User s Guide. Version 2.1

Content Management System

User’s Guide

OVERVIEW

CMS organizes all content in a tree hierarchy similar to folder structure in your computer. The structure is typically predefined by the webmaster and users can add and edit items.

The items in the tree structure are called documents. Each document is of some document type, such as article, news, product details, etc. Each document type can contain only particular sub-documents whose types are defined by the developer.

LOGIN:

Log into the system with your provided username/password. (www.samplesite.com/cmsdesk) Check the "Remember me" box so the system remembers your identity and does not require the

Document Actions

The

Content toolbar contains the following icons:

The toolbar may also contain a drop-down list containing a list of languages in case multilingual support is used. In the edit mode, you will see groups of buttons on the page that allow you to create, modify or delete a particular document or display its properties.

Content Tree

Please note: The Site module may not be available in your configuration.

Editing home page content

Click Home in the content tree. You will see a page similar to this on the right side which has your website broken out into “editable regions”. When you click on an editable region, the “Word” toolbar will appear above. Any time you navigate through the content tree, the page you have clicked on will appear in the editable region space on the right.

This page is now displayed in the editing mode with editable region. You can use the WYSIWYG editor toolbar above the “editable region” to change the formatting of the text.

Managing Content

If you click the Live Site button in the main toolbar, you will see the modified version of your page. Edit mode allows you to edit the page within the editable regions.

Creating a New Page

Click Edit in the main toolbar to switch back to the editing mode. Click on a menu item (where you want to add a new page) in the content tree. Click New in the main toolbar. You will see the

Click the Page (menu item) button. You will be redirected to the new page properties. As an example, enter System Integration or Test Page in the page name field and choose Templates with editable regions/Left menu, right text template. (This depends on how your site is setup; more than likely in the “Templates with editable regions, you will see a “Simple Text” template. Click on that.)

Make sure you always Save to create the new page. The page is now created in the content tree and you can edit page content on the right. This method creates a new page based on a pre-defined page

Uploading and inserting an image

Click the Files or IMAGES folder in the content tree and click New in the main toolbar. Choose to create a new file:

Inserting an image into an editable region

Click on the page you want to edit in the content tree. Click in the Main text (editable) region and click Insert image in the WYSIWYG editor toolbar. The Image Properties dialog opens:

Click Browse Server and locate your new file in the content tree (located in one of the folders):

An example of an image insert will look like this:

Creating a hyperlink

To do this, click a page in the content tree and make sure you have Edit mode selected. Highlight or type in the text you want to link (in this instance as an example it is “system integration”).

Then click the Insert/Edit Link button in the WYSIWYG editor toolbar . The Link dialog opens:

Either type in the URL of the web page you want to link to or click Browse Server. When choosing Browse Server, the document selection dialog opens. Select the page or document/image, etc. you want to link to and click OK.

Select Document Link dialog box:

Content Toolbar

CREATE A NEW DOCUMENT:

In the Content Tree menu, click on the document under which the new document will be placed. In the toolbar click New.

A New Document dialog appears. Choose type of the new document from the list. Please note that the list contains only document types that can be placed under the selected document. Click OK.

Now you are redirected to the editing page of the particular item - fill in your data and submit the document, typically by clicking OK.

ADDING A NEW FOLDER:

In the Content Tree menu, click on the “root directory” of the Content Tree. In the toolbar click New. A New...dialog appears. Click on “Folder”.

DELETE A DOCUMENT:

In the Content section click on the document you want to delete. In the toolbar click Delete. Confirm deletion of the document. Please note that all sub-documents will be deleted as well.

COPY A DOCUMENT:

In the Content section click on the document/folder(s) you want to copy. In the toolbar click Copy. A Select target location box will appear. Click in the content tree where you want to copy the

document/folder(s) TO. Click Copy Document.

MOVE AN EXISTING DOCUMENT:

In the Content section click on the document/folder(s) you want to move. In the toolbar click Move. A Select target location box will appear. Click in the content tree where you want to move the

document/folder(s) TO. Click Move Document.

MOVING THE PLACEMENT OF A MENU ITEM IN THE NAVIGATION/CONTENT TREE:

Creating a News Item

Now you will learn how to create a news item. Click Edit in the main toolbar. Click News in the content tree and click New. Choose to create a new document - News. You are redirected to

the form that allows you to define news item sections: title, release date, summary, full text and publish from and to dates. Enter the following text:

• News title: My first news

• Release date: Click the calendar icon, click Now and click OK. • News summary: Some summary text.

As you can see, the editing mode is now set to Form instead of Page. It means you do not edit the editable regions on the page, but you edit the structured data related to the document. The Form tab is used for editing the data related to the document. The document fields are fully customizable for every document type.

When you click Live site, you will see the news item displayed using a pre-defined transformation in both News and News -> My first news page:

Edit Document Properties - FORM TAB

This area is where you can change the document/menu name and also give it a publish from and to date. Type the new name in the “Document name” field. Click on the “calendar” next to the “Publish

Edit Document Properties – PROPERTIES TAB

Field Name Description Document Alias Document Name.

Document URL Path URL of the document without extension

Type Document type.

Created by: Username of person who created the document. Created: Date and time the document was created.

Last Modified by: Name of the user who last modified the document. Last Modified: Date and time the document was last modified. Node ID: Path of the document made of IDs.

Document Properties Fields – TEMPLATE

Field Name Description

Template: Template used for that particular page. This is where you can change chosen templates.

Document Properties Fields – METADATA

Field Name Description

Page title: Place a page title in this area for SEO. Page description: Insert a brief description of page.

Document Properties Fields –MENU

Edit Document Properties - PRODUCT TAB

Searching Content

1. In the Content section, in the toolbar click Search. The search dialog is displayed.

2. Enter searched words and set up search parameters, click Go to see the search results. Field Name Compulsory Description

Search for Yes Word(s) you want to search for.

Search Mode Yes Any Word - all documents that contain any of the specified words will be returned.

All Words - only documents that contain all of the specified words will be returned.

Exact Phrase - only documents that contain exact phrase (including spaces between words) will be returned. Search Scope Yes All Content - all documents will be searched.

Only This Section - only the current document and all underlying documents will be searched.

Managing Users and Roles

Resource Names Permission Names CMS Administration Create

Delete Modify

Read

CMS Content Check In any Document Create Delete Destroy Unfold Tree Modify Read Manage Workflow Modify Permissions CMS Files Create Delete Modify Read CMS Meta Designer Create

Delete Modify

DEFAULT DOCUMENT TEMPLATES AND REALATED PERMISSIONS: All document templates recognize the following permission names:

• Create • Delete • Destroy • Modify • Read • Modify Permissions DEFAULT ROLES: Role Description

CMS Administrators Administrators are allowed to:

• manage content • manage all files

• manage roles, users and permission

matrixes

• read Meta Designer settings

CMS Developers Developers are allowed to:

• explore content

• read administration settings • manage all Meta Designer settings

CMS Editors Editors are allowed to:

• manage all content • read files

CMS File Editors File Editors are allowed to:

DEFAULT PERMISSION MATRIXES: CMS Administration

CMS Content

CMS Files

You can easily manage users and roles in the Administration tab of the CMS Desk, in sections Users and Roles. Every user can be member of any number of roles. You can define your own roles and define their permissions.

Document-Level Permissions

Choose the document in the tree view of the Content Tree and click the Properties tab in the main toolbar. Select the Security tab on the left side menu. Now you can see the list of users and roles. When you select some user or role, their permissions are displayed in the right part of the dialog. Add a

Document Permissions

This dialog allows users to set document-level permissions. These permissions add up with global permissions (for CMS Content Module and specific document types) as denoted in the Administration module. See Administration Overview.

The user is allowed to read, modify, etc., a given document if at least one of the following conditions is fulfilled:

1) The user is a member of at least one of the roles that were granted global permissions for the CMS Content module in the Administration module.

2) The user is a member of at least one of the roles that were granted with global permissions for appropriate document type, (such as Article), in the Administration module.

3) The user, or one of the roles the user is member of, was granted with document-level “allow” permission for a given document.

4) The user or one of the roles the user is a member of were NOT granted with document level “deny” permission for the given document.

Please note: The Deny permission on the document level does not override the global permissions.

Adding and Removing Users and Roles

Users can add or remove users and roles using the Add and Remove buttons. If the user or role is inherited from the parent document, it cannot be removed in the child document.

Setting permissions

1) Click on the user or role in the list. The current permissions will be displayed in the Permissions section.

2) Permission can now be allowed or denied for the selected user or role. The Full Control checkbox checks or un-checks all boxes in the column. Full Control is not actually a real permission.

Please note: The inherited permissions are disabled and cannot be modified. Only permission on the child document can be denied (if it is not yet denied at the parent document).

If the inherited permissions must be changed completely, the inheritance may need to be broken. (See below.)

Standard Document-Level Permissions

Users and roles can be assigned with the following permissions:

READ Allows users to read a document and its history.

MODIFY Allows users to modify, check out, check in and submit to approval of the document.

CREATE Allows users to create child documents under the current document. DELETE Allows users to delete the current document.

DESTROY Allows users to destroy the current document.

BROWSE TREE Allows users to unfold selected document and list its direct child documents. MODIFY

PERMISSIONS Allows users to modify permissions for the current document.

Permission Inheritance

Permission inheritance allows users to inherit permissions from the parent document(s). The inherited permissions cannot be modified (if they’re already checked on the parent document). However, users can override the inherited permissions by adding new permissions or denying inherited permissions. New users or roles can be added to the inherited permissions (of the child document).

Breaking Permission Inheritance

If significant changes to the inherited permissions of the child document are necessary, the permission inheritance may need to be broken. This can be done by clicking on the Change permission inheritance link and choosing one of the following options:

1) Break inheritance and copy parent permissions – the inheritance will be broken and the selected document will have its own copy of the parent permissions.

2) Break inheritance and remove parent permissions – the inheritance will be broken and the selected document will not have any permission assigned.

Restoring Permission Inheritance

Workflow and Versioning Overview

This chapter summarizes workflow and versioning function and provides an overview of all rules that are applicable to them.

Versioning and Content Locking (Check-in, Check-out)

Versioning ensures that all versions of the document are stored in the document history. Every version has a version number, (1.0, 1.1, 2.1, 2.1b, etc.), that can be changed by the user who creates/updates the document.

The versioning process is tightly joined with content locking (Check-in and Check-out). The new version is always stored in the version history when the document is checked in.

CREATE A NEW DOCUMENT A new version record is created. The document is checked out automatically by the user.

SAVE THE NEW DOCUMENT The new version record is updated. CHECK IN THE NEW

DOCUMENT A version number is specified, with the option to add comments. MODIFY THE DOCUMENT The user checks out the document, with the option to add comments.

A new version record is created. SAVE THE CHECKED OUT

DOCUMENT The user updates the new version record.

CHECK IN THE DOCUMENT The user checks in the document and specifies a version number, with the option to add comments.

When a document is checked-out, only the following users can check it in: 1) The user who checked out the document.

2) The users with permission to Check-In Any Document for the Content module. The document can be modified only by user who checked it out.

Workflow

Workflow allows the user to specify a linear document life-cycle and rules for approval. For example: 1) User creates a new document; the first step is always Edit.

2) User completes changes to the document and checks in the document. It can then be checked out and in within one workflow step as necessary. The document must be checked in before it is sent to the next workflow step.

3) The second step of the workflow may be, (for example), Graphic Design. At this step, the web designer inspects the design of the document and makes any changes necessary. Again, the designer must check out the document to make changes and check in the document before sending it to the next step.

4) The third step of the workflow, (for example), is Final Approval. At this step, the content manager, (or web director), inspects both content and design and approves it for publishing (sends the document to the final step of the workflow).

5) The last step of the workflow is always Published. In this step, the document is ready to be published; however, it may not be published immediately if publication has been scheduled for a future date/time, (using the Content Scheduling feature).

In every step, the only users who can check out the document, modify it, and check it in are those who can approve/reject it in the given step.

Rejection

The user (role members) who is allowed to approve documents in a particular workflow step and send it to the next step, but also reject it and send it to the previous step.

Rollback

The rollback feature allows the user to choose an earlier document version to be used as the current version. In this scenario, the chosen version is placed at the top of the document version history list. Rollback can only be done if the document is not checked out.

Workflow and Permissions

A document that is in this particular step of the workflow can be modified only by users (roles) who have both permissions for editing it and permissions to approve/reject it in the given step. There are, however, two exceptions:

1) Documents in the Edit step can be modified by all users with modify permissions.

There is a special permission to Manage Workflow. Users with this permission can approve/reject all documents in any step; however, this permission itself does not allow users to modify content.

Workflow E-mail Notification

When a user approves or rejects a document, notification e-mails may be sent.

1) In the case of Approval, the e-mail is sent to all users who can approve documents in the following step.

2) In case of Rejection, the e-mail is sent to the user who last approved the document (in the previous workflow step).

Check in, Check out

Check-in and check-out allow the user to lock a document for editing. It ensures that no other user can edit document simultaneously. It is tightly connected to Versioning and Workflow.

If the document is checked out by another user, it cannot be edited by anyone else at that time. After the user who has the document checked out finishes editing it to their specifications, it must be checked in so that other users can work with it or so that it can be approved in the workflow and moved to the next workflow step.

Each time a user checks out a document, a comment can be added to indicate the reason it is being edited. When the document is checked in, both the version comment as well as version number (1.0, 1.1, A1.2b, etc.) is modified.

Document History

This listing shows all versions of the selected document. Users can view each version (button) or roll -back the document to the selected earlier version (button). A description of the columns is as follows:

See also: Workflow and Versioning Overview; Check-in, Check-out; Publish/Approve MODIFIED Date and time the version was last modified.

MODIFIED BY Name of the user who last modified the version. VERSION Version number.

COMMENT Version comment. PUBLISH FROM

Date and time when the document is to be published. An empty value indicates immediate publishing is requested.

PUBLISH TO Date and time in which the published document (version) should expires. An empty value indicates no expiration date for the document.

PUBLISHED

Publish/Approve

This dialog allows the user to publish a document in the workflow process. Documents can either be approved or rejected.

Approve

When a document is approved, it is moved to the next workflow step.

Reject

When a document is rejected, it is moved back to the previous workflow step.

Permissions

In order to approve or reject a document, the user must have Modify permissions for it and be a member of one of the roles allowed to approve/reject documents in this workflow step. The Manage Workflow permission, which is usually granted only to administrators, also allows a user to approve or reject a document.

E-mails and comments

E-mails with your comment may be sent in the following scenarios:

1) When the document is approved, an e-mail is sent to all users who are allowed to approve the document in the next step.

2) When the document is rejected, an e-mail is sent to the user who last approved the document (in the previous step).

Even if an e-mail is not sent, the comment is saved to the workflow history displayed at the bottom of the page.

Special workflow steps - Edit and Published

2) Published: This step is always last indicates that the latest version of the document has been approved and published. Users cannot approve or reject the document in this step; however, users with Modify permission, can check out the document and edit it. This action moves the document to the Edit step automatically.

Tools

Tools Overview

The Tools section contains extending modules for Sedona Technologies’ CMS. Please note that some of the modules described here may or may not be available for installation, according to the license

BizForms

Sedona Technologies’ BizForms module allows content editors to create and publish web forms on the web site without any programming knowledge. The captured data is stored in a database and may be sent to a specified e-mail address. The reports may also be displayed and data exported to a Microsoft Excel document.

Defining a Form

Users can easily define a new form by clicking New Form on the Available forms dialog.

The following values may then be entered:

Field Description Sample value

Form Display Name Name of the form that will be displayed to users.

Order Form Form Code Name Code name of the form that will

be used by developers. It's recommended that you enter a value that doesn't contain any spaces, special characters or extended characters.

OrderForm

Table Name Name of the database table that will be used to store entered data. Typically, this value can be same as the code name.

OrderForm

Defining a Form

You then enter the required data in the fields.

Enter the following values and click “OK”:

Field Description Sample value

Send form data to e-mail Indicates if entered data should be sent to specified e-mail address. If you choose this option, you need to specify the FROM and TO e-mail

addresses.

Display Text Text that should be displayed after the form is submitted.

Thank you for your order. Redirect to URL URL to which the user will be

redirected after he/she submits the form.

/ThankYouPage.html

Clear Form Indicates that the form should be cleared after user submits it, so that he/she can enter new

values.

Continue Editing Indicates that the user should be able to continue editing the values and update them.

Submit button text A field where specific text can be entered for the “Submit” button.

Send

Field Description Sample value Column Name Name of the field that will be

displayed in the form.

First Name Show on public form Check this box if you want it to

be shown.

Field Caption Code name of the field. It can be used by developers and it also specifies the name of the database table. You shouldn't use spaces, special characters or extended characters.

FirstName

Field Type Type of the field. It specifies the data type as well as the way the field is displayed in the form. Select from a drop down menu.

Maximum Length Maximum length of the text string (applies only to textbox, text area and WYSIWYG editor).

40

Allow Empty Indicates if the value can be empty. (Unchecked if they MUST enter something for this field).

Default Value Default value of the field.

Continue to “add” (plus sign) fields to your form until you have your form completed. The values you enter will be stored in the database and optionally sent via e-mail.

DISPLAYING ENTERED DATA:

Go to the Tools -> BizForms section and click the View Data icon for particular form. It will show you the entered values. You can edit the values, delete them or view them.

Click on the “Data” tab and “Select Displayed Fields” link to choose columns that should be displayed in the table. You can also export data to Excel.

INSERTING A BIZFORM INTO YOUR WEBSITE PAGE:

When you are finished with building your form, click on the Content tab to go back to your editable pages.

Click on the page you want to insert your bizform into, and click the “insert bizform” icon

E-COMMERCE OVERVIEW

The E-commerce module allows you to integrate a shopping cart into your web site and manage clients and their orders. Contact Sedonatek at 1-877-854-3548 or www.sedonatek.com for assistance in setting up your e-commerce pages.

The e-commerce module allows users to integrate a shopping cart into the web site and manage both cli-ents and orders.

The management interface of the e-commerce module in Sedona Technologies’ CMS Desk -> Tools -> e-Commerce.

Orders

Orders can be managed in Sedona Technologies’ CMS Desk -> Tools -> e-Commerce. Select Orders in the menu.

In the list of orders, use the Edit button, Delete button,. In the Status drop-down menu select the status of the order.

Support

All support issues should be submitted to Sedona Technologies via website, email, or phone. 1. Website – http://support.sedonatek.com/

2. Email – [email protected]

3. Phone – 1-877-854-3548

Once the issue has been submitted, the customer will be contacted by a Sedona Technologies support engineer to give an estimated duration for resolution and proposed course of action for that issue. Creation of an issue constitutes authorization for execution on that issue and no further authorization will be required by the customer.

Support coverage 8:00 a.m. to 5:00 p.m. Central Time

http://support.sedonatek.com/ -

1. Click "Submit a Ticket".

2. Check which department you are submitting a ticket for; click "Next". 3. Enter your: Full Name/Your email address/Priority level.

4. Enter Subject/Message Details - describe in DETAIL problem or issue you are seeking support for. 5. As you enter your message details, a "Knowledgebase Suggestion" area will appear where

you can seek possible answers to your questions before submitting a ticket.

6. If you are wanting to upload a file, please do so in the "Upload File" area. 7. CC any other recipients in the "Recipients" area.

8. Click "Submit".

9. You will receive ticket submission confirmation (to your email as well). One of our support personnel will get back to you with more information shortly. Creation of an issue constitutes

authorization for execution on that issue and no further authorization will be required by the customer.