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JAHIA CMS AND PORTAL SERVER User Guide Quick Introduction to Jahia Using Jahia CMS and Portal Server 6.0

V1 English

Jahia Solutions Group SA 9 route des jeunes 1227 Carouge Switzerland


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DISCLAIMERS, TERMS AND CONDITIONS Copyright 2009 by Jahia Solutions Group SA. (http://www.jahia.com). All rights reserved. THIS DOCUMENTATION IS PART OF THE JAHIA SOFTWARE. INSTALLING THE JAHIA SOFTWARE INDICATES YOUR ACCEPTANCE OF THE FOLLOWING TERMS AND CONDITIONS. IF YOU DO NOT AGREE WITH THESE TERMS AND CONDITIONS, DO NOT INSTALL THE JAHIA SOFTWARE ON YOUR COMPUTER. 1. LICENSE TO USE. This is protected software (Jahia). The Jahia software is furnished under license and may only be used or copied in accordance with the terms of such license. Check the Jahia license (www.jahia.com/license) to know your rights. 2. NAMES. The names JAHIA Solutions Group SA, Jahia and any of its possible derivatives may not be used to endorse or promote products derived from this software without prior written permission of JAHIA Solutions Group SA. To obtain written permission to use these names and/or derivatives, please contact info@jahia.com. 3. DECLARATIONS AND NOTICES. This product includes software developed by the Apache Software Foundation (http:// www.apache.org/). Windows, Windows XP and Windows Vista are registered trademarks of the Microsoft Corporation. For more information on these products and/or licenses, please refer to their websites (http:// www.microsoft.com). Java is a trademark of Sun Microsystems, Inc. For more information on these products and/or licenses, please refer to their website (http://www.sun.com). Other trademarks and registered trademarks are the property of their respective owners. 4. DISCLAIMER OF WARRANTY. THIS SOFTWARE AND DOCUMENTATION IS PROVIDED "AS IS" AND ANY EXPRESSED OR IMPLIED WARRANTIES INCLUDING BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. 5. LIMITATION OF LIABILITY. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE PROGRAM IS UP TO YOU. SHOULD THE PROGRAM PROVE DEFECTIVE, YOU ASSUME THE COST OF ALL NECESSARY SERVICING, REPAIR OR CORRECTION. IN NO EVENT SHALL JAHIA LTD. OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. 6. GOVERNING LAW.

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Any action derived from or related to this agreement will be governed by the Swiss Law and shall be of the competence of the judicial authorities of the Canton of Geneva, Switzerland. 7. TERMINATION. This agreement is effective until terminated. END OF TERMS AND CONDITIONS

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CONTENTS Introduction .....................................................................................................................................6 WHAT’S IN THIS DOCUMENT .......................................................................................................... 6 CONVENTIONS USED IN THIS DOCUMENT ................................................................................. 7 MISTAKES WERE MADE…................................................................................................................ 7

Chapter 1 Building Your First Jahia Site in 5 Minutes ................................................................9 1. Planning the site architecture ............................................................................................................. 9 1.1 Create logic – structure your portal.................................................................................................................. 9

2. Creating your first site ...................................................................................................................... 10 2.1 Login to Jahia................................................................................................................................................. 10 2.2 Mode Switching ............................................................................................................................................. 11 2.3 Add a Title ..................................................................................................................................................... 11 2.4 Add Pages and Sub-Pages .............................................................................................................................. 13 2.5 Enter some content......................................................................................................................................... 15 2.6 Display page in Preview Mode ...................................................................................................................... 15

Chapter 2 Jahia Overview.............................................................................................................18 1. Jahia Core Features........................................................................................................................... 18 2. Key Jahia Features ............................................................................................................................ 19 3. Definition of user roles in Jahia........................................................................................................ 20 4. The Jahia Publishing process............................................................................................................ 21

Chapter 3 Navigating the Live Published Web Site .....................................................................23 1. Jahia Menus and Navigating paths .................................................................................................. 23 2. Site Map.............................................................................................................................................. 23 3. Language Switching........................................................................................................................... 24 3.1 Language mixing setting ................................................................................................................................ 24

4. Search Engine..................................................................................................................................... 24 4.1 Standard options............................................................................................................................................. 24 4.2 Advanced search ............................................................................................................................................ 27

5. Using portlets and Mashups ............................................................................................................. 28 6. Different access rights ....................................................................................................................... 30 7. My home page .................................................................................................................................... 31

Chapter 4 In-Context Editing Interface .......................................................................................33 1. Basic Edition Mode............................................................................................................................ 33 1.1 Default Jahia Toolbars ................................................................................................................................... 34 1.2 Template Header ............................................................................................................................................ 35 1.3 Fieldsets, Action Menus and other Status Icons............................................................................................. 35 1.4 Lock-in / Lock-out principle .......................................................................................................................... 39

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2. Quick Inline Editing Mode ............................................................................................................... 39

Chapter 5 Author role ...................................................................................................................41 1. Authoring Interfaces ......................................................................................................................... 41 1.1 Content Objects (Containers) ......................................................................................................................... 41 1.2 List of Content Objects (Container Lists) ...................................................................................................... 51 1.3 Managing Content in Several Languages....................................................................................................... 53 1.4 Managing Pages ............................................................................................................................................. 55 1.5 Managing Time Based Publishing ................................................................................................................. 59

2. Preview and Compare mode............................................................................................................. 61 2.1 Preview Mode ................................................................................................................................................ 61 2.2 Compare Mode............................................................................................................................................... 62

3. Workflow ............................................................................................................................................ 63 3.1 Status of a Jahia Page (or any Content Object with a distinct Workflow) ..................................................... 63 3.2 Workflow main options.................................................................................................................................. 64 3.3 Other Workflow Options................................................................................................................................ 67

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INTRODUCTION JAHIA has been developed with the goal of being the most user friendly, dynamic and cost effective preintegrated content management, document management and corporate portal server available today. Not only does JAHIA give you the power to control content, JAHIA also provides web applications, mashups and web services support only major companies and webmasters could usually manage or afford. Consider the JAHIA environment to be a virtual ecosystem influenced by you. You have the ability to develop your own tree of information blocks, choose the type of skins and layouts, create your cells with static content or dynamic applications, and share the data with whomever you wish to collaborate with. In the early days of the JAHIA concept, the instigators identified key trends companies are faced with. The resources associated with building a website, an intranet or an extranet and all the costs involved in maintaining it, makes it difficult for organizations to deploy a flexible solution. JAHIA improves user productivity by combining content management, lightweight document management and collaborative portal tools into one single easy-to-use solution.

WHAT’S IN THIS DOCUMENT This document is divided into several parts to help you find your way around. You’ll notice that each part has a handy thumb tab, so that you can easily find the part you need.

Part I Jahia Walkthrough This part will explain the Jahia basic functions. Chapter 1, «Building Your First Jahia Site in 5 Minutes»; In this chapter, you will learn how to use Jahia to create a simple website. This will give you an overview of the features of Jahia. Chapter 2, «Jahia Overview»; In this chapter we will describe an overview of Jahia functionalities also the basic principles of the user roles in the workflow/ staging process. Chapter 3, «Navigating the Live Published Web Site»; Now that you know what Jahia is, that you identified the various user roles and that you understood the basic information flow, let's begin to see which functions are available for an anonymous or an identified reader.

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Part II Jahia Advanced Use This part will explain all the actions editors can do. Chapter 4, «In-Context Editing Interface»; in this chapter we will explain how the administration tools work. Chapter 5, «Editor Role»; in this chapter we will list all the actions available to people with a Write permission on a page or one of its content object. The main part is the Edit mode, which allows the enduser to easily add, modify or suppress content or portlets inside the site without any technological knowledge. Other roles will be further explained in complementary documentation guides.

CONVENTIONS USED IN THIS DOCUMENT The following font conventions are used in this document: Italic is used for: • Internet address, such as domain names and URLs. • Input form examples. Constant width is used for: • Command lines and options that should be typed verbatim. • Names and keywords in Java programs, including method names, variable names, and class names

Indicate a tip or a suggestion.

Indicate a general note:

Indicate a warning or a caution.

MISTAKES WERE MADE… We’ve tried to make this document as accurate as possible, but a feature that changed in the final release of the software might not quite match what’s described in this document. There’s also the possibility that we were, well, wrong about something. For changes and errata, visit : http://www.jahia.com Your feedback will improve later versions of this document. The best way is to reach us by email at : info@jahia.com

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PART I JAHIA WALKTHROUGH Site in 5 Minutes

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CHAPTER 1 BUILDING YOUR FIRST JAHIA SITE IN 5 MINUTES In this chapter you will learn how to use Jahia to create a simple website. This will give you an overview of the features of Jahia.

1. PLANNING THE SITE ARCHITECTURE Before you start concretely building your portal or adding content, we recommend that you go through a first brainstorming phase. The JAHIA technology has taken the complexity out of building a website, but it does not replace the elaboration of a well thought site architecture, as well as the definition of the various users' access rights.

1.1 CREATE LOGIC – STRUCTURE YOUR PORTAL Thus before building your portal, make sure you have a logical organization in your head regarding your website. Which information do you plan to offer, who will use it, who will be in charge of updating it, under which section will the information be available? You should start drawing a storyboard of your site. One common approach is to draw a tree of all your main pages and sub-pages with the different privileges. We are going to use the tree below for the current example. This is the tree which is provided by default with the embedded demonstration web site. Such a pre-packaged demonstration web site should help you learn the product faster.

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Figure 1-1: Demo Website Architecture

We will only try to add the “About us” section in this short tutorial. You will learn how to modify permissions on a page in the next chapters of this guide.

2. CREATING YOUR FIRST SITE 2.1 LOGIN TO JAHIA In the Login box, type your username and password. Once you are logged in, you access the edit function of the site. Creation, modification and suppression tasks may now begin. To access the edit functions, it is necessary to have first a valid login and password and also to have some adequate privileges (write permission) on certain parts of the current site. If it is the first time you access Jahia, please use the login and password you chose during the installation process (cf. Administration Guide).

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Figure 1-2: Login box

2.2 MODE SWITCHING After the login, a new top bar is now available on your page. It allows the user to access to its custom settings or to switch to the Preview or to the Edit mode (if the user is also an editor, a manager or a site administrator).

Figure 1-3: Jahia 6 Default Edition Toolbars

To enable any publishing on your website, you must click on the Edit Mode tab. You will now see your current page in “Edit mode”. Some icons are now displayed on the web page. Basically, you are given access (provided that you have the correct permissions) to the operations enabling you to update elements, content and the overall structure of your site. You may now access features such as add a new page, page properties, update and delete objects directly from within the web page (inline editing). These are the tools that permit you to publish (add, edit or remove) your content. When you have finished, you can preview your changes in the Preview Mode. Once satisfied with your changes, you can approve them (“Workflow Manager” button in the Tools Menu or trhough the dedicated “Workflow Toolbar”) so that they become available for any users who have the right permissions. The Compare Mode allows you to see the differences (diff. highlightings) between your live published page and the the still unapproved modifications.

2.3 ADD A TITLE Please go in the “About us” section. Let’s begin by adding a text below the “Acme in Brief” paragraph. Click on the “Add content” icon.

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Figure 1-4: Add new text on the About Us section

A new pop-up window will be launched. You may notice that this window will include several structured or unstructured fields you may fill or not according to your needs in the right column. Fields may be of different types (small text; date; image; rich text;...). An adequate editor or selector will be displayed for all the different type of field to ease your content input. For example to add the text you wish your users to read on the About Us page, simply select the “Body” field and type the text you want into the text input area provided. You may notice that for rich texts, a WYSIWYG HTML editor is provided (by default based on the FCK editor). This will ease basic content formatting (bold, italic, underline,...) and also allows you to cut and past content from your favorite wordprocessing. Once your content modifications are done, click on the OK button at the bottom of the window. The popup window will close and the underlying page will be reloaded with your new changes.

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Figure 1-5: Add text

If you click on the Preview Tab in the main toolbar, you will see how your web site now looks like without all the publishing icons. Then click on Edit Mode again to continue to modify your website.

2.4 ADD PAGES AND SUB-PAGES Returning to our design, let's add a new sub-page: “Contact us”. Simply click on “Manage menu” icon below the right menu (or left menu according to the theme being used) and the following action menu will appear.

Figure 1-6: Add page button

Type the title of the new page: “Contact us” in the text field and choose the template "Simple". Then click on OK

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Figure 1-7: Add page

You have just added a new sub-page in which you can now add all the elements that you need to further develop this new sub-section of your site. The red status icon indicates to you that the page is currently not validated yet.

Figure 1-8: New page added

Now, click on “Sitemap” in your template header.

Figure 1-9: Template Header

The sitemap was updated and your new “Contact us” page is now a sub-page of the “About us” section.

Figure 1-10: Website Architecture

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Site in 5 Minutes 2.5 ENTER SOME CONTENT

Now that you created your new sub-page, you can begin entering your content. Go on the new “Contact us” page and enter some content by clicking on the following icons.

Figure 1-11: Adding content

2.6 DISPLAY PAGE IN PREVIEW MODE When you have finished your pages modifications, click on the Preview folder in the TopBar to see your updates and changes in "Preview mode" (without the edition icons).

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Figure 1-12: A page in Edit mode

Figure 1-13: The same page in "Preview mode"

2.7 VALIDATE MODIFICATIONS If you are satisfied with the result, click on the Tools/Workflow Manager menu in the default toolbar.

Figure 1-14: Workflow Manager Menu

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You are now accessing to a new pop-up window divided in 4 main parts. • The first part is the classical manu (top bar). • The second part is the left panel which is displaying the sitemap for the current site. It is automatically positioned on the current page. • The third part is the main window panel. It displays the current page and some sub-pages (if any). In case of having to manage a large site, some options at the bottom of this panel let you choose how many sub-pages you want to display at once. • The fourth panel (bottom panel) displays the workflow details for the page being currently selected. At the bottom of the window you can find the usual validation actions. According to your permissions (Editor/Author or Publisher/Manager) you may either only notify that some content updates were done (Editor/Author) or directly validate and publish the page (Publisher/Manager). If you have marked some pages as being ready for publishing, they will be locked (or blocked) to avoid any further modifications until a Publisher/Manager validates them. The workflow icon will then indicate a yellow status. Once published the workflow icon will turn to green.

Figure 1-15: Workflow Manager

Congratulations! You have successfully completed a new section of your website. You are now ready to add and publish additional elements at will.

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CHAPTER 2 JAHIA OVERVIEW In this chapter we will describe an overview of Jahia functionalities, also the basic principles of the user role in the workflow staging process.

1. JAHIA CORE FEATURES Jahia is a Web Content Management Server (WCMS) natively integrated with a Corporate Portal framework (support for MyDashboard oriented pages populated with portlets) and with a lightweight Document Management system. Secure and single sign-on based authentification

End user personalization

Multi-languages support

Full look-and-feel customization Built-in search engine

Content Object Management

Figure 2-1: Core Features

Support for documents

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The Jahia Server may be divided in three main modules: 1.

The Jahia Content Foundation Server which handles all the underlying back-end services, connectors and storage mechanisms.

2.

The Web Content Management Server (WCM) which deals with all the management of structured or unstructured content of your site and which manages the site navigation and structure.

3.

The Corporate Portal Server which manages the interactions with the portlets or mashups (web applications or web services) and the end-user personalization tools (e.g. web interface to let the end-users organize their portlets)

4.

The Document Management Server (DMS) wich store, federate and manage binary documents (files or other kind of digital assets)

Jahia relies on standard server-side Java based architecture. But as an end-user, you do not need to know anything about technology as all the Jahia operations will be done from within your thin client web browser. Jahia is not browser specific and any Web 2.0 ready browser could be used (IE6+ - ideally speaking IE7+ -, Safari or FF3+). According to the features your template developer has integrated, certain limits may occur. This is not due to Jahia itself but to your specific set of templates. Please check with your template developer in case of problems. Thanks to the native integration of WCM, DMS and a Portal features, Jahia may be simultenously both used as a tool to manage your front-end public web site or as a collaborative intranet/ extranet web space. You can even mix on the same web page, content (a text) and portlets (a discussion forum) as everything relies on a common unified and integrated platform.

2. KEY JAHIA FEATURES Jahia provides the following key features to power your new portal or web site: •

Easy to Use Content Edition with support for an embedded WYSIWYG HTML Editors

Based on templates to clearly separate layout and content

Full Multilanguage and Internationalization support

Advanced Security Management with Single Sign-On support

Whole Content Object lifecycle support (creation, update, workflow, deletion, restoration)

Integrated Page Approval Publishing Workflow

Native support for Portlets and Mashups (Web Applications and Web Services)

Virtual Site Management / Site Factory

Built-in Integrated Search Engine

Lightweight Document Management System

Full web based Administration Center

And many more functions. Check the www.jahia.com web site to know all the latest new features provided by the Jahia software.

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3. DEFINITION OF USER ROLES IN JAHIA To better understand Jahia, when you can use certain features and who is able to access them, we will have to distinguish various user roles. These roles may be cumulated and a same user may access to all the functions simultaneously. These roles may also be different in the various sections of your site. So as a Jahia user you can act as a Content Manager on certain pages but only as a Reader on others. • Guest (anonymous): This "user" is provided by default on all the Jahia installation. It allows non authorized users (anonymous user) to access part or all of your web site. When you published an Internet based web site, unregistered external users will be tacitly logged into the system with this profile. • Reader (Logued Users): the Readers are registered Jahia users who can login into the system. Thanks to their authentication, they may access private areas (intranet or extranet areas) and also to their personalized settings (their personal information such as their e-mail address, their languages preferences,…). A reader has "read-only" privileges and can not switch in edit mode to modify content. A Reader may be sometimes an active user that needs to add or move around some portlets on his personal home page or contribute content in some online forms (UGC – User Generated Content). A user could also perfectly be a Reader on one section of the site and an Author on another part. • Author (or Editor): The Authors, unlike the Readers, may modify the core site content and structure. They can swith into Edit Mode and may access all the functions related to the edition and modifications of part or all of one or several web sites. They can access to all the content metadata and other advanced content editing features such as the Time Based Publishing option or to the integrated Document Management System. A powerful role system let the Site Administrator precisely decide which Author can access and use which features. There could then be some casual Editors and some more powerful regular Authors.

• Translator: A Translator is basically an Author with limited edition permissions for one given language only.

• Reviewer (or Publisher): The Reviewers approve content modifications before it goes live. The Reviewers are bound to each step of the workflow management system. According to the workflow in use on a given page or on a distinct content object, an author may have different roles. He might for example only move the workflow from the second to the third workflow step. The Publisher is usually the user that is in charge of finally publishing the page (usually the last step in the chosen workflow). • Manager: The Managers can modify the permission rights (who can access to which section or which content object), modify the roles in the workflow system (who can review or publish what) or access to the activity logs. They have the same privileges as the Authors regarding content modifications. You can perfectly be a Manager on some pages and only an Author or a simple Reader on another section of the site. The granularity of permissions in Jahia is setup at the content object level. • Site Administrator: On the same Jahia server, you can host several independent web sites (e.g. one for each department or one site instance for each community of practice). Each web site has one or several Site Administrators that can access to the Site Administration Center interface. The Administration Center lets the Site Administrators manage the global settings of the current web site such as registering new users and groups or setting the site languages. Every Site Administrator has full access will all privileges on its virtual

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web site and several Site Administrators can be set up for each virtual site. Please also note that a Site Administrator could also delegate access to part or whole of the Administration Center to any Author. Such “power users” could then for example be allowed to manage users and groups for one given site but will not be able to have all edition permissions on the whole virtual site. They are then not considered as “Site Administrator”. • SuperAdministrator/ Root: Each physical Jahia Server has a Root user (Global System Administrator). This user can access to all the virtual web sites with all privileges and can also access to all the low-level menus in the Administration Center (database settings; backup services;…). All Administrators (at a site or at the server level) could bypass all roles or permissions setup on a site. You can not restrict any of their permissions which are tacitly manage by the underlying system.

4. THE JAHIA PUBLISHING PROCESS The second important point to keep in mind while using Jahia is the basic flow of information

Figure 2-2: Basic Publishing Process

The usual flow is defined in the following manner: 1.

One or several authors enter or modify content. Once the modifications or translations are done (e.g. the creation of a new “About us” section), they send a request for approval to the Reviewers. The page (or the distinct content object) turns yellow and is by default locked for any further content modifications.

2.

One or several Reviewer is then in charge of reviewing the changes, modifying them if necessary (a “Quick Edit” mode allows some authorized Reviewers to make additional modifications at each step of the workflow) and validating the content before publishing. The basic workflow is a simple two steps workflow. But Jahia is also delivered with more advanced workflow with 3 or 4 steps. You may also add additional custom workflows.

3.

Once approved, the new content is then available to the Readers in Live mode. A version of the previous content is automatically stored in the system as an archive (aka a new version of each modified content object on the page is created).

This is the usual flow of information in Jahia. However it is also possible to have content without any validation step (the content is then immediately published to the Readers - useful for intranet and collaboration web space purposes for example).

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Please also note that by default Jahia manages the publishing workflow at a page base level. This is usually the most commonly used manner of publishing a web site (on a page per page basis). However you can perfectly manage workflow on a per content object basis (e.g: each news object will have a distinct workflow) and vice-versa to group objects or a collection of pages all together (one single workflow for a whole section of the site).

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CHAPTER 3 NAVIGATING THE LIVE PUBLISHED WEB SITE Now that you know what Jahia is, that you identified the various user roles and that you understood the basic information flow, let's begin to see which functions are available for an anonymous or an identified reader.

1. JAHIA MENUS AND NAVIGATING PATHS Jahia automatically maintains the menus and all other various navigation paths (breadcrumbs, shortcuts…) in a coherent state and according to each end-users permission rights. So it is not possible for you to see pages in the navigation elements on which you don’t have the adequate rights. These pages are then automatically and dynamically removed from the menus displayed online. The best way to illustrate the Jahia navigation mechanism is to access a web site with an anonymous user (default) and to check the menu. Now log into the system, you may access to new pages that were not visible before (e.g. an Intranet and/or an Extranet section or your personalized Portal Page). So each identified user may see a "different" site with different set of pages and content according to his personal privileges. This principle is called "dynamic content aggregation" and is the base of any dynamic Content Management System (also called “Frying Systems”). Jahia will dynamically create the web pages you can see according to your specific permission rights. Jahia mainly offers two navigation systems: •

Menus

Breadcrumb Paths

The web designer of your web site may have created some particular menus systems for your particular web environment. For example Floating Menus (inside boxes you can move around), Tabs or Drop-Down DHTML Menu or Facetted Navigation (a dynamic navigation system according to some metadata). Basically the system is the same and will let you access various different web pages of the site on which you have the adequate rights.

2. SITE MAP The Sitemap displays the pages titles and the relations between the pages. A Jahia web site is basically a tree starting from the trunk (the home page) and going to the leaves. You can have shortcuts (internal links) between the leaves but the core workflow or permission inheritance system is based on a single hierarchial tree (no multiple source management). Similar to the navigation menu mechanisms, the sitemap is dynamically adjusted to your rights and permissions. You can for example see more pages on your sitemap page once you are logged into the system.

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3. LANGUAGE SWITCHING A Jahia web site may be available in several languages. If you have no particular settings (you browse the site as an anonymous user) Jahia automatically detects the languages of your browser and will try to display the page you want to access in this language (if such a language exists in the Jahia system of course) else the default site language will be displayed. Usually if the site is available in multiple languages, the web designer will display somewhere a menu to let you easily switch among the other available languages. This may be a menu in text mode or with icons such as flags. Once you switch to another language, the Jahia system will let you browse the site in this new language until you decide to change language back again. You can switch from one language to the ther from any page. Not all pages or content objects could be translated yet. So according to the section of the site, the language icons will adjust accordingly.

3.1 LANGUAGE MIXING SETTING Another setting the Site Administrator may customize is the "language mixing" option. In this case, if some content is not translated, the Jahia dynamic aggregation system will still try to display it on the page but in the next available language (so a page may contain elements or sub web pages available under multiple languages at the same time). The Administrator may define the default order of languages preference for the whole site (e.g. 1) English, 2) French and 3) Spanish). During the dynamic aggregation process of a web page, if the content is not available in English, Jahia will then automatically try to display it in French and, if not available, in Spanish. This is also valid for menus. If some web pages only exist in another language, they will be displayed untranslated in the navigation menus. This system is quite useful especially for Intranet based web systems where various subsidiaries are working simultaneously in various languages. The goal is then to display as much information as possible to all employees and not to try to filter information according to the current selected language in order to try to keep an homogenous and well translated web site which is commonly the case for public web sites.

4. SEARCH ENGINE This function performs a search on the whole content of the site (full text search). Here is a summary of the syntax that can be used when performing a search:

4.1 STANDARD OPTIONS Boolean operations Boolean operators allow terms to be combined through logic operators. The search engine supports AND, "+", OR, NOT and "-" as Boolean operators (Note: Boolean operators must be ALL CAPS). OR Operator The OR operator is the default conjunction operator. This means that if there is no Boolean operator between two terms, the OR operator is used. The OR operator links two terms and finds a matching document if either one of the terms exists in a document. This is equivalent to a union using set. The symbol || can be used in place of the word OR.

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To search for documents that contain either "CMS" or "Portal" use the query: CMS Portal or CMS OR Portal AND Operator The AND operator matches documents where both terms exist anywhere in the text of a single document. This is equivalent to an intersection using sets. The symbol && can be used in place of the word AND. To search for documents that contain "Jahia” and “portal" use the query: "Jahia" AND "portal" “+” Operator The "+" or required operator requires that the term after the "+" symbol exist somewhere in a field of a single document. To search for documents that must contain "Jahia" and may contain "CMS" use the query: +Jahia CMS NOT Operator The NOT operator excludes documents that contain the term after NOT. This is equivalent to a difference using sets. The symbol ! can be used in place of the word NOT. To search for documents that contain "Jahia CMS" but not "Jahia Portal" use the query: "Jahia CMS" NOT "Jahia Portal”

The NOT operator cannot be used with just one term. For example, the following search will return no results: NOT "Jahia CMS

“-” Operator The "-" or prohibit operator excludes documents that contain the term after the "-" symbol. To search for documents that contain "Jahia CMS" but not "Jahia Portal" use the query: "Jahia CMS" -"Jahia Portal" Wildcards The search engine supports single and multiple character wildcard searches. •

To perform a single character wildcard search, use the "?" symbol.

To perform a multiple character wildcard search, use the "*" symbol.

The single character wildcard search looks for terms that match those with the single character replaced. For example, to search for "text" or "test" you can use the search:

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te?t Multiple character wildcard searches looks for 0 or more characters. For example, to search for test, tests or tester, you can use the search: test* You can also use the wildcard searches in the middle of a term. te*t Fuzzy search The search engine supports fuzzy searches based on the Levenshtein Distance, or Edit Distance algorithm. To do a fuzzy search use the tilde, "~", symbol at the end of a Single word Term. For example to search for a term similar in spelling to "roam" use the fuzzy search: roam~ This search will find terms like foam and roams

Terms found by the fuzzy search will automatically get a boost factor of 0.2

Grouping The search engine supports using parentheses to group clauses to form sub queries. This can be very useful if you want to control the Boolean logic for a query. To search for either "jahia" or "cms" and "website" use the query: (jahia OR cms) AND website This eliminates any confusion and makes sure that the term “website” must exist and that either the term “jahia” or “cms” may exist. Boosting a term The search engine provides the relevance level of matching documents based on the terms found. To boost a term use the caret, "^", symbol with a boost factor (a number) at the end of the term you are searching. The higher the boost factor, the more relevant the term will be. Boosting allows you to control the relevance of a document by boosting its term. For example, if you are searching for: jahia cms and you want the term "jahia" to be more relevant boost it using the ^ symbol along with the boost factor next to the term. You would type: jahia^5 cms

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This will make documents with the term jahia appear more relevant. You can also boost Phrase Terms as in the example: "jahia cms"^5 "jahia portal“ By default, the boost factor is 1. Although, the boost factor must be positive, it can be less than 1 (i.e. 0.2) Escaping certain characters The search engine supports escaping special characters that are part of the query syntax. The current special characters are: + - && || ! ( ) { } [ ] ^ " ~ * ? : \

To escape these character use the \ before the character. For example to search for (1+1):2 use the query: \(1\+1\)\:2

4.2 ADVANCED SEARCH

Figure 3-1: Advanced Search

You can customize the search form in order to handle more complex advanced search queries. On such an advanced search form, you can refine your search results through different parameters such as the last modification date, the categories being used or define the precise domain of the search (e.g: only binary documents or only the current sub-site). The result will be displayed ordered by score. Here is an exemple of search results for “jahia” on the prepackaged default demonstration.

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Figure 3-2: Search result

If the portlets are not using the Jahia content objects to store their data (this is usually the case for most external web applications or mashups), their content will not be indexed and can not be retrieved in the global search engine. You may however have dedicated search engine embedded in each portlet or a custom template may federate and aggregate the search results of several applications into one single page result..

The Jahia search engine is provided with a PDF and some MS Office plug-in to index the content of such binary documents. Problems may occur with the indexing of certain MS Word documents due to the poor Word file format. In such cases, please use the “Save As” command in your Microsoft Word to save your content into a new file and simply upload this new file back into Jahia. The content shall be now correctly indexed by the Jahia search engine.

5. USING PORTLETS AND MASHUPS As mentioned above, one of the unique capabiltity of Jahia is to mix static content objects with dynamic portlets or mashups within the same web page. Portlets usually refers to local web based applications you may access directly from within your portal without having to access to another web site or to open a new browser. In the Java world, they are usually using technologies such as the standardized Portlet API (JSR168 or JSR286). Portlets might have then been developed independantly of Jahia and might also run on other distinct portal servers. In Jahia 6.0 you can now also develop Jahia-centric portlets which can access to the whole Jahia API in order to reuse existing content or documents or add new content into the Jahia database. Such portlets will of course only work on top of a Jahia environment. Mashups is a broader term that usually includes portlets but also smaller Javascript based applications. Most of them are remotely hosted on the edge of the internet cloud and could be called and embedded in any web page from some simple HTML tags. Jahia 6.0 also supports the Google Gadgets which are offering another wide collection of rich Web 2.0 micro-applications.

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Figure 3-3: Portlets and Mashups examples

Jahia decided to regroup all technologies under a single “Mashup” term. Editors could then access to a Unified Mashup Manager which help them to centralize all their web applications. Mashup Managers can then decide who will be able to add such or such mashup instance on a page (mashup right permissions management) and categorize them by topic.

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Figure 3-4: Jahia Unified Mashup and Portlet Manager

Usually portlets or mashups are developed to automatically recognize your session (through some single sign-on). So if you are already logged into Jahia, the portlet will automatically display different menus according to your profile. Each Portlet may have different roles according to the available functions. Check on the related portlet documentation to know more about how to use each web application.

6. DIFFERENT ACCESS RIGHTS As we saw above in the menus or in the Sitemap sections, each Jahia element (generic elements are usually called a Content Object in Jahia and it may be anything from a web page, a group of fields or a portlet) may have different permission rights assigned to some users or groups. Basically Jahia permissions are the following: •

Read: Read only permission. The object is visible for this user (or group) in Live mode.

Write: The user (group) may access to the draft/staging version of these objects and add or update content. The write permission also allows end-users to add new sub-objects by default. Write permission automatically grantsto you the Read permission.

Admin: The admin permission (to not mix with the Administrators role) allows you to modify the security permissions on this object of content.

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Each object of content in Jahia automatically inherits of these rights. You may have all permissions (R, W, A), partial permissions (R or RW) or no permissions at all. This is why you may see additional information if you are logged in the system rather than in an anonymous mode.

6.1 CREATING INTRANETS AND EXTRANETS WITH A FEW CLICKS The correct management of these security permissions lets you easily create Extranets for partners and customers or Intranets for your employees just in a couple of clicks. Just restrict the access of certain sections to certain users and groups. That's it! Your new intranet or extranet section is created and only authorized users will now be able to access to the newly restricted area.

Regarding the overall security management of the site, we highly recommend that you only work with Groups (e.g. Employees, Customers, Partners,…) and not with users. It will ease the maintenance of your web site on a long term basis (for example if a user leaves your organization, it will be more easy to remove him directly from a group rather than from several web pages spread out on your whole web site). You may read additional information on this topic in the “Managing the Access Rights” section later in this document.

7. MY HOME PAGE The Administrators may customize for you a default home page and some default group pages (automatic url redirects) while registering your account. You have two ways to access your default page: 1. When you log into the system, you can choose to be automatically redirect to your home page 2. You can also create a shortcut in your Toolbar Bookmark Extension in order to add a cross-reference to your personal home page.

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PART II JAHIA ADVANCED USE Site in 5 Minutes .

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CHAPTER 4 IN-CONTEXT EDITING INTERFACE This chapter describes the general in-context editing interface of the Jahia System.

1. BASIC EDITION MODE Jahia heavily relies on a powerful in-context editing system. This means that in opposite to some other WCM system editors can add or update content directly from within the context of their web page. This is usually a way to build a web page and to populate it with different content objects, boxes or web applications which is preferred by editors as they can immediately see the result of their work. As soon as you are identified by the system and if you have some authoring permissions, Jahia will display a Toolbar to access to the various administration modes.

Figure 4-1: A standard page in Edition Mode

Once in Edit Mode, the page is divided into 4 mains areas: • •

The main default Jahia editing and administration toolbars for logued users (1) The optional template header which is custom to your set of templates (2)

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• •

The various action menus to manage content and the other status icons to rapidly see the status of your site (3) Some latin area for still empty content area which helps you envision the possible editing options available on this page (4)

1.1 DEFAULT JAHIA TOOLBARS Jahia 6.0 is prepackaged with a generic Toolbar system. It is very similar to the other toolbar systems that end-users are now used to use such as the classical browsers toolbars or the MS Office toolbars. This system is very generic and flexible. Additional toolbars could be added if required (e.g: in order to add some default shortcuts to some editors, to access to other web applications or any other kind of Web 2.0 applications you may think of). Detailled personalization options could also be customized (e.g: which kind of users can access to which toolbar in which mode). Please check with your Jahia administrator if you want to extand the default toolbars. Depending on your access rights, the Jahia toolbars will display different options. For example a Reader (a logued user on the system but without any edition permissions) will be able to manage his personal settings or access to some basic options such as being able to switch to other languages.

Figure 4-2: Jahia Toolbar for a user with only read permission

Please note that you can fully remove all Jahia toolbars for Readers if they are useless. A role in the Administration Center let the Site Administrator decides which logued users could access to the default Jahia toolbars. For demo purpose toolbars are turned on by default for all logued users. This could be useful to turn them off especially on extranets as the loading of toolbars could be time and CPU consuming.

Editors and other more power users will see an additional toolbar which will allow them to switch into the various modes being available. A user could perfectly be a Reader on a section of the site and an Editor in another section. From a similar manner some modes (tabulations) might be missing. For instance a page which was never published yet will not have a “Live” mode and this page could only be accessed through the staging mode.

Figure 4-3: Jahia Toolbar for Editors

Finally Site Administrators or Root users will be able to access to the Administration Center. As mentioned previously, some power end-users could also have access to the Administration Center. Please check with your Site Administrator if you need to access to the Jahia Administration Center.

Figure 4-4: Jahia Toolbar for a Site Administrator

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1.2 TEMPLATE HEADER The Jahia default Web templates are prepackaged with their custom header. Such a header is custom to each customer and each set of templates. Basicall it is mainly useful in order to: • Provide shortcuts to end-users (Print friendly option; shortcuts to the home page or to the sitemap, …) • Provide access to default settings and options for logued users when not having access to the Jahia default Toolbars (cf: tip mentioned above).

Figure 4-5: Default template header

1.3 FIELDSETS, ACTION MENUS AND OTHER STATUS ICONS Jahia has a set of simple operations, allowing any Author to create, update, delete and globally manage the various objects of content present on the page. All these operations are regrouped into what Jahia calls “Action Menus”. In order to help Authors identify the various areas available on a page and other nested lists of content objects, some fieldsets are bordering each zone.

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Figure 4-6: A content area containing two distinct content objects: an image and a text

With the latest generation of browsers, the fieldset of the underlying content object is highlighted when rolling over the mouse on the various part of the page.

To access to the Action Menus, just click on the small edition icon. According to your permissions or the current status of the content objects, some operations are then dynamically presented to you. They will basically allow you to edit and manage your content elements.

Figure 4-7: Example of an Action Menu

Please find a short summary of these action icons below:

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Main Action Menus Icons Main Action menus are divided in two main categories: 1. List properties icon

Figure 4-8: List Action Menu

This menu allows you to access to and manage the list of elements present in one given area. Basically it allows you to add new elements to the list or to sort the items in the list according to various manual or automated criteria. 2. Update content object icon

Figure 4-9: Content Object Action Menu

This menu lets you access directly to all operations available for one given content object (e.g: a news). Operations Icons

In each Action Menu we could find various possible operations which are described below: 3. Add operation

Figure 4-10: Add Operation

The add operation allows you to create a new content object of the same type as defined by the current list. This content object will usually appear at the bottom of the current list once created. 4. Update operation

Figure 4-11: Update Operation

This operation allows you to update the content of the currently selected content object. While you edit a content, no other author may edit it simultaneously. Some Jahia locks are automatically managed by the system and prevents two users to modify the same content simultaneously (cf: below for more details about Locks).

5. Delete operation

Figure 4-12: Delete icon

This operation allows you to delete a content object. If the content object was already published once, it is not definitively deleted from the database and may be restored afterwards if required (cf. versioning section). However if the content is only existing in staging (draft mode – never published before) a delete will permanently delete it from the Jahia system.

Be aware that when you delete a page, you will also delete all the sub-pages at the same time.

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6. Copy operation

Figure 4-13: Copy operation

Each content object or even entire list of similar content objects could be copied and put in the Jahia clipboard. You can also copy a full page or an entire section on your site. 7. Simple Paste operation

Figure 4-14: Simple Paste Operation

You can then paste the content of the clipboard in any compliant content areas on your site. You can for example use a simple copy/paste operation in order to duplicate a content object within the same list. You can of course duplicate it on another page. When copying complete sub-site, this could be useful in order to rapidly replicate generic sub-part of a site (e.g: some working spaces which are all based on the same set of sub-pages). Content wich is duplicated does not keep any reference to the former content source. This means that both content objects will then be fully independent. Please note that the clipboard could be used between several virtual web site and across different template sets (while the content objects definitions stay the same). 8. Linked Paste operation

Figure 4-15: Linked Paste or Paste as Reference Operation

Jahia also provides another way to manage dynamic copies. In opposite to the standard paste operation, a reference is kept with the source object. When the source object is modified and republished, the modified content is propagated to all the “destinations� (all the references pointing to this content object). This option is especially useful in term of cross-site content reuse as it allows editors to republish the same information on other sites. As the content is entirely recopied on the destination, the search engine will reindex it on the destination site. You can also validate such a content a second time which could be useful in certain use case (e.g: you want to automatically extract a part of your main Intranet web site to a sub-satellite web site which is used by partners. In order to ensure that no confidential information is automatically reused on the Partner Extranet, you may want to setup a second approval workflow on such content items).

Be aware that the synchronization with the source is only done AFTER the successful workflow of the modifications on the source. Please also note that while there is a reference with the source, the destination copy is in read-only mode. You will then have to modify the source and validate your changes before being able to see such changes on your destination copy.

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1.4 LOCK-IN / LOCK-OUT PRINCIPLE

Figure 4-16: Lock icons

If another Author is already editing a content object, lock icons will appear within the action menu in order to block certain operations. While the other Author is editing, you can not modify the content any more but only access to it in readonly mode. This prevents the overwriting of two modified content submitted simultaneously to the database. Only one author may edit a field at the same time. Some other operations such as “copy” are however still possible. All the content elements on a page are also locked-in if the page is under approval. This prevents an Author to request for a validation and a few minutes later that another Author begins modifying some content items on the same page. So as soon as a page is under approval, no author may edit it any more (at the exception of Reviewers with the permissions to allow them to “Quick Edit” a page).

2. QUICK INLINE EDITING MODE Jahia 6.0 also now offers new inline editing capabilities. An editor could rapidly correct typos or modify some text directly inline without having to open any new additional pop-up window. This mode is the most convenient one in order to rapidly make slight content update. The classical editing mode driven by the action menus and the various edition pop-ups offers all the other most advanced editing features. An editor can turn on the inlined editing mode though the main toolbar

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Figure 4-17: Turn on Inline Editing

Once activated an author can directly click in editable content areas and update content. A new fieldset bordering the content area indicates the current editable item.

Figure 4-12: An inline editable content area

Content is automatically saved when the editor clicks outside this area.

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CHAPTER 5 AUTHOR ROLE This chapter describes all the action an author can make.

1. AUTHORING INTERFACES 1.1 CONTENT OBJECTS (CONTAINERS) Jahia is based on a simple visual editing system based on pop-up windows (also called “edition engines” in Jahia’s vocabulary). Each time you click on an action menu, a pop-up window will appear and will let you manage the related content object (also called “Container” in Jahia). As soon as the modifications are done and saved, the author can immediately see the result on his underlying main web page which willl be refreshed accordingly. Core content edition pop-up are structured from a similar manner: •

A top bar with various possible operations (1)

A navigation area with alll the various operations being available (2)

A central part to edit each stuructured or unstructured content item (or “content field”) (3)

Some command icons available at the bottom of the page (4)

Figure 5-1: Data interface options

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According to your rights, you may either access to two main panels: •

Data Panel Edit the current content object. All options related to the current content object (data, metadata, rights, time based publishing options,…) are available from within this panel.

Tools Panel Advanced options are available from the Tools panel. Manager can set the publication workflow, access to the versioning menu or access the object's log file that provides information on any actions executed on the object.

In each of this content editing window you will find the same navigation arrow as presented below:

Figure 5-2: Arrow navigation

In case of bulk content editing scenario and in order to avoid having to reload the underlying web page too frequently, You will be able to create several content object directly with the integrated add button and navigate through your content items with the arrows. You could go directly to the first or to the last content object with the double arrows.

Please note that you can only navigate within the same list of content objects (e.g: some “news” items). You will have to close the current edition window, select anoter type of content objects on the underlying page and reopen the edition window in order to edit them.

1.1.1 DATA PANEL The first default panel displays the structure of your current content object. You can basically find here four main sections. This number may vary according to your permission rights and roles: • The Edit Section which contains the fields define to caracterize the current content object • The Metadata Section to access to automated or manual taxonomies. This section mainly aims to let editors categorize the content object in order to easily retrieve it afterwards through advanced searches or dynamic facetted navigations. • The Rights Section to define the various permissions on the current content object (for manager only) • The Time Based Publishing Section to schedule some specific publishing or expiration timeframes

1.1.2 MANAGING THE VARIOUS CONTENT FIELDS Jahia is offering various user interfaces in order to manage different types of structured or unstructured content items. Jahia is currently offering support for 10 types of fields: 1. Small Texts: Texts that have less than 250 characters 2. Rich Texts (also mentionned under the “Big Texts” term): Unstructured long texts with an unlimited

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number of characters (including HTML). The Rich Texts can be edited with one of the HTML WYSIWYG editors installed with Jahia to ease content input (by default the FCK editor: http://www.fckeditor.net/) . 3. Integer Field: any integer number 4. Float Field: any number 5. Boolean Field: True of False 6. Page/Link Field: This field could be setup with various parameters. It allows you to add a sub-page, an internal link or an external link. 7. File/Document Field: Link to an uploaded binary file (document or image) 8. Color Field: select a color 9. Date Field: a date picker 10. Application Field: Embed a web application (portlet or mashup) in your page at the current position

Apply to all language option

Figure 5-3: Apply to all language option

The Apply to all language checkbox lets you synchronize the current content of a field with all the other available languages. This may be useful when you want to avoid copy-pasting content which is similar in all languages. The template developer might have already defined some fields as being shared among all languages (e.g: a NPA field for an address content item). In such a case, the option is not available and the content is automatically shared in all available languages.

Small Text The small text field is usually the most commonly used in Jahia. It is limited to 250 characters. Here is an example:

Figure 5-4: A small text field

Jahia supports Unicode set of characters and if your Jahia Site Administrator has installed this extension, you may also enter extended sets of characters (Cyrillic, Greek, Japanese‌). Text fields also support HTML code if required but no HTML WYSIWYG editor is provided. Rich Text field The Rich Text field is similar to the Small Text field, except that there is no limitation in size.They are mainly used in order to edit unstructured HTML content areas. Rich Texts can be edited with one of the HTML WYSIWYG editors provided by Jahia. Additional third party commercial WYSIWYG editors may be installed and configured specifically for Jahia on a case per case basis.

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By default Jahia is provided with two editors for rich texts: •

The default HTML WYSIWYG Editor based by default on the popular FCK Editor

A lighter text only version (plain text editing)

Figure 5-5: A rich text field displayed within the HTML WYSIWYG FCK Editor

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Figure 5-6: The same rich text field displayed with the plain text editor

Integer Field The Integer Field lets you input a round number.

Float Field The Float Field lets you input any number.

Boolean Field The Boolean Field lets you select between the True and False values.

Page/Link Field The Page/Link Field lets you create pointer to other pages or websites. This field is mainly used to manage navigational areas within your site. You have three types of links in Jahia: • •

Direct Sub-pages: In order to add a new blank sub-page in your current site Internal Links: cross-links towards another existing Jahia page

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Remote Links: links towards an external web site

Figure 5-7: Link Field

Internal links are controlled by Jahia. If the page is removed, the link field will also disappear to avoid any broken links. This control is not done for remote links. File Field Various office documents, pdf's etc… can be made available to users for download. Same is true for images. This field manages a reference to a binary asset stored in the Jahia Document Management System (DMS).

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Figure 5-8: File Field

Most common operations on documents are directly available from within this “view” of the DMS. More advanced features are available from within the Document Manager.

Color Field The Color Field lets you choose a color thanks to a color picker .

Figure 5-9: Color Field

Date Field The Date Field allows you to easily enter a date.

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Figure 5-10: Date Field

The date field is stored in the database as a date. Then your template developer may customize the display of the date according to what he wants to show. Application Field The Application field lets you select and embed a portlet or a mashup inside your current web page. A portlet or a mashup is a dynamic field that will contain a reference to a local or remote web application which contains some business logic. It will contain a reference to a portlet or mashup instance stored in the embedded Jahia Corporate Portal Server.

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Figure 5-11: Application Field

Similar to the File Field, the Application Field already contains some shortcuts to most common operations being available to manage portlets or mashups. For more advanced commands please refer to the dedicated Mashup Manager interface.

It is not mandatory to fulfill all the fields for one given content objects. Certain fields may be left blank and will simply not appear on the page. Other fields may be used as metadata and may also not appear on the web page because they will be used later on for other purposes (an expiration date for example). Fields which are mandatory will be displayed with a red “mandatory� title.

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1.1.3. GROUPED FIELDS By default fields of the same types are automatically regrouped by the Jahia system in order to ease content input and to avoid too many editor’s click on a per field basis.

Figure 5-12: Content Object with some regrouped Fields

Certain fields may not be regrouped because they need a full screen interface (e.g. a rich text with an embedded WYSWIYG Editor, a file field with a view of the embedded Document Management System, an application with a view on the main Mashup Manager,…).

1.1.4. UNDERSTANDING RELATED AND ABSOLUTE CONTENT OBJECTS All the fields are by default only relative to a page. But your web designer may have decided to share some content objects on several pages (e.g. your page header or footer). This is known as Absolute Containers in Jahia. You can edit such content objects in the exact same manner as other content items. However your changes will impact several pages at once. Absolute Fields Validation You can modify an absolute field indifferently on all the pages where it appears. However you can only validate an absolute field on its parent page. For example, footers and headers are usually defined in the home page of your web site. So it is only when you re-validate your home page modifications that

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changes will be impacted on your whole web site even if you have performed the content modifications from another page. This system was put in place to avoid having to re-validate the whole web site when you simply change a typo in a footer for exampe.

1.2 LIST OF CONTENT OBJECTS (CONTAINER LISTS) Once a content object was created you often want to not only manage one single content item of the same type but several of them (there is usually more than one address or one single news object on your site). Jahia always regroup content objects into lists (called a ContainerList in Jahia) that’to say a list of the abstracted content objects your webdesigner has predefined. They are usually placed one after the other on a web page.

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Figure 5-13: A List of News in Jahia

Managing Lists of Content Objects When you have several content objects of the same type, you often want to be able to sort them in a given order. To perform this operation, you can click on the Update icon in your action menu at the List level. You can then choose the filtering key (the field on which you want to perform your sort) and the type of sort you want to apply (ascending, descending,...). You may also decide to perform a manual sort (you select yourself the order of the various elements of the list).

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Figure 5-14: Manage a list of similar content objects

1.3 MANAGING CONTENT IN SEVERAL LANGUAGES Jahia natively supports multiple languages. If your web site aims to use several languages, you can see the various languages configured in your main Toolbar.

Figure 5-15: Available languages

The template developer might optionaly also has displayed the list of available language as part of the design of the page. Both languages switching menu could be use with the same effect.

Languages mixing The Site Administrator may decide to let the Jahia system mix languages on the same web page if certain objects of content are not translated. For example, if you have a left column of text available in English but a right column only available in French and if you are currently browsing the site in English, by default you will not be able to see that some content exists only in French in the left column. You will then have to guess that some content is not translated and will have to switch to the French language to be able to display the untranslated information. However you may want to manage some web sites (especially Intranets) where Editors (usually employees) are not always forced to translate all their content. So Jahia provides a mechanism to let the users see as much content as possible. If the system detects that one or some content objects were not translated it will try to display it in another language. The order of language is the one setup by the Site Administrator.

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Figure 5-16: English page without mix language turn on

Figure 5-17: English page with mix language activated – Some new box available usually only in French now appears in the right column.

Edit Mode

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Translating Content Objects In all the Edition pop-up windows you will find a lagunguage switcher which indicates the current language and all the other available ones. Just click on a flag to access the fields in another language and to start translating your content.

Figure 5-18: Available languages on the current site

Shared Content Fields Some Fields may be shared among the various languages and can not be different. For example the fields: Integer, Float, Date, Color, Link will be similar for all the languages. So if you modify such a field in one language, all the other languages will be immediately impacted.

1.4 MANAGING PAGES Now that we know how to update the content of a page and to translate it, let's try to modify the structure of the web site. In this section, we will learn how to create a new page, to link pages together or to move a page in the site. Global Site Understanding Basically a Jahia web site is a tree. The home page of your site is the trunk, the pages are the branches and the content objects are the leaves. You can add a new branch directly under the trunk - the first level of pages - or to another branch - the nth level of pages. Once your tree is created, you can use cross-links between branches to go directly from a point of your tree to the other (internal links). Keeping this comparison in mind while creating your site will ease your understanding of the system. Adding a new Page Your first action is usually to add a new page in your site. To create a new page, you have to be located one level above the page you want to create, and then click on “Add a page”.

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Figure 5-19: Create a new page

Four options are available to you:

Your template developer may have specifically limited the number of options you can select. For example the template developer may have decided to create an area containing only external links. 1. Title: Type in the title you want to give to the new page. The title will appear as a navigation link in the current page. Thanks to the languages flags, you may immediately input the title of your page in different languages. 2. Page URL Key: By default Jahia labels the page in the url according to its “id” (known in Jahia as the “PID – Page ID). If you want to provide another url shortcut for this page, you can enter it here. 3. Hide from Navigation Menu: Sometimes you may want to create a page on your site but which is not directly being available as part of the default navigation menus. You can then use this feature to “hide” the sub-page from the navigation. 4. Page/Link type: Finally the last option allows you to select the type of link you want to generate. This option is divided into different sub-options. 4.1 Create a new sub-page: Is a pull down menu giving you a number of prepackaged templates to choose from. A template is a predefined layout (with colors, borders, shapes, i.e: "look & feel") in which you will be able to add new content.

You may not see all the available templates in the site. Templates also have permission rights. Check with your Site Administrator if you can not access to a custom template.

4.2. Select page to move: Displays the list of all the pages you can move under the current page. You need write permission on the source page in order to move it elsewhere in the site.

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When clicking on the “select page to move” link, a new selection pop-up opens. Just select the page or the section you want to move by selecting it. Tis selection can be done either in tree view where you see the pages as a sitemap, or in flat searchable view, where pages can be sorted by Page ID, by name or by workflow status.

Figure 5-20: Select a page to move

4.3 Select page to link: Creates an internal link (cross-reference) to one of the existing page in the current site (or in all the other sites available to you and hosted on the same Jahia server). Only page where you have some read permissions are available. Just select the page you want to link to by selecting it. Similar to the “page to move” option, this selection can be done either in tree view, where you see the pages as a sitemap, or in flat searchable view, where pages can be sorted by Page ID, by name or by workflow status. 4.4. Remote URL: The chosen URL links you to any other site you wish to go to. Type in any URL you wish to link from your web site.

Make sure the URL begins with: http:// You can also link to files or directories on a local server if you are working on an Intranet and all people have also access to the same network disks. In that case the link will be similar to:\\server\documents\

4.5. Do not create a page: Finally the last option lets you avoid creating a page or a link. This option could be useful in more complex content structure in which a page field is only an optional field. New blank page in staging mode

Once you have finished creating your new page, it will only appear in staging mode and not in the live published web site. Similar to other field based modifications, you will have to go through the Workflow interface to validate your newly created page.

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Modifying the page settings The Page Properties option in the core Toolbars allows you to administer the global settings of an existing page such as: • • •

updating the page title updating the url shortcut updating the CSS skin currently used for the page. This option could be useful when several “skins” exist on top of a given template set. The editor can then choose one of the other available skin.

Figure 5-21: Page Settings Window

Please note that the Description and Keyworks metadata fields available at the Page Settings level will display such information within the rendered HTML page. This information can then be used by crawlers such as the Google search engines or others.

Deleting a Page Of course you can also delete a page and its content. Just click on the action menu near to the page. You need to be located on the parent page in order to delete a sub-page.

Figure 5-22: Delete page

When you delete a page, this will automatically delete all the sub-pages. A warning interface will warn you about all the sub-pages concerned.

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1.5 MANAGING TIME BASED PUBLISHING With this option, you can define the time you want a page or an object on a page be published or be removed from the publication. You have three options to schedule your publication, without recurrence (the default settings), daily or x days in the week.

Figure 5-23: Time Based publishing – Start and End date

For the Start and End date options, you just need to select the Publication Date or/and the Expiration Date. For the daily options, you will need to define the start and end time. For the x days in week recurrence, you will need to define days and time for the content to be available. For the 2 last options which are based on some recurrence principles, you can also define if you allow to start immediately or only at the next full publish period.

Figure 5-24: Time Based publishing - Daily

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Figure 5-25: Time Based publishing – X days in week

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2. PREVIEW AND COMPARE MODE The main difference between the Live and the Preview or Compare Mode is that you will be able to preview the content under modification or waiting for an approval as it will appear once validated on the live published web site.

2.1 PREVIEW MODE The Preview Mode provides an exact view of the page as it will be once validated. You can access to the Preview Mode as soon as a new page was created.

Figure 5-26: Toolbar in Preview Mode

At the end of the main Toolbar an “Advanced Preview Mode” will let you select more advanced page previewing settings.

Figure 5-27: Advanced Preview Mode

By default the Editor is previewing the current page as he will see it once published. However for intranet or extranet purposes there are often lots of permissions to manage. The Editor would then want a manner to emulate what another logued user will see on the site. The Editor can then pick through this interface another existing user. The Jahia system will filter the content of the current page according to the other selected user (user aliasing mechanism).

An Editor can of course not preview content objects which are not available for himseld. So this is only a best-case previewing capability under the constraint that the current Editor can access to all the content objects of the other emulated user.

The second option let an editor preview content as it will appear in the future. As we saw previously Jahia is integrated with some “Time based capabilities”. Content may then vary from one day to the other. This option will then let the Editor preview the page according to a certain future date.

This option only work for the future. It is not related to the Versioning (past elements) which is another feature in the product.

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2.2 COMPARE MODE The Compare mode provides visual content highlighting to help you review the updates done during a certain period of time (by default between the current live and staging modes).

Figure 5-28: Preview Mode

To ease visualization of content modifications on a page, a Compared mode was developed. The Compared mode may be accessed in the main Toolbar. This mode allows you to rapidly see the differences between the page in Live and in Edit mode

. Figure 5-29: Compare Mode

Similar to the Preview Mode, the Compare Mode offers some Advanced Options.

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Figure 5-30: Advanced Compare Mode

These options let you choose the two versions of content to compare. As mentioned previously the Compare mode is trying to automatically highlight the differences between the Live and the Staging content elements. But an Editor may want for example to compare all the changes which occur on this page during the last month whatever the number of intermediate validations. This option allows you to do exactly that.

3. WORKFLOW Jahia is prepackaged with an embedded workflow system. This customizable workflow system is by default provided with a serie of preconfigured workflows: -

No Workflow: This workflow bypasses all validation steps. Content goes directly live. Two validation steps: this is the classical workflow with a single content moderator (WebMaster acting as the Publisher). Three validation steps: This workflow adds another validation step (e.g: Department Manager -> Web Master/Publisher) Four validation steps: This workflow adds a 3rd step in the process (e.g: Department Manager -> Legal Department -> WebMaster/Publisher). Inherited (default): The inherited workflow process only inherits from the value of the parent object (i.e: from the same workflow options as setup on the parent page). Linked: The linked option allows you to group several pages all together in order to validate them in one single bulk operation.

Other workflows could be added by your System Integrators. Please check the related documentation if required. These workflows could be assigned on any page or content object. By default Jahia is assigning a new workflow on a per page basis as it usually the most common way to review and publish a site. However an Editor can perfectly decides to manage one workflow per content object or to group several pages into one single common workflow batch.

3.1 STATUS OF A JAHIA PAGE (OR ANY CONTENT OBJECT WITH A DISTINCT WORKFLOW) You can immediately check the status of any page (or of any content object with a distinct workflow) thanks to the Workflow Status Icon:

Figure 5-31: Workflow status – The page was modified in English but is live and published in French

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Green: The page in staging mode is the same as the one in live published mode. No modifications have been done from the last validation.

Orange: The page is currently under validation. Modifications have been done and the page is now waiting for an approval. Only a Reviewer may now validate (or refuse) the modifications and publish content. The page is locked until validated.

Red: The page is currently under modification. This is a work in progress and every authorized Author may still be able modify content.

The Workflow Status Icons are displayed for each language as you may validate a page in one language while asking for certain modifications in another one. In order to help Editors or Reviewers do their jobs, the Workflow Status Icon is available in nearly all the page selectors. It is of course also listed in the main Workflow Manager.

3.2 WORKFLOW MAIN OPTIONS From the main Toolbar (Tools menu) you can access the main Workflow Manager. You may only access to the Workflow Manager if you have Write or Admin permission on the current page or at least to certain elements on the current site. The Workflow Manager allows you to review and publish several pages (or content objects) at once.

Figure 5-32: Main Workflow Manager

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The Workflow Manager interface is divided into 6 main areas: 1) The main menu allows you to choose the operation (next step) you want to perform 2) The left menu displays the current sitemap. You can select here a custom sub-section of your site 3) The main area displays the list of sub-pages according to your selected section. Please note that for performance reasons the main area only displays a 3 levels depth. If you have a more complex sub-sites do not forget to increase the “Depth” size. 4) Some shortcuts allows you to: a. Add you current selection to the ongoing “Workflow Batch” b. Switch to another language (in case some pages are not translated in the current language) 5) The 3rd panel displays some details about the page (or content object) being selected in the main area. 6) Finally some Commands at the bottom of the screen allows you to perform the wanted action(s).

Please note that the all-expanded tree can take some moments to load depending on the size of your website. Basic two steps Workflow The basic and commonly used workflow lets you: - Request a page approval (Notify a page) if you are an Editor (Turn it to yellow and block it from any further modifications by other authors). - Publish a page if you are the Reviewer.

Figure 5-33: Common 2 step workflow process

The usual edition process in Jahia is the following: 1. One or several Authors edit and if required translate the content. This can be done on a single page or on complete set of sub web pages (e.g. your new Marketing section). 2. Once the Authors are satisfied with the modifications, one of them initiates a request for approval.

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3. He selects the page to notify (several pages may be selected at once). 4. All the pages waiting for an approval are now blocked in edition until a final review occurs. 5. A Manager review the proposed content modifications. 6. The Managers can then accept or refuse them. Approval may be done on a page per page and language per language basis. 7. If accepted, a new archive version of the prior live content is automatically created in the database and the new content goes live. 8. If refused, the page goes back to the editing mode. Authors may edit content again to correct errors. Rule 1: Author

To summarize, an Author may: - Add new content or add new sub pages -

Modify/Suppress/Move/Rename existing content objects

-

Translate the content

-

Send a Request for Approval

Rule 2: Reviewer

A Reviewer may: •

Do the same actions as an Author as he cumulates authorng privileges with reviewing ones.

Set the permission rights (default: rights inheritance apply = permissions from the previous page)

Validate or Refuse the Requests for Approval according to the current step in the workflow and his rights on this step

All the workflow process can be apply at a content object level if required. In that case you will see directly the content object in the Workflow Manager.

Figure 5-34: Workflow on a custom content object located in the About Us page

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3.3 OTHER WORKFLOW OPTIONS Multiple validations at once

The Workflow interface automatically displays all the sub web pages on which you have adequate permission rights. You can then select several pages at once (to avoid going on each web page individually) and initiate a request for approval or a validation. If you wish to validate or notify all pages in one or all languages at once, you can right-click in the main area of the workflow manager. An action menu will display the list of bulk-editing options

Figure 5-35: Righ-clicking display some shortcuts to automatically select displayed objects in the Workflow Manager

Such selection shortcuts only apply to the current view (the content object displayed on the current main area without consideration of the Depth level or other page splitting options). So if you are managing a large web site with hundreds of sub-pages, be sure to display all of them in the Workflow Manager before applying such bulk editing shortcuts. Per language validation

Jahia proposes to notify or to validate a page on a per language basis. Indeed it is sometimes useful to be able to publish only a sub set of pages in a specific language and to wait on translations to publish other languages later on Workflow notifications

Each page flow (a request for approval, a page refusal,…) may be commented. All the comments are sent by e-mail to the various Reviewers if their e-mail address has been configured correctly in their user settings (cf. Administration Guide). These notifications might be useful for an Author to warn the concerned Reviewers of the completion of a section or for the Reviewers to summarize to the Authors why such or such content objects could not be validated. Workflow Error detection

As mentioned above, the third panel of the workflow manager will indicate the various errors for each page. Errors may be of two categories: •

Integrity Checks (e.g: Lack of WAI compliance)

Consistency Checks (There are some broken links on the page)

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Jahia 6 Light End User Guide