Issuu on Google+

29/5/2013

INSPIRATION HEALTHCARE SNAPPER 9 CMS MANUAL

CMS Manual | Version 001


Inspiration Healthcare Snapper 9 CMS Contents What this manual covers ..................................................................................................................................................................................... 4 What this manual does not cover........................................................................................................................................................................ 4 Editorial Workflow................................................................................................................................................................................................. 5 Overview .......................................................................................................................................................................................................... 5 Author: workflow initialization ........................................................................................................................................................................... 5 Create a New Version or Update Content ................................................................................................................................................... 5 Publisher: workflow continuation .................................................................................................................................................................... 12 Post New Version creation or Content Update ........................................................................................................................................... 12 Notes on the Workflow Dialogue Box .......................................................................................................................................................... 16 Notes on Editing the Content ..................................................................................................................................................................... 19 The Properties tab .......................................................................................................................................................................................... 21 The SEO tab .................................................................................................................................................................................................... 22 The Preview and Right column tabs ............................................................................................................................................................... 23 Assets ................................................................................................................................................................................................................. 24 Overview ........................................................................................................................................................................................................ 24 Adding a new product .................................................................................................................................................................................. 24 Search for and edit an existing product ........................................................................................................................................................ 27 Very important note about Copying and Pasting.......................................................................................................................................... 34 Adding assets to libraries ............................................................................................................................................................................... 34 Creating new categories ............................................................................................................................................................................... 39 Editing categories and sub-categories ......................................................................................................................................................... 40 Users and groups ............................................................................................................................................................................................... 42

2


Overview ........................................................................................................................................................................................................ 42 Editing users ................................................................................................................................................................................................... 42 Products tab ............................................................................................................................................................................................... 44 Properties tab ............................................................................................................................................................................................. 48 Login tab .................................................................................................................................................................................................... 49 Groups ........................................................................................................................................................................................................... 50 Adding users to a group ............................................................................................................................................................................. 50 Removing users from a group .................................................................................................................................................................... 53 The Properties tab ....................................................................................................................................................................................... 54 News .................................................................................................................................................................................................................. 55 Overview ........................................................................................................................................................................................................ 55 Creating and editing News articles and Press releases ................................................................................................................................. 55

3


What this manual covers In this, the first version of the Inspiration Healthcare Snapper 9 CMS Manual, you will learn: 

how to utilise the Editorial Workflow o

the Author’s role and actions

o

the Publisher’s role and actions

o

how to create and edit content

o

how to create and edit versions

o

where to add metadata for SEO purposes

how to edit existing products

how to edit existing users and groups

how to create and edit news articles and press releases

NB: Subsequent versions will cover more elements of the Snapper 9 CMS as they become available for you to use.

What this manual does not cover These items which appear in the Explorer of the Web Project hot key will not be covered here: 

Web themes

Web templates

Template panels

Widgets

4


1 Editorial Workflow Overview The Editorial Workflow applies to the “Web project” hotkey and involves the roles of “Author” and “Publisher”. The Author initialises the workflow when they create new content and update the workflow process by submitting the content for Publisher Review. The Publisher is then sent an email which states “The following content has been issued for publisher review.” The Publisher then goes to the CMS and either rejects or publishes the content. If the content has been rejected, the Author receives an email stating so and is once again allowed access to amend the content and re-submit it for Publisher Review. If the content is published, there is no further action on the part of the Author who then receives a confirmation email. Neither party has actions available to them while the other has access to update the content.

Author: workflow initialization Create a New Version or Update Content 1. Select “Web files” and navigate to the page on which you wish to add/update the content. Click the appropriate folders in the main editor area (Figs. 1–4). We will use the “About us” section in the “ukIreland” folder here.

Figure 2 Figure 1

5


Figure 3

Figure 4

6


2. Clicking on the page (in this case “CompanyInformation”) brings up the following dialogue box, on the “Content” tab by default (Fig. 5). Click “Create new version”.

Figure 5

7


3. The “Create new content” dialogue box appears (Fig. 6). Enter the new content into the blank content editor. If you are pasting your content, always be sure to hold down Ctrl+Shift+V (PC) or Cmd+Shift+Option+V (Mac). See the Very important note about Copying and Pasting on page 34. Click “Save”. (If you don’t want to save your changes, click “close” or hit the “Esc” key.)

Figure 6

8


4. You will be returned to the below screen showing your newly created version (in this case, “Version 3”) in the list (Fig. 7).

Figure 7

9


5. Double-click the version you have just created to edit it further and/or to start the Editorial Workflow. By default, you will land on the “Content” tab (Fig. 8). Here, you can edit the page contents. Once you’ve made changes to your content (see Notes on Editing Content on page 19), you have some options: a. Click “Save” to save your changes and leave the page. This action will not update the workflow. b. Click “Content” to save your changes and continue making more changes, if necessary. This will not update the workflow. c. Click “History” to save your changes and go the “History” tab. This action will not update the workflow. d. Click “Workflow” to save your changes and return to the “Workflow” tab. This action allows you to update the workflow.

Figure 8

10


6. Click the “Workflow” tab. Type your comments in the “Comments” box, being sure to first state the Version Number (Fig. 9). “Submit” is the only “Action” available to an Author. Click “Update workflow” to send an email to the Publisher and to lock any further actions (Fig. 10) on the part of the Author (until released by the Publisher). (See Notes on the Workflow Dialogue Box on page 16.)

Figure 9

Figure 10

11


Publisher: workflow continuation Post New Version creation or Content Update 1. Once the Author has submitted their content for review, the Publisher will receive an email (Fig. 11). a. Type—the kind of content that has been submitted for review b. Item name—the filename of the item in the CMS (in this case, it is a page name) c. Item path—location of the item in the CMS from the root (Web project) d. Submitted by—name of Author who submitted the content for review e. Comments—any comments left by the Author

Figure 11

12


2. Navigate to the item in the same manner as described in the Author’s steps 1& 2, Figures 1-5. 3. Double-click the version of the content you are reviewing (Fig. 12).

Figure 12

13


4. The Workflow dialogue box will appear (Fig. 13). 5. You can review the content in the editor (Fig. 14). You have two options available to you (see the Author’s step 5 for more info): a. Make changes yourself, click the “Workflow” tab (Fig. 13) and add comments about the changes you‘ve made. Select “Publish” from the “Action” drop-down menu and click “Update workflow” to simultaneously publish the new version to the live site and send an email notification to the Author. Once you update the workflow in this manner, you will have only one action available to you in the “Action” drop-down menu—Release to author—should you need it. b. Click the “Workflow” tab (Fig. 13) and add comments about the changes you would like to see made by the Author, select “Reject” from the “Action” drop-down menu and click “Update workflow” to send an email notification to the Author. Once you update the workflow in this manner, you will have no further actions available to you until the Author submits it back to you for review. (See Notes on the Workflow Dialogue Box on page 16.)

Figure 13

Figure 14

14


NB: If you try to update the content without any actions available to you, the following error message will appear (Fig. 15):

Figure 15

15


Notes on the Workflow Dialogue Box When you have no workflow actions available to you, either because you are the Author awaiting Publisher action or vice versa, there are still a couple of “informational actions” you can take. 1. At the bottom of the “Workflow” tab view is the “History” area (Fig. 16) which shows the activity of both Authors and Publishers.

Figure 16

16


2. Double-click one of the entries to view the comments in the “Workflow history log” (Fig. 17).

Figure 17

17


3. To close this window, either click “close” in the upper right-hand corner or tap the “Esc” key on your keyboard. 4. To view a simple modification log, click the “History” tab to the right of the “Content” tab in the top navigation of the dialogue box. You will see a non-interactive view of the simple modification history for the version (Fig. 18).

Figure 18—Older view of the “History” tab

18


Notes on Editing the Content 1. Clear the Content—Should you wish to clear the content of the page (save the page as blank), you will need to first delete the contents and then type the following on the page: $$clear$$. Snapper CMS will not allow blank pages to be saved without this code. This is a system failsafe. 2. Add a Hyperlink—Should you wish to add a link to your text, currently you will need to do this by typing the HTML code into the “Source” area of the content editor. a. In the Content editor, click the “Source” button in the toolbar (red circle, Fig. 19).

`

Figure 19

b. Highlight the text you would like to be the link (Fig. 20).

Figure 20

c. Type or paste the appropriate HTML code (below) in place of the highlighted text (Fig. 21).

19


For an internal link (that doesn’t need to open in a new tab / window) enter this code: <a href="http://boxharry.com">Benjamin Kangaroo Sweater</a> The dark orange is the link’s URL and the green is the anchor text which appears on the page as the link.

For an external link or a PDF (that does need to open in a new tab / window) enter this code: <a href="http://boxharry.com" target="_blank"> Benjamin Kangaroo Sweater </a> As before, the dark orange is the link’s URL and the green is the anchor text which appears on the page as the link. The purple is the code which tells the link where to open (in a new blank window).

Figure 21

d. Click “Source” again to check that the content editor shows the link has been created (Fig. 22) then click “Save” or the same or another tab to save your work and keep working on the same asset.

Figure 22

To remove a link, simply highlight the underlined link text (purple in Fig. 22) in the content editor and click the “Remove link” button

in the toolbar. 20


The Properties tab The information in the “Properties” tab (Fig. 23) can be edited, but is not subject to editorial control. Here you can edit the “Page title”, “Directory name” (this is the name that appears in menus—if it is left blank, nothing will appear in the menu of which the page is a part) and “Menu index” (order in which the page is in the menu), among other things.

Figure 23

21


The SEO tab The information in the “SEO” tab (Fig. 24) can be edited, but is not subject to editorial control. Here you can edit the “Browser title”, “Meta keywords” and “Meta description”.

Figure 24

22


The Preview and Right column tabs The “Preview” tab shows you how the page will appear on the website, if a preview is available. The information in the “Right column” tab (Fig. 25) will be able to be edited, but is not subject to editorial control. This column is not in use on this website.

Figure 25

23


2 Assets Overview Unlike the Editorial Workflow of the Web project hotkey, the Assets hotkey does not involve assigned roles. All site assets are kept in the “Assets” repository

. Assets include product images and downloadable product PDF documents. Assets are sorted into their

respective libraries (categories / regions / types) in the “Libraries” repository . Within “Libraries” there are six (6) individual libraries— images, international, news, Partners_portal, ukIreland and usa—each containing the appropriate sub-folders. The associated images are kept in the “images” folder in their appropriate sub-folders. “Partners_portal” contains all the documents for partners organised into their own sub-folders. The “news” library contains documents that relate to news articles on the site. The “international”, “ukIreland” and “usa” libraries act as collections of assets accessible by users in those regions; these are also organised into their own sub-folders.

Adding a new product 1. In the Assets hotkey, click “Assets” (Fig. 26). NB: If you have already been in either Assets or Libraries, you will no longer see this screen. You will see the landing screen for either Assets or Libraries, depending on where you were during your last CMS session. In this case, choose “Assets” from the left-hand “Explorer” menu.

Figure 26

24


2. On the resulting screen, click “New asset”

at the top, below the title (Fig. 27).

Figure 27—Items displayed 20 per page

25


3. In the “Create new asset” dialogue box which appears (Fig. 28), enter the title of the asset in the “File title” field, “Browse” to find the asset on your computer and “Upload” the file to the CMS (you can also click “Save” to upload the file once the “Select file” field has been populated). You will be taken back to the screen in Fig. 27 where the item now appears in the list in alphabetical order and is now searchable by Name, Title and Type. Repeat this process for any other assets you have to upload.

Figure 28

4. Once your new asset has been added, you will need to add it to its correct library in the “Libraries” repository. See Adding assets to libraries.

26


Search for and edit an existing product 1. To search for a particular asset, you can filter the list of results by “Name”, “Title” and / or “Type” (Fig. 29). From the screen in Fig. 27, enter all or part of the name of the asset and type (if desired) into the appropriate fields. Types are jpg, pdf, ppt, png, gif, etc. The items will automatically populate while you type, so there is no need to press “Enter”.

Figure 29

27


2. Select the desired item from the list by double-clicking it. This will open the asset’s dialogue box. By default, you will land on the “Description” tab (Fig. 30). You can add or edit the item’s description here. Type or copy the text for the product description which will appear on the "product details" page (Fig. 31). See Very important note about Copying and Pasting on page 34 and the note about hyperlinks on page 19.

Figure 30

28


Figure 31

29


3. Click “Web details”. Here, you can update the “Caption” (Fig. 32) which appears on the website as pictured in Fig. 33. (Currently, the “Web image” field is populated with images from the Asset Manager which is not accessible from this CMS. This means images cannot be changed via browsing. Instead, you will need to paste in the new “Web image” path. I.e. Fig. 32 shows the following path: http://ihc.boxharryservices.com/__myAssets/images/NeonatalIntensiveCare/positioningAidsandDevelopment/DandleRoo.jpg . The purple part of the path is the location of the image in the Asset Manager, each folder separated by a “/” with the final bit being the image itself (DandleRoo.jpg). If the new image is located in the same folder as the old one, you only need to change the image name at the end of the path. If, however, the image is in another folder, you will need to change the relative parts of the path. Clicking “Preview” will show you a preview of the image.

Figure 32

30


Figure 33

31


4. Click the “Properties” tab (Fig. 34). Here you can currently only edit the “File title”, “Reference number” and change the “Status” from “On” (visible on the website) to “Off” (not visible on the website) and vice versa. You can also preview the asset in the “Preview” tab (Fig. 35). Once you are done making any changes, click “Save”. This will return you to the screen in Fig. 29.

Figure 34

32


Figure 35

NB: In the â&#x20AC;&#x153;Related documentsâ&#x20AC;? tab, you will eventually be able to add documents which will appear in the Partner Portal, but this is not currently available.

33


Very important note about Copying and Pasting You can type directly into the Content editor field or paste the text in using keyboard commands. It is important that you do not paste directly from Word (or any other outside source) using just Ctrl+V (Cmd+V on a Mac), but instead paste your content in using Ctrl+Shift+V (Cmd+Shift+Option+V on a Mac). Pasting directly from Word (or other) using the former will copy across all of the "Word” (or other) text formatting and will affect the font’s look and layout on the website.

Adding assets to libraries 1. In the Assets hotkey, click “Libraries” (Fig. 36). NB: If you have already been in either Assets or Libraries, you will no longer see this screen. You will see the landing screen for either Assets or Libraries, depending on where you were during your last CMS session. In this case, choose “Libraries” from the left-hand “Explorer” menu.

Figure 36

2. Click the library to which you need to add the asset(s) (Fig. 37) and navigate to the correct category and sub-folder where the asset(s) will be placed (Fig. 38).

34


Figure 37

Figure 38

35


3. Click “Add asset” just below the folder title. This will bring up the “Add asset” dialogue box (Fig. 39). To search for a particular asset, you can filter the list of results by “Asset name” and / or “Asset type”. Enter all or part of the name of the asset and type (if desired) into the appropriate fields. “Types” are jpg, pdf, ppt, png, gif, etc. The items will automatically populate while you type, so there is no need to press “Enter”.

Figure 39

36


4. Once the correct asset is located, click to select it (it will highlight in blue) and then click “Select” at the bottom of the window (Fig. 39). The item will appear with the others shown in Fig. 38. 5. If you need to change the order in which the assets are displayed on the website or remove an asset, click “Edit assets” . The “Order assets” dialogue box will appear (Fig. 40).

Figure 40

37


6. Click on the item to highlight it and click “Move item up”, “Move item down” or “Remove item” depending on which you need to do. If you are moving an item up or down, it will move in the list with each click (Fig. 41, in blue). If you are removing an item, it will appear crossed out once “Remove item” has been clicked (Fig. 41, in grey). Repeat for any other items which need reordering or removing and then click “Save”. Check the live site to ensure changes have updated. NB: Your changes will not be saved unless you click “Save”. Merely clicking “Move...” or “Remove…” will not save your changes.

Figure 41

38


Creating new categories 1. Follow step 1 of Adding assets to libraries. 2. Click “New category”

. This will bring up the corresponding dialogue box (Fig. 42).

Figure 42

3. Type the “Item name” in the field and click “Save”. Your new category will appear as another folder in the screen in Fig. 37. 4. Once the folder has been created, simply follow the steps in Editing categories and sub-categories to finish setting up the category/sub-category. NB: There is currently no way to add or edit the display name of a category (name as it appears on the website). 5. Add sub-categories in the same manner, if necessary. If not, add assets as described in the Adding assets to libraries section.

39


Editing categories and sub-categories 1. Follow steps 1 and 2 of Adding assets to libraries. 2. Click “Edit category”

. This will bring up the corresponding dialogue box (Fig. 43).

Figure 43

3. Here you can change the “Item name”, “Item title”, “Caption”, “Status” and “Order index”. Changing the “Item name” changes the name of the item in the database. It is not advisable to change this as any links to it may be broken. Changing the “Item title” changes the name displayed on the website. The “Caption” is what is displayed in the category (or subcategory) box on the website (Fig. 44). Changing the status to “Off” will hide the category (or sub-category) from the website. The “Order index” changes the position of the category on the website (e.g. the “Order index” of Adult Intensive Care Products is “2”, so it shows in second position on the website (Fig. 44)). Once you’ve made your changes, click “Save”.

40


Figure 44

41


3 Users and groups Overview All registered website users are contained in the “Users and groups” hotkey. Again, there is no workflow system, so there are no “Author” and “Publisher” roles. Users can be placed into groups to make managing their specific content easier.

Editing users New users cannot be added to / created in the CMS. Currently, Boxharry need to add them to the database and they will appear in this section of the CMS. To edit an existing user: 1. Navigate to the “Users” section by clicking the green “Users” icon

(Fig. 45).

Figure 45

42


2. A list of existing users will appear (Fig. 46). You can filter the results by “First name”, “Surname” and/or “Email” or you can scroll through the list using the “Next” button at the bottom of the list.

Figure 46

43


Products tab Double-clicking a user (in this case “AamalMedicalCo”) will bring up that user’s dialogue box (Fig. 47) where you can add or remove “Products” they can see, edit their “Properties” and/or their “Login” credentials. You will land on the “Products” tab by default. NB: “AamalMedicalCo” appears twice at the top of this window because it is listed as both the first name and surname.

Figure 47

44


To add a product 1. Click “Add product”. In the resulting dialogue box (Fig. 48) you can filter the products by “Name” or scroll through them using the pagination at the bottom of the window.

Figure 48

45


2. Click the desired product name in the list and click â&#x20AC;&#x153;Selectâ&#x20AC;? at the bottom of the window. The item will then appear in the list (Fig. 49).

Figure 49

46


To remove a product 1. Click the product name in the list to activate it (blue in Fig. 49 above) and click “Remove product”. The item will be crossed out (grey in Fig. 50).

Figure 50

2. Click “Save” (or the same or different tab if you want to continue working with this user) to save your changes. The item will be removed from the list.

47


Properties tab In the “Properties” tab (Fig. 51), you can edit all of the user’s contact information. The only required fields in this tab are “First name” and “Surname”. NB: There is no need to change the status, as this does not affect anything.

Figure 51

48


Login tab On the “Login” tab (Fig. 52), you can edit a user’s “User name” and “Password”, if necessary.

Figure 52

49


Groups All users can be placed into groups according to their regions. There are three groups in the CMS: “UK and Ireland”, “International” and “USA”. Adding users to a group 1. Navigate to the “Groups” section (Fig. 53) by clicking the blue “Groups” icon hand “Explorer” menu.

seen in Fig. 45 above or select it from the left-

Figure 53

50


2. Double-click a group (in this case “UK and Ireland”) to bring up the dialogue box for the group (Fig. 54). There are two tabs: “Users”, which you will land on by default, and “Properties”.

Figure 54

51


3. Click “Add user” to reveal the dialogue box in Fig. 55. You can filter the results by “First name” and / or “Surname” or scroll through them using the pagination at the bottom of the window. Once the desired user is located, click to select them and click “Select” at the bottom of the window. Their name will now appear in the list in Fig. 54.

Figure 55

52


Removing users from a group 1. Click a name in the list (Fig. 54 above) to activate it and click “Remove user”. This will cross out the user’s name in the list (Fig. 56).

Figure 56

2. Click “Save” to save your changes and close the dialogue box or the “Users” tab to save your changes and continue adding / removing users. The user will then be removed from the list.

53


The Properties tab The “Properties” tab (Fig. 57) simply allows you to change the name of the group. NB: There is no need to change the “Active” status, as this does not affect anything.

Figure 57

54


4 News Overview News articles and press releases are contained in the “News” hotkey. Again, there is no workflow system, so there are no “Author” and “Publisher” roles. The procedure for creating and updating both news articles and press releases is exactly the same and is very straight forward.

Creating and editing News articles and Press releases 1. Navigate to either “News” or “Press releases” (Fig. 58). We’ll use “News” here.

Figure 58

55


2. A list of existing news articles will appear along with their “created” date (Fig. 59). Click “New article” at the top to create a news article (or to edit an existing one, skip to step 4).

Figure 59

56


3. In the resulting dialogue box, enter the article’s title in the “Title” field and ensure “Draft” displays in the “Status” drop-down menu (Fig. 60). “Draft” is selected by default. This is to help ensure that unfinished articles are not published to the live site. There is no need to fill in the reference number, but you can if you use them. Click “Save”.

Figure 60

57


4. You will be taken back to the list of articles. Locate your newly created article and double-click it in the list (Fig. 61).

Figure 61

58


5. Type or paste your content (or changes if you are editing) into the content editor (Fig. 62). See the note on adding hyperlinks.

Figure 62

59


6. Once done editing content, click the “Properties” tab (Fig. 63). Here, you can edit the article title (if necessary), update the Status from “Draft” to “Live” or “Archive” and select the territories in which the article appears. “Ctrl + click” to select multiple.

Figure 63

60


7. Change the status to “Live”. The newly created article will appear by default on the “Newsroom” page on the live website and the clickable title will appear at the top of the article list in the right-hand column (Fig. 64). Similarly, press releases will appear by default on the “Press Releases” page.

Figure 64

61


Inspiration Health Care - Snapper CMS Manual