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Version 5.5

Content Management

2012-11-12


Table of content 1

What is a Content Management System? ............................................................ 1 1.1 1.2

Core Idea ............................................................................................... 1 Boosting efficiency with content management ............................................. 1

2

What is hyperCMS? .......................................................................................... 2

3

Why hyperCMS? .............................................................................................. 3

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Architecture and functionality ............................................................................ 4

5

Overview: Features and functions ...................................................................... 6 5.1 5.2 5.3 5.4 5.5 5.6

Administration of media and contents......................................................... 6 Collaboration and Messaging ..................................................................... 7 Search function ....................................................................................... 7 Administration, operation, and system integration ....................................... 7 Administration of design and logic.............................................................. 8 Publishing and Presentation ...................................................................... 8

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User Interface ................................................................................................. 9

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System Administration ....................................................................................11

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Template Management ....................................................................................11

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Managing content ...........................................................................................12 9.1 9.2 9.3

Pages and components ............................................................................12 The architecture of a website ...................................................................14 Versioning of information and design.........................................................15

10 Personalization ...............................................................................................15 11 Workflow .......................................................................................................16 12 Full-text search ..............................................................................................16 13 Integration of external data sources ..................................................................17 14 Publications and inheritage ..............................................................................17 15 System Requirements .....................................................................................18 16 Legal reference / Imprint .................................................................................19 16.1 16.2 16.3

Questions and suggestions .......................................................................19 Imprint ..................................................................................................19 Legal reference.......................................................................................19


1 What is a Content Management System? 1.1 Core Idea The core idea of a content management system is the separation of a document’s (e.g. a webpage’s) content and appearance (formatting). This separation allows editing of text and media files (e.g. images) without need to change the underlying layout of a webpage. Therefore an editor can change the content of a webpage (text, images, etc.) without having to mind the corporate design. The layout and design again can be changed by dedicated designers without affecting the content of the webpage. Using publication processes the operator of a website decides when changes in content and design are shown to the customers (visitors of the site).

1.2 Boosting efficiency with content management A content management system offers the possibility to assign the single tasks of the content management process to dedicated employees depending on their skills, competences and responsibilities. An example: The editors, who usually don’t need specific Internet skills, focus on creating and editing the content of a website. The designers take care of the website’s appearance and create its layout using e.g. HTML. The system administrators manage all users and their permissions in the system. This division of labor is just one example. Of course you can freely define additional roles if needed in your content management workflow. The user management system assures that every user (e.g. author, editor) is given access to only those areas of the system/website, which relate to his role. Therefore every user possesses a clearly arranged personal workspace matched to his individual needs and does not have to struggle with the high complexity of the system and the website. The template concept allows you to create a website containing e.g. 5000 single pages out of 10 templates. In case of a redesign of your website you only have to change these templates to switch to your new corporate design instead of having to change the appearance of every single page. This concept saves a lot of time and money. Considering this example you can now see how important the separation of content and design is. The goal of a CMS is to provide editorial work of any kind with high efficiency and therefore lower the costs of operating a website.

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2 What is hyperCMS? hyper Content Management Server (hyperCMS) is an out-of-the-box content management solution for internet-, intranet- and extranet-projects. hyperCMS offers extremely simple handling as well as high-end performance and enables your company to manage the entire content lifecycle with ease. Every content object is managed by a version management system independently from the pages design, which allows you to track and undo changes in content at any time. Furthermore hyperCMS offers user specific representation of information and content based on target groups via personalization. Therefore every single user of your website can be addressed and treated individually. hyperCMS is also a Digital Asset Management (DAM) solution. The system manages various multimedia files and their meta data and distributes the content in a secure way. hyperCMS can generate preview videos and audio files in streaming format and can read and index for instance PDF-files. All contents are based on XML and can be easily integrated into other websites, which again could use a different design. One of the core features is a sophisticated component system, which allows multiple use of created content without causing data redundancy. Additionally a task management feature assures highly efficient content editing and delivery workflows.

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3 Why hyperCMS? Developing hyperCMS it was especially taken care of a well-designed and user-friendly interface, which allows managing even the most complex informational structures with ease. The technological basis of the system allows you to run hyperCMS on nearly every operating system and web server. hyperCMS ships with open source code. Therefore it is future-proof and you have the possibility to adapt it according to your individual needs. hyperCMS delivers desktop convenience via a common web-browser - without any special plugin installation. So you will have full access to your data from everywhere at any time. hyperCMS is an out-of-the-box solution. The installation and configuration is extremely easy and does not require programming skills – usually the content management server with its entire functional range is up and running within a single hour. Therefore the initial investment is extremely low compared to framework solutions. hyperCMS cannot only be run on dedicated servers, but also on virtual servers. Therefore you don’t have to set up your own server and even very small websites can be run costeffectively. Additional costs, often caused in connection with other content management systems requiring e.g. a database, can be avoided with hyperCMS. Though no database is required to run hyperCMS you can easily establish connections to existing databases (Oracle, MySQL, MS SQL Server,...) using the database connectivity function. hyperCMS manages all users and their roles. All functions a user should be able to use are activated over his role in the system (permissions of a group). Features, which are not activated in a role profile, remain hidden for its users. hyperCMS offers a sophisticated link management system, which takes care of „dead links“. If pages are removed, cut & pasted or renamed the link management tracks these changes, corrects the link or, in case a page has been completely removed, deactivates all links to the affected page automatically. At the same time the owners of the page are notified of this activities via mail. Unlike many other content management systems hyperCMS is not made up of single modules, which means that you can use the entire functional range without needing to pay for additional functionality and modules. Via the hyperCMS Support Portal you can access a wide range of eCommerce and community solutions, such as shops, bulletin boards, calendars, messaging systems, ballot systems, search engines, etc. Besides the free download of these features hyperCMS also offers numerous predefined dynamic elements for integration in your templates

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4 Architecture and functionality HTML

JSP

ASP

PHP

WML

Web/Application Server (presentation system) Personalization

Active Link Management

Active Time Management

XML XSL

Application Integration

hyper Content Management Server (management system) Workflow

Event System

Publication- and User Management

Template Engine

Search Function

Task Management

Database Connectivity

ORACLE, MySQL, ‌

LDAP

Tamino

The core elements of a managed website (structure, content and design) are stored separated from each other. This architecture provides high flexibility and efficiency in managing contents. The structure of a managed website is based on folders and can be generated, extended and changed using a simple web browser. The webpages are stored inside these folders. An authorization concept assures that certain organizational units or users can only access dedicated areas of a website. The design of a webpage is defined by templates, whereas the content (text, images,...) is stored separately in an XML object. All links between the single pages are constantly checked (link management), that’s why dead links can never occur. Changes in content of pages and templates are tracked and monitored by a version management system, which allows you do undo all changes in content at any time.

Template

Content

Page or component

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User A The chief editor manages the page, includes components created by other editors. Only he has the permission to publish webpages.

Page Component 1 Component 2

User B

Component 2.1

The editor manages components 1 and 2 and thereby makes his contents available to other users (chief editor).

The editor manages component 3 and thereby makes his contents available to other users (editor).

User C

The component system of hyperCMS allows you to assemble webpages from components. Components are managed separately from the actual pages, but have the same properties and can be reused in any other page. You could, for example, create a piece of text once and reuse it in as many webpages as you like. The component concept provides high flexibility and allows setting up workflows based on your authorization concept. hyperCMS offers a workflow management system which lets you freely and easily define individual workflow processes integrating not only real users, but also so called robots, which handle automatable tasks, such as sending newsletters or feeding databases. hyperCMS features an event system, which offers an automated execution of actions based on events in the system. That way you can, for example, automate processes and workflows. The hyper Content Management Server also acts as an application server, which allows you to create or integrate applications. hyperCMS ships with a documented API, which is easy to use. Nearly all actions set by uses can also be executed in programs. You could, for example, generate or manipulate new objects „on-the-fly“.

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5 Overview: Features and functions 5.1 Administration of media and contents Create and edit multilingual texts, multimedia contents (images, video oraudio files, and other documents etc.) as well as the corresponding meta-information, all by using the WYSIWYG mode (what you see is what you get) or the form mode. The WYSIWYG text editor enables you to freely compose texts. Use an additional editor for creating and formatting tables and spreadsheets. Texts, tables, and images can be imported directly from MS Office documents. Edit files directly with WebDAV. With that it is possible to edit MS Office files, Adobe files, and so on directly. Integration of the system as a network drive into the file manager of the desktop computer for editing files. Move, copy, and paste objects at any time to amend the structure. Select multiple objects by pressing the CTRL and SHIFT keys together with your mouse. Upload and download multiple files at once. Compress and extract files or folders. Administer multimedia files by letting the system automatically generate preview images and preview videos. Convert images and videos during upload. Edit images in size, field of view, and format. Edit videos (size, format, quality) and convert them to streamable formats. Integrated browser-based video player with autostart-function, preview images, and individual layout definitions. Free definition of meta-data schemes for multimedia files as well as automated readout of meta-data from files and mapping to existing meta-data schemas. Automatic extraction of meta-data from content. This eliminates the time consuming preparation and maintenance of meta-data for e.g. seach engines.Monitor properties such as the expiry date of licensed image files with automated messages sent to the owner, user or user groups. Block content or files through check-in and check-out functionality. Automatic versioning of contents. Outdated contents can be viewed and updated if needed. With the aid of link management there are no more dead links. Links and relations between objects are automatically corrected when changed. The owners of deactivated links are informed immediately. Multilingual user interface, language can be chosen by user.

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5.2 Collaboration and Messaging Share and exchange files with integrated messaging. Users can share files or whole libraries with other users, user groups or even any other person via email. Users outside the system gain access directly with the receipt of the email. The distribution of the data via email can either be done by including just the link to the contents or by directly attaching the data. Integrate meta-data into the message for additional information on the content of the files. The system offers freely definable workflows for approval and automatic work processes. Individual task lists for users. Tasks within a workflow are assigned dynamically or also if links are deactivated. Users can also define tasks for other users manually. Automatically receive messages in case of events.

5.3 Search function Full text search through all contents. MS Office and Adobe Acrobat files as well as multimedia files (images, videos, etc.) are indexed automatically. Search and replace terms/words in documents which are administered by the system. Search for detailed information, file names, date of modification, and other properties. Integration of search engines from other manufacturers.

5.4 Administration, operation, and system integration Administration of multiple clients (publications). Administration of groups and corresponding access rights. Administration of users and overview of all contents created by the user in the system. Inheritance of contents and design between different publications (clients). Event system to control and automate the workflow based on events in the system. Import and export of contents. Integration of external data sources with the help of database connectivity. All established systems respectively data bases can be integrated. Supports LDAP as well as other protocols to integrate user folders. All functions of the system can also be addressed via documented API. The cluster support of the system guarantees highest protection against system downtime and secures best performance. Staging enables the separation of the publication system (web or application server) and the management system (hyper Content Management Server). Both systems can be operated independently.

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5.5 Administration of design and logic Create templates simply by using the integrated TagWizard including a preview. Edit templates in HTLM editors and transfer/upload them into the system.

Use variable technologies (ASP, JSP, PHP, XHTML etc.) for the presentation to integrate functions such as e.g. dynamic content integration of data bases, dynamic navigation composition, sitemaps, integration of elearning-modules, forums, shop systems, and etc. Automatic software versioning of changes in design and logic with rollback function.

5.6 Publishing and Presentation Personalization of contents, active/passive personalization. Time-driven publishing of contents ordered by date and time. Supports any publication format for various devices and print production. Mobile device detection and geo detection with optimized display. Social media integration by publishing on platforms like Twitter, Youtube or Facebook. Supports all established web and application servers. Static and dynamic presentation of contents. User-friendly internet addresses (URLs) in the browser. Supports freely definable meta-data. All of these functions come “out of the box“ and are available in any license model of hyperCMS. No additional modules have to be purchased. Only publication management with inheritance between publications requires a server license.

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6 User Interface The user interface of hyperCMS is called hyperCMS Dashboard. It is the workspace for all users, administrators, designers, site managers, and editors. Via group management you can assign permissions to user groups. These permissions are inherited to every user inside a group. This enables administrators to easily manage all users and groups. Designers have access to templates and media files. A site manager administers the entire structure of the website. Editors manage contents and create new pages. This system allows your organization to assign certain tasks to dedicated employees and to split competences according to your organizational structure or individual needs. The user interface is based on Windows XP and is therefore easy to use and does not require much training. A brief overview of the essential parts of the user interface: [1] As Browser Internet Explorer 6+, Firefox 1.3+, Chrome 3.0+, Safari S3+, Opera 9+, Netscape 7+ can be used. hyperCMS is 100% browser based no additional client software is required. [2] The hyperCMS Navigator provides access to all functions and is always visible. Depending on the permissions assigned to a user by his group membership, one can access certain functions. [3] The hyperCMS Workspace Control offers a tool bar to apply actions to objects. [4] The hyperCMS Workspace provides additional information and actions regarding the chosen element(s). It acts as an object navigator and shows object in list or thumbnail view, similar to a file manager.

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2

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[5] After choosing an object in the workspace it can be opened and edited in hyperCMS EasyEdit which is a WYSIWYG-Interface (What You See Is What You Get). By one click the same content can also be edited in a form.

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7 System Administration The functions of the system administration: Publication management A publication is a website managed by hyperCMS. Publications can be managed independent from each other, which means that you can assign individual settings, such as user permissions and role assignments, to every publication. Using hyperCMS you can create, edit and remove publications. User management The user management system allows you to create, edit and delete users. Every user can be a member of one or more publications and one or more user groups inside of a publication. Please note: A user must be a member of at least one publication or group to obtain rights in the content management system. When a user is assigned to a certain group he inherits the permissions (e.g. access to certain areas of the site, right to create new folders, etc.) defined in this group. Group management In addition to the predefined user groups you can also define new groups and change their properties and permissions. A group defines the role of a user. The sum of a group’s permissions defines a role. Therefore changes in the right of a group affect all users inside this group. The permissions of a group can also be defined by location in the folder structure.

8 Template Management Templates define the design and the appearance of your website as well as the editable elements of a page or component (e.g. text, images, links). Using either the TagWizard of the template management system or code generated with an HTML-editor (e.g. Dreamweaver) you can crate new templates. HTML-files can be imported into hyperCMS directly. Using the TagWizard you can create new templates online in an easy way and without programming skills. All templates are managed by a version management system. When editing and saving a template a new version is created automatically by the system. Therefore you can undo any change in a document or just view the single versions of a template.

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9

Managing content

A webpage consists of 3 elements: structure design content The structure is the basic layout of a page, the design defines the appearance and the content consists of the actual information displayed on a webpage (text, images, videos, links, etc.).

9.1 Pages and components When an editor creates a new webpage he chooses a name for this page and a template. The template defines the design and the editable elements of the page as well as the structure of the content, which is assigned to the page as an XML object. A page or a component is defined by its content (XML-format) and its layout (template). A page can consist of multiple elements, which can be manipulated by an editor. Elements can be plain text, images, hyperlinks and components. But also articles can be defined within this page, which again consist of the same elements. Elements underlie additional management. According to this, articles can be set active, inactive or managed by schedule. A page can include one or more components. Components behave just like a page and consist of the same elements but are managed independently from the structure of a website. Components are displayed on the website when embedded into a page. Page (or component) Text

Media

Link

Media

Link

Article Text

Component

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Components offer high flexibility in managing a website. They are created separately from the actual page, managed independently and integrated into a page dynamically. Therefore components can be integrated in as many pages as you like without causing data redundancies. Components cannot only be embedded into pages, but also into other components. Example: An editor wants to include contents of other editors into his page. He cannot edit contents managed by other editors but he can include their contents into his own. Thereby he doesn’t have to edit these contents since they are updated by the actual author. If a component is deleted by an author it will be removed automatically from all pages where it is included. In this case an editor receives a notification, that the component has been removed, which allows him to set appropriate action. Also the structure of the websites menu can be managed by components. Therefore a person can, for example, manage the entire menu structure. Though building a website with hyperCMS does not require the use of components it can be very helpful for building up an effective structure. Documents and files with any format can be managed by the system and edited and integrated into the website using WebDAV (=standard for collaborative editing of files). Practical example: It is often the case that a product consists of several elements (assemblies, components or modules). With the hyper Content Management Server these dependences can be shown by components. Just the same as the product consists of many groups and parts, the documentation of a product consists of many parts and joins finally to a document. The clou is that in the context of several product variants – which use the same assemblies or components again and again - must be documented only once. With the component system of the hyper Content Management Server the illustration of such structures isn't only simply possible but also non-redundant.

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9.2 The architecture of a website A website consists of single webpages which are connected to each other via hyperlinks. To organize large amounts of data and information in a structured way it is recommended to use folders, just like in any other file management system (e.g. Windows Explorer). Using folders you can arrange the content systematically, for example by subsidiaries (different languages), by business units (marketing, product management,...) or by products. Of course you can change an existing structure as well, for example by creating, moving, renaming and editing pages or folders. The link management system monitors all changes in structure and updates links automatically. Therefore you don’t have to edit the links between the pages manually after changing their location on the site. hyperCMS provides highest flexibility and enable you to quickly respond to changes inside your company. Every single user can be granted individual access permissions on folder level. You could, for example, define an area (=folder), where editors can only build up the structure of the website, but not change the design or the content of pages. Another important point regarding a website’s architecture is the distinction between the management environment and the „live“-environment. When an editor changes the content of a webpage, the changes do not affect the content of the live-system (=the website as it is shown to the visitors) until the edited page is published. A page can be unpublished as well, which means that it remains in the management environment, but is no longer visible on the live-system and other editors cannot set links to this page. Practical example: Every enterprise has a defined internal organization. Also the information must therfore be structured an the demands of the organization. At the same time there is an external view on information, namely those of the customers, the suppliers and so on. The internal view on information is shown with the help of the component system. With the help of folders the information of the individual areas and departments or their products and services are subdivided. Every area therefore has its own field of activity. So there exists an intrenal view on the content an an external visitors view on the content.

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9.3 Versioning of information and design All published contents are automatically tracked and logged by the version management system of hyperCMS, which allows you to view the entire history of a page's content. Each time an object is modified, a new version is created which allows editors to undo changes to this object at a later time. Of course versions can be removed from the system as well. Please note, that the versioning of information content is completely independent from the layout. If you roll back to a previous version of the information on a page, this previously created information will be included without affecting the design. This also applies the other way around. Changes in design of the templates are also tracked by the version management system and the versions of a design document can therefore be included into a page or component independently from the content. Practical example: Your product descriptions and characteristics which you service in the Content Management System also change with the time. E.g., a certain part has new dimensions. If we continue the example of the product documentation mentioned before, then we have now another dimension, namely time. The changes in the composition of the product in the form of assemblies and components and the change of parameters of groups and parts will be documented automatically and comprehensibly.

10 Personalization The personalization of contents allows the representation of components based on a users profile. This can be done actively based on a users input of preferences (active personalization) or passively by tracking the users behavior on a website (passive personalization). The session management monitors the preferences or the behavior of the users and automatically shows components matching their user profile. Information of a page Private Customer General Corporate Customer

Practical example: With an active personalization within the intranet the employees get different functions or contents depending on their activity field. Every employee which accesses the intranet will be assigned to a certain roll inside the enterprise. The central administration of these rolls will be executed only in LDAP or an arbitrary different system. As soon as the role of the employee is known, he also is led in the customer Tracking. From now on the components or Portlets of other systems are displayed in the intranet according to his roll in the enterprise. So an employee of the personnel department has access on the vacation planning of all employees, which every employee may execute in the intranet himself. The employee himself sees only his own entries, however, and can carry out his new plannings.

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11 Workflow By defining a workflow with the workflow management system and assigning permissions to all of its entities you can assure, that contents can only be modified or published after passing the entire workflow. The editors and controllers involved in the workflow decide on whether to release or reject contents via mouse click. The responsible users are notified automatically by the task management system and via email. Using the so-called robots (virtual members of the workflow) you can automate certain processes. You can define procedures, which automatically connect to other systems (e.g. mail servers, ERP systems, databases) and initiate defined actions.

Example: A content must be approved before it will be shown to the visitors of your website and before it will be send as an newsletter to your customers. So you will define a procedure, which connects to your customer database and sends a newsletter to all of its members after all new contents have been approved and published to your website based on a given workflow.

12 Full-text search The full-text search allows you to quickly find files and documents in your repository. hyperCMS offers an extensive set of search criteria such as filename, folder, file type, date of change, etc and allows you to search for pages, components, MS Word documents, Adobe PDF files, text files and Rich text files. A search-and-replace function allows searching pages or components for a term and to replace it automatically with any text. Therefore you can do changes to multiple documents in no time.

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13 Integration of external data sources Via database connectivity you can integrate data sources (e.g. relational databases) to the system, read contents and save them into it. This is done independently from the existing logical data model of the source. By integrating components via HTTP you can include contents from other systems to your publication.

Publication XML Content Management Server HTML

Database Connectivity

ORACLE

MySQL

14 Publications and inheritage The hyper Content Management Server allows you to manage multiple independent publications. That way you could, for example, assign a publication to every independent organizational unit in you company and maintain their contents separately. Contents and design template can be interchanged between the single publications. Therefore you can easily include centrally stored data into other websites and publications. Publication A

Publication B

Publication C

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15 System Requirements To run the hyper Content Management Server (management environment) the following technical requirements must be met: Server: Operating system: Linux, UNIX, MS Windows and many other operating systems Webserver: Apache, IPlanet, MS IIS and other webservers with PHP4/5-module Fort he usage of Digital Asset Management functionality: Relational database (MySQL, all ODBC databanses) Image Magick FFMPEG Yamdi ZIP/UNZIP GZIP/GUNZIP XPDF AntiWord Client: Internet Explorer 6+, Firefox 1.3+, Chrome 3.0+, Safari S3+, Opera 9+ and Netscape 7+ (The presentation/website is independent from those requirements. The applied code in the templates defines the required browser standard.)

The following technologies are supported by the presentation system: Java Server Pages Active Server Pages PHP Hypertext Preprocessor Velocity Template Language (VTL) Documents can also be defined and published without server-sided code, e.g. using HTML-, XML-, WML-, TXT- and other documents. Please note that personalization, active link management, time management and the integration of applications is not possible in that case.

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16 Legal reference / Imprint 16.1 Questions and suggestions For advanced questions and suggestions, please contact the support. We are available for every questions regarding our reseller- and partner-program. You can apply for an access to our enhanced Online-Demo of the hyper Content Management Servers via our support. hyperCMS Support: support@hypercms.com http://www.hypercms.com

16.2 Imprint Responsible for the content: hyperCMS Content Management Solutions GmbH Wipplingerstr. 18/17 A-1010 Vienna – Austria office@hypercms.com http://www.hypercms.com

16.3 Legal reference The present product information is based on the version of the program, which was available at the time the document was composed. The maker reserves the rights of modifications and corrections of the program. Errors and misapprehension excepted. Š 2012 by hyperCMS Content Management Solutions

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hyper Content Management Server - Content Management