Training Manual


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Training Manual

  1. 1. Web Publishing in Collage with Content Management System (CMS) Log in: or Evaluate a training class: For Help: Open Labs TTOL - Techno Tuesdays Open Lab: 2-5 p.m. TTOF – Techno Fridays Open Lab: 3-5 p.m. Summer: Techno Tuesdays: 3-5 p.m. Where: Adams Center Training Lab Call: Ext. 6691 during Open Labs Call: Helpdesk: 325-738-4357 Email: Web:
  2. 2. Table of Contents Checking Your System & Logging In 1 Navigating Collage 2 User Preferences 3 Editing Pages 5 Creating a New Page 6 Adding Metadata to a Page 7 Creating a New Folder 8 Left Menu Navigation (showing a page in the left menu) 8 Uploading Images, Documents, & Media 9 Using the WYSIWYG Editor Tools 9-11 Images, Wrapping Text Around Images Links Tables Lists Creating, Including, & Editing Marquees 12-13 Approving, Versions, & Deploying 14 Searching 15 Using Online Help 16 Including a Form on a Page 17
  3. 3. Checking Your System the First Time 1. Go to 2. Click on the Classic UI link 3. Java Virtual Machine: You may need to install or upgrade this software. If you get an error message, go to and download the latest version of Java Runtime Environment (JRE). Install the download, close all browser windows and then try the check again. Collage only supports version 1.5 or 1.6. You may need to call the Helpdesk for assistance. 4. Active X: You may be asked to download and install this software. A yellow bar will appear at the top of the browser with the option to install. 5. Macintosh users: The only options that will apply are Java Virtual Machine and the browser versions. Note: The first time you log in you may be asked to trust a certificate or allow pop-ups. • Security Certificate: You will be asked to trust the Serena Software Security Certificate. Click the Always button. • Cookies and Pop-ups: Your browser must be set to allow cookies and pop-ups for o In IE, set these options in Tools/Internet Options/Privacy o In Firefox, set these options in Tools/Options/Web Features/Pop-up window allowed sites button Logging In 1. Browser: Internet Explorer (version 6 or 7) on a PC or Firefox 2.0 on a Mac 2. URL: or 3. Log in: use your ACU username and password 4. Project: select ( from the Project list 5. Next Login: check this box to automatically open your project next time 1
  4. 4. 6. Open button: click to open the project 2
  5. 5. Navigating Collage Classic Client • Home tab: Only used with workflow (this tab can be ignored) • Content tab/Contribution View: Select to navigate and edit content. • Content tab/Search View: Select to use the Search Tool. Displaying Icons, List, Thumbnails in the Contribution Sub-View In the Content | Contribution view, you can toggle between displaying visible assets and folders in a list or as icons. Also choose to show or hide thumbnails. • To display an asset list as icons: Click the Icon View button . • To show thumbnail images : Click the Image Thumbnail button 3
  6. 6. Setting User Preferences See the online Help menu to change the content list (columns Collage displays when you are viewing assets). Here are the recommended settings. Macintosh users: To help with timeout issues, it is beneficial to select the Workstation category and change the setting for “Automatically store copy of work files on server” to “No”. Also for wide screen Mac monitors, users can adjust the pixel widths accordingly to maximize the column space. 4
  7. 7. Using the Content | Contribution View Buttons Butto Command Description n New Folder Create a new folder. New Create a new web page or marquee. Document Upload Upload new assets/pages or folders or create new versions of existing assets. Edit Check out and edit the selected document or asset. This command opens the document in the Collage contribution editing view. Tip You can also open individual files for editing, simply by clicking the asset name in the asset list: This checks the file out and opens it in your editor. Delete Delete the selected asset from the project. Check In Check in the selected document asset. Tip You can check assets in simply by clicking the lock icon in the asset list: Check Out Check out the selected asset, without opening it in the contribution editing view. No one else will have access to that file while it is checked out. Undo Check Undo check out of the selected asset, to unlock it without creating a Out new version, and make it available to other users. Preview Display a preview of the selected asset in a separate browser window. Contribution documents generally appear as they will appear after they are deployed. Metadata Display metadata for the asset, which you can then update. Versions Display a list of all versions of the selected asset, which you can then work on. Add To Display a list of all versions of the selected asset, which you can Current Task then work on. (This option can be ignored.) New Task Create a new task. (This option can be ignored.) 5
  8. 8. Contributing Content How to Create and Edit Contribution Documents Select the folder to which you want to contribute content. Do one of the following: 1. Either Use the Context Menus Beside items in many list views is a context button: . Click this button to display a pop-up menu of actions you can perform. The commands that display vary, depending on your permissions and the current state of the item. 2. Or Use the Icon Buttons at the Top 6
  9. 9. Editing an existing Web page 1. Select the contribution document to edit. (You can also click on the Asset Name to check the file out and have it automatically open into the editor.) 2. Click the Edit button . Collage opens the document in the contribution editing view. 3. Enter or edit the text in the fields on the page. 4. Click the Save button whenever you want to save your changes. Saving the asset does not create a new version. A new version will be created when you exit. 5. When you are finished, click the Exit button to quit working on the asset. When you exit, Collage automatically stores all changes in a new version of the asset. It will automatically check the file in for you. 7
  10. 10. Creating a New Page 1. New Document: Click the New button . The New Document dialog box appears. Make sure you are in the appropriate folder beforehand to ensure proper placement of the new web page. 2. Document Type: Choose the type of document you want to create from the list. • Normal Header: purple text header • Spotlight: purple text header + spotlight image with quote and article. • Frontpage: banner with image across top and options for calendar and spotlight. • Image Gallery: photo gallery page with description and thumbnails • Video Page: Quicktime video page with description and video 3. Name: Enter a name for the new document in this field (filename; use only letters, numbers and underscores). 4. Description: Enter a description for the new document in this field. (This is the page description displayed in search engine hit lists.) 5. Click OK. Collage creates the Web page, and opens it in the contribution editing view. 8
  11. 11. Adding Metadata to a page Metadata is where you update information or add options to your web page. To add or change metadata: 1. Edit a page. (You can also click on the page icon to the left of the name of the file. 2. Click on the Metadata button. 3. Make changes to your metadata. 4. Click OK. 5. Click Save to see any visible changes to the page (marquee or form). Note: Collage will not allow you to save or exit without completing all required metadata. 9
  12. 12. Creating a New Folder 1. New Folder: Click the new folder button . 2. Folder Type: Choose the type of folder you want to create from the list. • Section Folder: a section folder for Web pages • Media Folder: a folder for media (video or audio) • Image Folder: a folder for images (jpg, gif) • Document Folder: a folder for documents (doc, xls, pdf, ppt) 3. Name: Enter a name for the new folder in this field (filename; use only letters, numbers and underscores). 4. Description: Enter a description for the new document in this field. 5. Click OK. Collage creates the folder. Now you may create new pages or upload files into the folder. Note: General practice is to create a page named index inside new folders so that it can be included in the left menu later if needed. When you want a new section with sub pages to show in the left menu, you must set the section folder to show in the left menu and have an index page inside that folder. Left Menu Example: Your Home Page Your Sub Page (New Section Folder; set the folder to Show in left menu; index page shows in left menu) Your Third Level Page (Set the individual page to Show in left menu) Your Third Level Page Your Third Level Page Navigation Showing a page in the left menu: Edit the page Metadata 1. Show In Left Menu: change to “Yes” 2. Left Menu Title: choose a “Title for Left Menu” (this may be different from the Page Title) 3. Priority: “number” to order left menu (use only numbers 10-99) 4. Click the Apply or Okay button Note: Redirect pages in left menu You must ask a project manager to create a redirect page for your left menu. Example: You need a page called Apply Online to show in your left menu, but it links to a page on another server or website like 10
  13. 13. Uploading Images, Documents, Media 1. Click on the folder to which you want to upload files. (Must be a Documents, media, or image folder.) 2. Click on the Upload button. 3. Browse to find the file. 4. Click OK to upload the file. 5. Make sure the file name only uses letters, numbers and underscores. Note: If more than one file or an entire directory needs to be uploaded, please visit Techno Tuesdays and a programmer or admin can upload a batch of files at one time. Using the WYSIWYG Editor Clearing MS Word text formatting: When you paste text in from MS Word, select all text and click on the Clear Formatting link in the bottom right corner of the editor window. 11
  14. 14. Formatting and Editing Tools Tool Button Description Spell Checks the spelling in the current field, and suggests corrections or alternates if any are available. Bold Bolds selected text, if it is allowed for the current field. Italic Italicizes selected text, if it is allowed for the current field. Underline Underlines selected text, if it is allowed for the current field. Color Clicking this button displays a list of all possible font colors. Currently, the options are red, purple, black and light gray. Style Applies a pre-defined style to the current paragraph or heading. Choose Normal, Sub Headline, Headline Level 1, Headline Level 2 or Headline Level 3. Alignment Aligns selected text to the left, right, or center. Indent Indents the current paragraph, if it is allowed for the current field. Outdent Removes indents for the current paragraph, if this is allowed for the current field. Use this also to undo bullet lists. Image Enables you to browse for and insert an image to the selected point in the text. • Click on the Image button • Browse to your image folder • Select an image • Type in an alternative text description (alt) for accessibility • To Wrap text around the image, set Align to left or right, and the Padding to 15 and 10 (recommended horizontal and vertical padding). • Click OK button 12
  15. 15. Link Enables you to create a link to the selected text or image. • First, select text or an image, and click the Link button • For Internal Links, browse the folder tree to find the page. These are pages owned by ACU. Then click OK. • For External Links (Note: must be approved to be deployed) 1. Click the External tab and browse to find an existing link 2. Or click the New Link button, type the full URL into the Name field a) Choose the correct protocol from the drop-down list (http: or mailto:) b) Type the remainder of the URL in the field to the right and click OK Table Enables you to define and insert a table to the selected point in the text, if it is allowed for the current field. You can also select an existing table and modify it. You can define the number of rows and columns, the width of each column, the width of borders, cell padding, and cell spacing. • To use a table snippet (predefined formatted tables), click the Content button. List Converts the current selection to a list item (bulleted or numbered) • To stop list items, press the Enter key twice. The extra space created will not show when previewed. • To undo a list, select then entire list and press the Outdent button. Anchor Enables you to insert an HTML anchor (or bookmark) in text fields Content • Inserts a pre-defined, reusable content snippet created by a Web designer. Click this button to see a list of all available 13
  16. 16. snippets. 14
  17. 17. Marquees Setting up a marquee for an entire folder (to be inherited by its children) 1. Check the box next to the folder; then click on the Metadata button in the top menu. 2. Browse to your subsite directory, then click on the marquee folder. 3. Click on the marquee you want to include. Including or excluding the right column Marquee on a page 1. Go to the page Metadata (choose a method) • Click on the file name to begin editing the page; then click on the Metadata button. • Or click on the page fly out menu; then choose Metadata 2. Change the Metadata field labeled Include Marquee to “yes” or “no” 3. To allow a page to inherit a parent folder marquee, leave the Marquee field blank. 4. To change the Marquee for this page only, • Browse to your sub site directory; then click on the marquee folder. • Click on the marquee you want to include. 5. Save or Refresh the page to see the Marquee on the page. Editing the Marquee (Choose one of two methods) 1. While editing a page, click on the “Edit this Marquee” link in the marquee. or 2. Browse to your subsite marquee folder; then click on a marquee to edit. 15
  18. 18. Editing Your Right Column Marquee Logo: Typically for an image when using the Normal Header Template. Place your cursor in this field and select the Image icon on the toolbar to add image to your marquee. The image maximum width is 155 pixels. Approved images can be picked from the WebsiterightImages folder. Label: Typically used for labels such as News and Events, Apply Online, ACU in your Area, etc. Place the cursor in this field and select the image icon on the toolbar. It will direct you to the marqueeImages folder that has several labels to choose from. Text: Typically used for news and events links, announcements or related links. Image or table maximum width is 135 pixels. 16
  19. 19. Checking in Assets (files and pages) 1. Check the boxes beside the files. 2. Click on the Check In button. 3. Or click on the user name in the Checked Out column, and check it in. Note: When editing a page, if you exit, the page will automatically be checked in if all required metadata is completed. Approving Assets (files and pages) Deployment is set up to deploy only the most recent approved version. If you do not want your latest version to be deployed in the scheduled deployment, do not approve that version. How to approve an asset 1. Navigate to the asset and click the drop-down menu 2. Select Approve 3. Or click on the icon in the Version column to approve the latest version. Managing Versions of Assets 1. Check the box beside an asset and choose Versions. You have several choices: • Preview a version • Check out and work on a version • Approve a version • Roll back to a previous version Deploying Assets Deployment is scheduled daily to deploy all the latest approved versions of your site. Make sure you have checked in and approved the version you want deployed to the Web. (This includes all assets - pages, files, and external links) A quick way to do this is to go to Search View and check Approval and “latest is not approved” and check Search In and then browse to find your folder. You will see all assets in your folder where the latest version is not approved. 17
  20. 20. Searching Content tab: Search view To see more options, check one or more boxes to select criteria. A Few Examples: 1. Find all assets that are not approved: • Approval/latest is not approved • Search In/browse to find folder 2. Find all assets that are checked out: • User/checked out by/select user 3. Find all assets that contain contents about a subject: • Contents/contains/your subject 18
  21. 21. Using Online Help The Collage browser client provides online help in HTML format that can be viewed with an HTML browser. The online help provides detailed conceptual and procedural information for the Serena Collage GUI. Accessing the Online Help • You can access the online help for the current view or dialog box by clicking the · Help · link top right Utility links. • The online help opens to the area specific to what you are doing. • If the navigation pane is not visible when you display a help topic, click the Show Navigation button to display it. From there you can use the Contents, Index, or Search feature. 19
  22. 22. Editing Forms You may include a form on any standard header or lite header page you create. Note: A Form Creation Manual is available for details on creating the form at It is best to attend an open lab for assistance the first time. 1. Edit the page: Open a page in the Contribution Editor 2. Click on the Metadata button 3. Include Form: Choose Yes 4. Form ID: Click the Modify button to open the Forms Menu 5. Create or edit your form and click the Save ID button (or type in the form number) 6. Success Page: Browse to find your success page 7. ** Click back on the Edit tab and make a change to either the headline or the body text of the page (a space will work and the end of a line). Since Collage only deploys changed pages and assets, this guarantees that Collage will deploy a changed form page at the regularly scheduled deployment times. 8. Click OK 9. Save to see the form on your page 20