KSOM Sitecore Training - Content Editors

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KSOM Sitecore Training
Content Editors
Prepared exclusively for Swanson Russell
West Monroe Partners
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Table of Contents
 Accessing Sitecore

Adding Site Content

 General Web Site Editing Overview & Best
Practices

 Creating a New Page & Adding Content
 Home Page




Support Keck
Dean’s Corner
Featured News/More News
Featured Event/More Upcoming Events
 Creating Pages from Templates




Basic Page
News & Events
Events & Custom Copy
News & Custom Copy

Events
• Add an Event
• Event Calendar
• Event Detail Page
News
• Add a News Item
• News Landing Page
• News Detail Page

Creating Metadata

Callouts
• Add a Content Callout
• Add a Visual Callout
• Publish a Callout
• Callout Inheritance and Hiding

Creating Sub-Folder
Appendices





Appendix A: Rich Text Editor
Appendix B: Search Within Sitecore
Appendix C: Workflow Process Details
Appendix D: Using the Workbox
Appendix E: Image Tools
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2
Accessing Sitecore
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3
Accessing Sitecore

The Sitecore system can be accessed
by visiting the following URLs:



Development Site: http://med-scdev.usc.edu/sitecore
Production Site: http://med-sccms1.usc.edu/sitecore/login
At the login screen, there are various
options that allow access to the two
different methods of editing content.
The two content editing modes are
the Content Editor, and Edit Web
Mode. We will be using the Content
Editor for our training and
encourage you do to the same.
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4
General Web Site Editing
Overview & Best Practices
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5
Content Structure
 Content within Sitecore is stored within a tree structure
1
2
3
4
1
2
3
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4
6
Content Structure
 Content within Sitecore is stored within a tree structure
 Pages contain content which is split into data fields of various types
Single line of text
Image
Rich Text
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7
Content Editor

In the Content Editor mode, content is viewed as a hierarchical tree. Nearly all of the editable
content will be found under the ‘KSOM’ item in the content tree. The Content Editor mode
provides some functionality that is not available in Web Edit mode, such as copy/paste and
item sorting.
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8
Editing Items

Editing Items


Before you begin, please be sure that you disable your pop-up blockers.
Locking and Item


Before an item can be edited, it must be locked. Locking prevents changes from being
overwritten by another user editing content at the same time. Content locking can be turned
off if there are very few content editors.
If the item needs to be locked, then the warning will appear beneath the name of the item. To
lock the item, click the Edit button OR the ‘Lock and Edit’ link on the page. After clicking the
Edit button, the item can be edited.
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9
Creating a New Version

It is recommended at this time to create a new version prior to making edits on a page. This
way if you wish to discard your changes, you may just revert to a previous version. To add
version go to the Versions Tab and select the Versions drop down. Click the ‘Add Version’.
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10
Deleting Versions and Unlocking Items

To revert back to the previous version and remove your changes, you must delete the current
version. First, select the page you would like to revert back to previous version. Click on the
Version tab. From there, click Remove to remove the current version.
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11
Deleting Versions and Unlocking Items

To unlock and item or discard your changes, you must go to the Review Tab and unlock the
item. Once on the Review tab, select ‘My Items’. From the pop-up select the item you would
like to unlock and select ‘Unlock’. When you are finished select ‘Close.’
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12
Creating a New Page &
Adding Content
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13
Creating a New Page



Updating Text
 Any text that is able to be edited can be made
directly to the page.
Adding Pages
 To add a page in Sitecore select the area you
would like to add a page to and right click.
Select Insert  Insert from Template. A menu
will appear where you will be able to select
the type of page you would like to add.
 Next, a pop-up will appear asking you to name
the new page. Enter the name and click ‘OK’.
Adding Metadata
 All pages will have metadata associated with
them. See slides below for details.
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14
Creating a New Page

For MAC users:
 Rather than right-clicking to create a new page, you can add new page in the ribbon.
Click on the section under which you want to create the page, and under the Home tab,
you will see page options.

You will also see the other menu options in the ribbon that you would see in the rightclick menu
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15
Changing Page Titles
 The page title that is displayed in the Menus and Navigation throughout the site
comes from the name of the item. To change the name of an item, right click the
item, and select the ‘Rename’ option. Some items cannot be renamed.
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16
Saving and Checking In Items


While you are working, you may Save the work you are doing. You can click the ‘Save’ button
or click CTRL+S.
When you have completed your changes, you must check the page back in. This will allow
other editors to see your changes, but these changes will not appear on the site. To check in
the item, from the Home tab select the Edit drop down. From there you can check in the
item.
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17
Previewing Changes

Changes to content items can be previewed by clicking the Publish tab at the top of the
content editor, then clicking the Preview button. A new browser window will be displayed,
and changes can be previewed before they are published.

Please be sure to close your preview window once you are done viewing your changes as that
window will display all items checked in and may appear that items are being published
without actually being published.
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18
Publishing Items


In order to publish an item, it must go through a workflow process.
The workflow process is in place to ensure that content is appropriately reviewed before being
published onto the live website
There are two workflows in place:




KSOM Content Workflow (used for standard site content and pages)
KSOM News and Events Workflow (used solely for news and event items, and to publish specifically to
the Home Page and Master Calendar)
Each workflow process follows a few basic steps (shown below) and begins when a user wants
to publish content to be displayed on the site
News and Events Workflow Steps
Content Workflow Steps
1
1
2
3
2
3
4
5
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19
Publishing Items

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 After a Content Approver approves the item, then it will be published
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Details
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20
Upload an Image

There are two methods of uploading images to Sitecore:
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once

2. Upload the image as you are creating or
editing a page
This method is best for adding images “on the
fly” while you are creating/editing a page
The following slides will provide a step-by-step guide to uploading images using both methods
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21
Upload an Image – Media Library


At the very bottom of the tree structure, you will see Media Library
section
Clicking on this will take you to the Media Library, where all images
and files are stored
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
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22
Upload an Image – Media Library

By clicking into the Images folder, you will see all of the images stored
on the site


There are three ways to upload new images:





Within the Images folder, you can create new sub-folders to organize your
images
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
Upload Files
Upload Files (Advanced)
Drag & Drop
Images must be published for them to appear on the site, just like all
content.
The correct sizes (in pixels) for each image type are as follows:
 Banner Image – 644 x 218
 Feature Image – 274 x 72
 More News & Research Image – 65 x 48
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23
Upload an Image – while editing page


You can also upload images while creating a new page or editing
an existing page
You can do this in two ways:



Banner Image


Select the ‘browse’ button
Rich Text Editor


When adding a banner image to a page
Through the rich text editor
2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
Select the ‘insert Sitecore media’ button
Whichever way you choose, you can upload a new image from the
current screen without having to navigate to the Media Library
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24
Upload an Image – while editing page

By selecting either ‘browse’ or ‘insert Sitecore media’, you will see
the Media Browser screen display
First, navigate to
the ‘Images’
folder
2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
You will see images organized just as
they are in the Media Library. From
here, you can select an existing
image to add to the page.
If you need to upload
a new image for the
page, you can use
either the Upload or
Drag & Drop feature
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25
Upload an Image – while editing page

Upload File (make sure to Publish after you upload)
Simply upload
the file from your
computer as you
normally would

2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
Drag & Drop (make sure to publish after you upload)
Drag the file from your
computer into the folder
view that displays
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26
Upload an Image – while editing page

After you Upload or Drag & Drop, the image will appear within the
tree view as a new image. Select the image and click ‘OK’ to add it
to the page.
2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
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27
Home Page
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28
Home Page Overview
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29
Hero Marquee

The Hero Marquee will display at the top of the home page, with five main tabs:





Keck
Students
Faculty & Staff
Alumni
Patients
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30
Hero Marquee

Within the tree structure, you will find the Marquee within the ‘Home’ section within Site
Content
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31
Hero Marquee

The first three fields you will see are Display Title, Story Title, and Image
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Hero Marquee

The other two fields you will see are Description and Link
 NOTE: the ‘Link’ field will always display the same text: “Read The Full Story”. The URL
that you enter into the Link field will determine where a user is directed when they click
on that item on the page.
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33
Hero Marquee

When you click on ‘insert link’ for the Link field within the Hero item, you can specify what
text shows up in the yellow box by editing the ‘Link Description’ field
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34
Hero Marquee

You will notice that main items within the marquee have sub-links, such as ‘Maps &
Directions’

To add a link, right-click on the main
item and select Insert > General Link

When creating a new item, you will
need to enter only Title and Link
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35
Support Keck


The ‘Support Keck’ feature is found within the ‘Islands’ folder of the tree structure, within the
Site Content section
There are three fields to add content to for this feature: Title, Description, and Image
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36
Support Keck

After you Save and Publish the item, it will display on the home page
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37
Dean’s Corner


The ‘Dean’s Corner’ feature is found within the ‘Islands’ folder of the tree structure, within the
Site Content section
There is only one field to add to for Dean’s Corner, which is Body. Text and/or links can be
added to this section. The image within the Dean’s Corner section will not change.
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38
Dean’s Corner

After you Save and Publish the item, it will display on the home page
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39
Callouts


Also from the KSOM item within the tree structure (beneath the Support Keck and Dean’s
Corner sections), you will see the Callouts section.
From here, you can add any callouts to the home page, just as you would add callouts to any
other page
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40
Featured News


To determine which News item is featured on the home page, click on the ‘KSOM’ item within
the tree structure.
On this page, you will see a dropdown list for Featured News Research. This is where you
select which item displays on the home page. You can select from any existing new item.
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41
Featured News

After you Save and Publish the item, it will display on the home page
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42
More News


To determine which News items are displayed on the home page, you can tag them with
metadata labeled ‘Home’
Within the News item itself, you will see the ‘Metadata Tagging’ area


From here, you will see the option for ‘Home’. When you select ‘Home’ the News item will be set to
display on the home page
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
‘Department of Medicine’
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43
Featured Event


To determine which Event is featured on the home page, click on the ‘KSOM’ item within the
tree structure.
On this page, you will see a dropdown list for Featured Event. This is where you select which
event displays on the home page. You can select from any existing new item.
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44
Featured Event

After you Save and Publish the item through the workflow, it will display on the home page
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45
More Upcoming Events


To determine which Event items are displayed on the home page, you can tag them with
metadata labeled ‘Home’
Within the Event item itself, you will see the ‘Metadata Tagging’ area


From here, you will see the option for ‘Home’. When you select ‘Home’ the Event item will be set to
display on the home page
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
‘Department of Medicine’
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46
Creating Pages
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47
Page ‘Color Key’

Each page template has a color associated with it, which is what you will see when you
attempt to create a new page
 Basic Page = WHITE
 Events and Custom Copy = YELLOW
 News and Custom Copy = GREEN
 News and Events = RED

If the ‘insert’ menu appears smaller than what you see above, you need to add http://medsc-dev.usc.edu to your “trusted sites” in your Internet Explorer browser. If you don’t know
how to do this, the following article provides instructions:
http://www.microsoft.com/windows/ie/ie6/using/howto/security/settings.mspx
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48
Changing Page Templates



Content editors have the ability to change an existing page’s template if needed
 NOTE: all content editors do not yet have this ability. This will be added at a later date.
Within the top ribbon, you will see ‘change’ within the Template section of the Configure tab
 NOTE: do not use the ‘Edit’ template option
When you click ‘Change’ you will see the ‘Change Template Wizard’ pop up on your screen
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49
Changing Page Templates

Next, you can select the type of page (from an existing page) that you can change to
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50
Changing Page Templates


Once you select the new template, you will see a warning page displaying the details of what
will change with the new template.
NOTE: because different templates have different fields, some fields may be lost if the new
template does not have the same fields
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51
Creating a page using the
‘Basic Page’ template
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52
Page Creation Process

When creating a page using the Basic template, you will generally follow the steps below:
1. Create page
2. Set up metadata/assign metadata to page
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53
Page Creation Process

When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
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54
Basic Page


To create a Basic Page, right-click the page or area under which it will be created.
Select Insert > Basic Page (the white option)

Add the name of the page to the pop-up window that displays and click ‘OK’
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55
Basic Page


The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text
Page Title will
display at the very
top of the page
Subtitle will
display below the
image
Navigation Title
will display in the
left hand
navigation
Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page
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56
Basic Page

The other three areas of a Basic Page are Image, Body, and Callouts.
If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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57
Basic Page



Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.
You will see a ‘metadata category’ drop-down list available where you can choose from
specific categories.
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58
Create New Metadata



Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the ‘Metadata’ folder within the Site Content area within
the tree structure
Metadata items are organized within four folders:
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59
Create New Metadata


First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select ‘Metadata’

Then, name the new metadata item
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60
Create New Metadata

When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.
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61
Publishing a Basic Page

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 A Content Approver will be notified via email to review the item
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Overview
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62
Basic Page

Once published, a Basic Page will look similar to this:
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63
Creating a page using the
‘News & Events’ template
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64
Page Creation Process

When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
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65
News & Events Page


To create a News & Events Page, right-click the page or area under which it will be created.
Select Insert > Basic Page with News and Events (the yellow option)

Add the name of the page to the pop-up window that displays and click ‘OK’
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66
News & Events Page


The first four fields are used to name the page and its navigation items.
 Typically, these will all contain the same text
Below them, you will see the Image and Body fields
Page Title will
display at the very
top of the page
Subtitle will
display below the
image
Navigation Title
will display in the
left hand
navigation
Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page
If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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67
News & Events Page

At the bottom of the page, you will see Featured News Research and Featured Event
 From here, select the ‘featured’ items from the drop-down list to be displayed on the
page
 **If you need to create new News/Event items for this page, refer to the sections later
in the training guide about creating News/Event items. You will then be able to select
them for this page.

Below those fields, you will see the Callouts section
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68
News & Events Page



Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.
You will see a ‘metadata category’ drop-down list available where you can choose from
specific categories.
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69
Create New Metadata



Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the ‘Metadata’ folder within the Site Content area within
the tree structure
Metadata items are organized within four folders:
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70
Create New Metadata


First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select ‘Metadata’

Then, name the new metadata item
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71
Create New Metadata

When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.
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72
Publishing a News & Events Page

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 A Content Approver will be notified via email to review the item
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Overview
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73
News & Events Page

Once published, a News & Events Page will look similar to this:
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74
Creating a page using the
‘Events & Custom Copy’
template
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75
Page Creation Process

When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
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76
Events & Custom Copy Page


To create an Events & Custom Copy Page, right-click the page or area under which it will be
created.
Select Insert > Basic Page with Events and Custom Copy (the green option)

Add the name of the page to the pop-up window that displays and click ‘OK’
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77
Events & Custom Copy Page


The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text
Page Title will
display at the very
top of the page
Subtitle will
display below the
image
Navigation Title
will display in the
left hand
navigation
Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page
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Events & Custom Copy Page

The next three areas of an Events & Custom Copy Page are Image, Body, and Custom Copy.
If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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79
Events & Custom Copy Page



Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.
You will see a ‘metadata category’ drop-down list available where you can choose from
specific categories.
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80
Create New Metadata



Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the ‘Metadata’ folder within the Site Content area within
the tree structure
Metadata items are organized within four folders:
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81
Create New Metadata


First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select ‘Metadata’

Then, name the new metadata item
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82
Create New Metadata

When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.
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Events & Custom Copy Page


The final fields of an Events & Custom Copy Page are Featured Event (choose from dropdown) and Callouts.
**If you need to create new Event items for this page, refer to the sections later in the
training guide about creating Event items. You will then be able to select them for this page.
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84
Publishing an Events & Custom Copy Page

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 A Content Approver will be notified via email to review the item
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Overview
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85
Events & Custom Copy Page

Once published, an Events & Custom Copy Page will look similar to this:
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86
Creating a page using the
‘News & Custom Copy’
template
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87
Page Creation Process

When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
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88
News & Custom Copy Page


To create a News & Custom Copy Page, right-click the page or area under which it will be
created.
Select Insert > Basic Page with News and Custom Copy (the red option)

Add the name of the page to the pop-up window that displays and click ‘OK’
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89
News & Custom Copy Page


The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text
Page Title will
display at the very
top of the page
Subtitle will
display below the
image
Navigation Title
will display in the
left hand
navigation
Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page
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90
News & Custom Copy Page

The next three areas of a News & Custom Copy Page are Image, Body, and Custom Copy.
If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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91
News & Custom Copy Page



Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.
You will see a ‘metadata category’ drop-down list available where you can choose from
specific categories.
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92
Create New Metadata



Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the ‘Metadata’ folder within the Site Content area within
the tree structure
Metadata items are organized within four folders:
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93
Create New Metadata


First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select ‘Metadata’

Then, name the new metadata item
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94
Create New Metadata

When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.
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95
News & Custom Copy Page


The final fields of a News & Custom Copy Page are Featured News Research (choose from
drop-down) and Callouts.
**If you need to create new News items for this page, refer to the sections later in the
training guide about creating News items. You will then be able to select them for this page.
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96
Publishing a News & Custom Copy Page

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 A Content Approver will be notified via email to review the item
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Overview
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97
News & Custom Copy Page

Once published, a News & Custom Copy Page will look similar to this:
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98
Calendar Events
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99
Add an Event



At the bottom of the tree structure, you will see the Site Content section
Within this section, you will see an Events folder, with all Events within that folder
To create a new Event, right-click the Events folder, and select Insert > Event

In the pop-up window, enter the name of the new event
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100
Add an Event

For MAC users:
 Rather than right-clicking to create a item, you can add new event in the ribbon. Click on
the section under which you want to create the page, and under the Home tab, you will
see event options.

You will also see the other menu options in the ribbon that you would see in the rightclick menu
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101
Add an Event


The new event will be created and you can populate its fields
Note: Events can be either single day or multi-day. If the event is single day, leave the ‘End
Date’ field empty. DO NOT span an event across multiple months. If an event exists across
multiple months (i.e. 5/31-6/2), create two separate event items.
The Title is the name
of the event
Select the start and
end dates using the
calendar menus
Enter the Time of
the event
Enter the Location
of the event
If you need to create an event
that spans over two months,
please create multiple events that
start and end within the same
month
When entering time,
please use one of the
following formats:
•3:00pm – 4:00pm PT
•3:00pm PT
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102
Add an Event


Below the ‘Location’ field, you will see a section to add an Image to the page
Select ‘browse’ to select the image

The Media Browser will appear, and you can select your image.

If the image has not yet been uploaded to the Media Library within Sitecore, you will need to
upload it.
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103
Add an Event




At the bottom of the page, you will see options to tag the Event
This tagging will place the Event on the proper Department and/or Office page
You can tag an Event with multiple departments and/or offices
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
‘Department of Medicine’
All departments
and offices will
be listed here for
you to tag
When you select
an item, you can
add it using the
‘add’ arrow
You can remove
a tag by using
the ‘remove’
arrow
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104
Publish an Event


When you are ready to publish an event, you must use the workflow to do so
Events use the KSOM News and Events Workflow

If you simply want to submit the item to be displayed on an event calendar, you only need to
Submit the item. To do this, select ‘Submit’ from the Edit drop-down menu:

Once the item is submitted, it will be published and displayed on the site.
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105
Publish an Event to the Home Page

If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:

A Site Manager will be notified via email that the item is ready for review.



If the Site Manager approves the event, it will be published on the Home Page and on the Master
Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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106
Publish an Event to the Master Calendar

If you want to submit the item to be displayed on the Master Calendar, you need to select
Request for Master Calendar for the item from the drop-down menu:

A Site Manager will be notified via email that the item is ready for review.



If the Site Manager approves the event, it will be published on the Master Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Master Calendar, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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107
Featured Event


To determine which Event is featured on the home page, click on the ‘KSOM’ item within the
tree structure.
On this page, you will see a dropdown list for Featured Event. This is where you select which
event displays on the home page. You can select from any existing new item.
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108
Featured Event

After you Save and Publish the item through the workflow, it will display on the home page
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109
More Upcoming Events


To determine which Event items are displayed on the home page, you can tag them with
metadata labeled ‘Home’
Within the Event item itself, you will see the ‘Metadata Tagging’ area

From here, you will see the option for ‘Home’. When you select ‘Home’ the Event item will be set to
display on the home page
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110
Events Calendar
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111
Event Calendar Overview



When you create an Event (see above slides), it will be automatically added to the Events
Calendar page if it is occurring within the next two weeks
All Events (without limit) within the next two weeks will be added to the page
You can click an active day (one with bold numbers) to view that day’s events
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112
Event Detail Page Overview


Each Event will have its ‘detail’ page that displays all of the information for that event.
On the right side of the page, the ‘Upcoming Events’ feature will display the next four
upcoming events
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113
News Items
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114
Add a News Item




At the bottom of the tree structure, you will see the Site Content section
Within this section, you will see an NewsResearch folder, with all news items within that
folder
To create a new News item, right-click the NewsResearch folder, and select
Insert > News
In the pop-up window, enter the name of the new item
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115
Add a News Item

The new item will be created and you can populate its fields
The Title is the name
of the item
Select the date using
the drop-down menu
Enter the Time of
the item
Add a description
to the item
Add body text
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116
Add a News Item


Below the ‘Body’ field, you will see sections to add an Image to the page
Select ‘browse’ to select the image

The Media Browser will appear, and you can select your image.

If the image has not yet been uploaded to the Media Library within Sitecore, you will need to
upload it.
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117
Add a News Item




At the bottom of the page, you will see options to tag the News item
This tagging will place the item on the proper Department and/or Office page
You can tag a News item with multiple departments and/or offices
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag items with
‘Department of Medicine’
All departments
and offices will
be listed here for
you to tag
When you select
an item, you can
add it using the
‘add’ arrow
You can remove
a tag by using
the ‘remove’
arrow
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118
Publish a News Item


When you are ready to publish a news item, you must use the workflow to do so
News Items use the KSOM News and Events Workflow

If you simply want to submit the item to be displayed on an event calendar, you only need to
Submit the item. To do this, select ‘Submit’ from the Edit drop-down menu:

Once the item is submitted, it will be published and displayed on the site.
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119
Publish a News Item to the Home Page

If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:

A Site Manager will be notified via email that the item is ready for review.



If the Site Manager approves the item, it will be published on the Home Page.
If the Site Manager rejects the item, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an item is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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120
Featured News


To determine which News item is featured on the home page, click on the ‘KSOM’ item within
the tree structure.
On this page, you will see a dropdown list for Featured News Research. This is where you
select which item displays on the home page. You can select from any existing new item.
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121
Featured News

After you Save and Publish the page, it will display on the home page
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122
More News


To determine which News items are displayed on the home page, you can tag them with
metadata labeled ‘Home’
Within the News item itself, you will see the ‘Metadata Tagging’ area

From here, you will see the option for ‘Home’. When you select ‘Home’ the News item will be set to
display on the home page
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123
News Landing Page
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124
News Landing Page Overview



The News Landing page will list news items for a specific department or area
The first news item gets a unique position and styling on the page
The remaining news items will display in a paginated list, with four items on each page
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125
News Detail Page
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126
News Detail Page Overview


When you create a News & Research item (see above slides), a News Detail Page for that
item will automatically be created
You will see the following items on the page:
 Title
 Date
 Body Text
 Image
 More News feature
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127
Creating Metadata
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128
Create New Metadata



Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the ‘Metadata’ folder within the Site Content area within
the tree structure
Metadata items are organized within four folders:
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129
Create New Metadata


First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select ‘Metadata’

Then, name the new metadata item
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130
Create New Metadata

When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.
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131
Callouts
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132
Add a Content Callout

A content callout can contain custom text and images, displayed in various unique formats.

To create a custom callout, insert a new item within the folder seen below – Site Content >
Callouts > Content.
Note: sub-folders can exist within the callout folders if necessary

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133
Add a Content Callout

When creating a new content callout, you will see the following fields:
 Background Color: grey, tan, or white (drop-down list)
 Content: rich text editor
 Within the rich text editor, you can add text and/or images
 When adding the callout’s title, make sure to use Heading 3 so that the title
displays in the correct format on the page

Learn More Link: link to more details regarding the item
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134
Add a Visual Callout

A visual callout can contain custom text and/or images. All visual callouts will have a similar
styling.

To create a custom callout, insert a new item within the folder seen below – Site Content >
Callouts > Content.
Note: sub-folders can exist within the callout folders if necessary

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135
Add a Visual Callout


When creating a new visual callout, you will see the following fields:
 Image
 Link
 Content: rich text editor (keep this short to fit within the callout box)
 Background Color: grey, red, or yellow (drop-down list)
NOTE: The image is optional. If no image is selected, the text will fill the available space in the
callout. If the image is added, it will always display on the left side of the callout.
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136
Publishing Callouts

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Details
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137
Callout Inheritance and Hiding



If a parent page (such as a department page) displays certain callouts, any page created
beneath that page (a child page) will, by default, display the same callouts as the parent
page.
If you want to display different callouts on the child page, you can change the callouts as you
normally would
If you want to hide the parent page’s callouts, you select the ‘hide callouts’ checkbox within
the content editor. Make sure to publish the page to reflect any changes to the callouts.
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138
Creating Sub-Folders
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139
Creating Sub-Folders

When you need to create sub-folders within an existing content section, there are a few key
steps to take to ensure adding new items is a simple process.

NOTE: the example below shows Callouts. The process is the same for any content type within Sitecore.

To make sure the content type is displayed within the ‘Insert’ menu (as seen below), you will
need to follow the steps below.

You can add the callout as an insert option to each folder you create – this will need to be
done to each folder/sub-folder.
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140
Creating Sub-Folders

Make sure to click on the folder to which you want to add the insert option

In the configure tab, select ‘Assign’

On the pop-up screen, expand the tree (KSOM > Items > Callouts), and then select the type of
callout you want users to add to the specific folder. Add it to the right by using the blue
arrows. Then, click OK.
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141
Appendix A: Rich Text Editor
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142
Appendix A: Rich Text Editor
 Some fields provide access to a Rich Text Editor
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143
Appendix A: Rich Text Editor
 The toolbar provides many “standard” word processing features
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144
Appendix A: Rich Text Editor
 Provides both standard clipboard and “clean” pasting operations
Standard
cut / copy / paste
Paste from Word
Paste from Word Cleaning Fonts and Sizes
Paste Plain Text
Paste as HTML
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145
Appendix A: Rich Text Editor
 Supports undo / redo and common formatting options
Standard Formatting
Undo / Redo
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Appendix A: Rich Text Editor
 Insert special symbols
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Appendix A: Rich Text Editor
 Various toolbar commands assist with managing links and media
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Appendix A: Rich Text Editor
 Right-click to edit image properties (for example, image alignment)
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Appendix A: Rich Text Editor
 The editor includes a powerful table management wizard
Right click in a table
Set Table Properties
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Appendix A: Rich Text Editor
 Spell checking and on-line help
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Appendix B: Search within Sitecore
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Appendix B: Search


Within the content editor, you can search to find the information you need
The search bar will appear if you select ‘Search’ within the ‘Navigate’ panel of the toolbar

Within the search box, you can search for a specific word or term. This will search any content
within Sitecore, such as titles, dates, images, and page text.
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Appendix B: Search


By selecting a search result, you will be able to view that item within Sitecore, whether a
page, event, image, etc.
To remove the search bar from your view, simply click the ‘X’ at the top of the search panel
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Appendix C: Workflow
Process Details
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Appendix C: Workflow Process Details

There are four roles that exist within Sitecore that users can have:

The roles are listed below in ascending order, in terms of amount of access
 Content Editor – can add, edit, and delete basic content
 Content Approver – can add, edit, delete, and approve/reject content
 Site Manager – manages all site content and has full access to the content tree
 Admin – manages all site operations and has full access to all Sitecore settings
Content
Editor
Content
Approver
Site
Manager
Admin
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Appendix C: Workflow Process Details

The workflow process is in place to ensure that content is appropriately reviewed before being
published onto the live website
There are two workflows in place:




KSOM Content Workflow (used for standard site content and pages)
KSOM News and Events Workflow (used solely for news and event items)
Each workflow process follows a few basic steps (shown below) and begins when a user wants
to publish content to be displayed on the site
News and Events Workflow Steps
Content Workflow Steps
1
1
2
3
2
3
4
5
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Appendix C: Content Workflow


The Content workflow is used for pages, callouts, etc. – anything except for news and events
When you are ready to publish an item, use the ‘Edit’ drop down to select Submit


Before you select ‘Submit’ the item will be in a ‘Draft’ state
You can add a comment if you like:
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Appendix C: Content Workflow

Next, the item will enter the ‘Awaiting Approval’ stage

From here, it can either be Approved or Rejected by a content approver. If you are a Content
Approver, you can approve the item immediately from the same screen. This will publish the
item on the site.

If it is approved, the item will be published and displayed on the site

If it is rejected, the item will be placed back in the ‘Draft’ state
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Appendix C: News & Events Workflow

The News & Events workflow is used strictly for news & events item

You have three options to select to begin the workflow process (before you select a workflow
step, the item will be in a ‘Draft’ state)



Submit (if you want to display the item normally on the site)
Request for Home Page (if you want to add the item to the home page AND the master calendar)
Request for Master Calendar (if you want to add the item to the home page)
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Appendix C: News & Events Workflow

Before you select ‘Submit’ the item will be in a ‘Draft’ state

After you select Submit, there is no approval in place – the item will be published.

You can add a comment if you like:
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Appendix C: News & Events Workflow

If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:

The item will be sent to a Site Manager for approval.



If the Site Manager approves the event, it will be published on the Home Page and on the Master
Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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Appendix C: News & Events Workflow

If you want to submit the item to be displayed on the Master Calendar, you need to select
Request for Master Calendar for the item from the drop-down menu:

The item will be sent to a Site Manager for approval.



If the Site Manager approves the event, it will be published on the Master Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Master Calendar, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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Appendix D: Using the
Workbox
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Appendix D: Using the Workbox



For items to move between workflow states, specific content approvers must review the
submissions and either approve or reject them
The best way to view and manage items that are within a workflow state is through the
Workbox
You can access the Workbox through the content editor or desktop views
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Appendix D: Using the Workbox


From within the workbox, you can view all items within each workflow
Within each workflow, you can view which items are within each workflow state

You can expand/collapse each category to view the specific items within each workflow state
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Appendix D: Using the Workbox


At the top of the page, you can select/deselect which workflow items to view
You can also determine the number of items per page to be displayed
The header
will list the
workflow state
of the items
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Appendix D: Using the Workbox

Within the workbox, you can preview, open, view differences, approve, or reject specific items

You can also Approve or Reject ALL ITEMS within a category, or just the SELECTED ITEMS that
you specifically select. This will make the approval or rejection process quicker.
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Appendix E: Image Tools
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Appendix E: Image Tools
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Appendix E: Image Tools
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Appendix E: Image Tools
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Appendix E: Image Tools
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