limits font and
color usage, but also provides
•
•
•
Automatic menu generation
Easy image upload
A Means to access and edit content from any web browser.
How To Use This Manual
This manual is designed to provide instruction on some of the basic
functions of USC Aiken’s CMS system. Every attempt has been made to
provide images and diagrams when appropriate in order to simplify the
process of editing your content. For more advanced questions or to set up
more advanced options contact the Web Development Office at 641-2837
or LaurenC@usca.edu
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Best practices while working with dotCMS
It is our duty as a campus to make sure our website is up-to-date , well organized and pleasant for our viewers. This manual was designed to help you succeed at making a great website.
Below are a list of helpful reminders and practices to help working in dotCMS a lot easier
• It is important to remember that as a University we share the site and content space. When
you title any content box it is best that you include your department and page title that the
content will reside, e.g. ”Marketing:Web Resources Home.” By giving each content box
a specific title it will make the it easier to locate when/ if you choose to reuse the content
box.
• When structuring your website, be sure to keep folders organized. Practice putting web
pages, menu links, images, and documents in the appropriate folder.
• Be sure to keep folder clean. If you are not using a document, image or HTML, page it is
best to unpublish it and archive it.
• If your page requires you to update documents regularly, dotCMS allows you to replace
the older document with the new one.
• When creating content for your web page, it is best to refrain from altering the font type.
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Logging In
The CMS system is web-based, so you can
login to the system from any web browser.
To login simply:
• Type http://web.usca.edu/admin in the
web browser
• Enter your Network Username and
Password
• Click “Sign In”
Note: Your username is NOT your full email address. In almost all cases your network username will
be the first part of your email address WITHOUT THE @USCA.EDU. Some browsers may automatically populate the ID Box with your full email address. This will need to be changed or you will get a
login error. (ex. JHSmith)
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The Website Browser
The initial screen when you first log in will be of the
“Home” tab. In order to access all of your files and
folders, and contribute content you will need to:
• Click the tab titled “Website” or “Site Browser”
• The Site Browser will be where you find all your
folders and files that you have access to. From
here, you will also be able to create new folders,
pages and upload images.
The Site Browser has two columns. The Sites and
Folders (far left) column will show you any folders
that you have access to and any sub-folders.
When you select a folder in the Sites and Folders
column, all of its contents including the sub-folders,
will appear in the far right column.
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Site and Folders: Shows a
tree os sites that you have
permission to view.
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Name: Shows the URL
of a webpage.
Status: This shows the staus of a page or
file. Green mean s “Published” , Yellow mean
“Unpublised” and Red means “Archived”
Add New: Click to create
a new HTML page,folders,
menu link or upload file
Show Archived: Shows all
Menu: This shows the order of
a page on the navigation menu.
Description: Shows the friendly name
of a page.
archived pages and files in a
folder
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Creating a Page
1. Navigate to your desired folder
2. In the upper right hand corner, click the Add
New drop-down menu and selct HTML Page.
3. On the Basic Properties tab:
a. Page/Menu Title – Enter the desired title. DO NOT use acronyms.
b. Page URL – It will be automatically filled in after selected the field.
Note:Change it to “index.html” to
make the page into an index page.
c. Template – Click to choose the desired template.
4. Click the Advanced Properties tab.
a. Show on Menu – Check if desired.
Note: It will show the page’s title on the navigation menu.
5. Once your properties are set click “Save” or “Save and
Publish”
Note: This screen will also be referred to as “PAGE PROPERTIES” where changes such as the Template, Page Title,
and Show on Menu can be adjusted.
Editing a Page
Views: Change views by clicking
Edit, Preview or Live.
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Publish Page: Click this to Publish the webpage.
Page Properties: Click this to change the Page Title, Template, URL, or “Show
on Menu” option.
Admin Screen:
Click this to return
back to the Admin
Screen. (Tree of view
od sites and folders).
Menu Sorter: Click this to manually arrange
the menu order.
Add Content: Click this to Add
new content, reuse content, add a
widget , or form.
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Creating Content
1. Locate the desired page and double-click it to
enter the page Edit mode.
2. In the upper right corner, click Add Content >
New Content.
3. In the Title field, enter the title for the content
that best describes it. Remember to give it a
specific name, e.g. “Marketing: Web Resources
4. In the Body text area, type in the text that will
be displayed on the page.
5. To save the content, choose one of the following:
a. Save: This will only save the content without
publishing it.
b. Save/ Publish: This will save and publish the
content, making it immediately visible to the
viewer.
Reusing Existing Content
Note: When editing a reused
content box the changes made will
affect the original as well as
all reused content box.
1. Locate the desired page and
double-click it to enter the page
Edit mode.
2. In the upper right corner, click
Add Content > Reuse Content.
3. When the Search window
appears enter the title of the
content box you wish to reuse.
4. Locate the desired content in
the matching results list.
5. Click Select
Editing Exsiting Content
1. Locate the desired page and double-click it to
enter the page Edit mode.
2. Locate the desired content on the page.
3. In the upper left corner of the content, click
Edit Content.
4. On the left side, click Lock for Editing.
5. Edit the desired field(s).
6. On the left side, click Save or Save /Publish.
Inserting Images to a Content Box
Note: All the images must be uploaded and
published into dotCMS before adding to a
content box.
1. Create or edit a content box.
a. For existing content, click Lock for Editing.
2. In the Body text area, place the cursor at the desired location.
3. From the toolbar, click the Insert/Edit Image
icon.
a. The Insert/Edit Image window appears.
4.On the right of Image URL field, click the Browse icon.
5. On the left, use the plus (+) button to locate
the images folder.
6. Click the images folder and select the
desired image.
7. Enter the Image Description and Title.
a. If desired, click the Appearance or the
Advanced tab to modify additional
image options.
8. Click Insert.
9. If desired, repeat step 2 – 8 to add more
images.
10. Click Save or Save / Publish when finished.
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Folders
Creating a Folder
Note: All folders showing on menu must have an
index page.
1. Click the folder in which the
new folder will reside.
2. Click Add New > Folder
3. In the Properties window, fill in the
following:
a. Title – Enter the desired name for the folder (use full names instead of
acronyms or abbreviations).
Note: This text will show on the
navigation menu if Show on Menu is
checked.
b. Name (URL) – It will be automatically
filled in after selecting the field.
Note: To change the URL: keep it short,
only use lower case, use a hyphen to
separate words, and DO NOT use
spaces between words.
c. Show on Menu – Check the box if the
folder should be shown on the menu.
d. Default File Asset Type - In this drop down menu select Document. This way all images and files will show properly.
4. Click Save.
Creating a Sub-folder for Images or
Documents.
Note: Image or document folders do not need
an index page.
1. Navigate to the desired folder.
2. Click Add New > Folder
3. In the Properties window, fill in the
following:
a. Title – Enter the desired name for the folder (use full names instead of
acronyms or abbreviations).
b. Name (URL) – It will be automatically
filled in after selecting the field.
c. Show on Menu – Keep it unchecked.
d. Default File Asset Type - In this drop down menu select Document. This way all images and files will show properly.
4. Click Save.
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Uploading a File
Note: All Images should be descriptively named, edited,
and/or resized before being uploaded. (the recommended
maximum width of an image is 650px).
Note: All PDF files should be
descriptively named, edited, and accessible
before being uploaded.
1. Locate the desired images or documents folder.
2. In the upper right corner, click the Add New drop-down
menu and select “Image or File” or “Multiple Files”.
3. Locate and Open the desired file(s)
a. To select multiple files, press and hold the Ctrl key and
click the desired files. (Command Key for Mac)
4. Click Save.
5. Right-click on the new file > select Edit
6. Click Lock for Editing.
7. In the Title field, enter a descriptive title for the image or
file.
8. In the Description field, enter a description of the image
or file.
9. Click Save/Publish.
Replacing Existing Files or Images
1. Locate the desired file/image and right on click it.
2. On the left side, click Lock for Editing to release the
lock.
3. In the File Asset section, click Remove.
4. Click Browse… to select and Open the new file.
5. When finished, click Save / Publish.
Links
Linking to an External/Internal Page
1. Create or edit a content box
2. In the Body text area, highlight the desired
link text.
3. From the tool-bar, click the Insert/Edit Link
icon
4. For an external link:
a. In the Link URL field, enter or paste the
web page URL.
5. For an internal link:
a. On the of the Link URL field, click the
Browse icon.
b. On the left side, use the + button to
locate the desired folder.
c. Click the folder and select the desired
web page.
6. Click the Target drop-down menu and
select the desired option.
a. For external links, (Open in New
Window __blank) is recommended.
7. Click Insert.
8. Click Save or Save / Publish when finished.
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Creating a Menu Link
Note: These steps create a link to an internal
page, external page, or document. The link will
show on the navigation menu.
1. Navigate the desired folder.
2. In the upper right corner, click the Add New
drop-down menu and select Menu Link.
3. In the Properties window, fill in the
following fields:
a. Title – Enter the desired name for the
link. Use full names instead of acronyms
or abbreviation.
b. Type – Choose the desired option, e.g.,
External Link for links referring to a
different website.
• If Internal Link is selected, click Browse to locate and
select the desired page/document.
• If External Link is selected, click the first drop-down
menu and select the desired option. Then, enter the
URL in the field next to the drop-down menu.
c. Target – Choose the desired option in
which the linked page should open.
Note: New Window is recommended for external links.
d. Show on Menu – Check to show the
link on the menu
4. Click Save.
Creating an E-mail Link
1. Create or edit a content box
2. In the Body text area, highlight the desired
link text.
3. From the toolbar, click the Insert/Edit Link
icon
4. In the Link URL field, enter mailto:emailaddress, e.g., mailto:username@usca.edu
5. Click Insert.
8. Click Save or Save / Publish when finished.
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Creating Tables
Starting a Table
1. Click the Insert/Edit Table button.
2. Add in the rows, columns, and details
you want. This can be later adjusted by
clicking on the Insert/Edit Table button
again
3. Click Insert and begin filling in the cells.
Editing a Table
There are a few different buttons that allow you
to edit certain parts of the table you have
created.
• Insert Row Before/After: Allows you to
insert a row before/after the one your
cursor is currently in.
• Insert Column Before/After: Allows you
to insert a column before/after the one your
cursor is currently in.
• Merge Table Cells: Once you click this
button, a window pops up asking for
the number of columns and/or cells you
want merged based on where your
cursor is at.
Deleting table items
To delete rows/columns of a table, you can click
one of the Delete Row/Column
buttons.
Archiving a page
Note: Archiving a page does not delete its contents,
linked items, or images. To archive a page, the page has to
be unpublished first.
1. Locate the desired page
2. Right-click the page and select Unpublish.
3. Right-click the page and select Archive.
4. Click OK to confirm.
5. At the lower right corner, click Show
Archived.
a. All the archived items appear.
Archiving an Image/Document/Link
Note: All images, documents, and links must be
unpublished first.
1. Locate the desired image/document/link
2.Right-click the page and select Unpublish.
3. Right-click the page and select Archive.
4. Click OK to confirm.
5. At the lower right corner, click Show
Archived.
a. All the archived items appear.
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