Introduction to OpenText CMS

Introduction to

OpenText CMS

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I T Serv ices T rain ing and Documentat ion Team : : June 20

Introduction to OpenText CMS

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Contents

1. Overview ............................................................................................................. 3

1.1 About this workbook and today’s workshop session ............................................. 3

1.2 Exercises ...................................................................................................... 3

1.3 Hints and Warnings ........................................................................................ 3

1.4 Publishing ..................................................................................................... 3

1.5 Working with multiple windows ........................................................................ 3

1.6 Two web addresses you will need! .................................................................... 4

1.7 Screenshots in this workbook ........................................................................... 4

2. Getting started .................................................................................................... 5

2.1 Access resources for today’s training session ...................................................... 5

2.2 Logging in to the CMS ..................................................................................... 5

2.3 Select a Project.............................................................................................. 5

3. Working with SmartEdit ....................................................................................... 7

3.1 Open SmartEdit ............................................................................................. 7

3.2 Maximise workspace ....................................................................................... 7

3.3 Navigating within the Structural Area ................................................................ 8

3.4 About Red Dots ............................................................................................. 11

4. Create a new page ............................................................................................. 12

4.1 Open parent page for editing .......................................................................... 12

4.2 Give your new sub-page a title ........................................................................ 13

4.3 Viewing your new sub-page ............................................................................ 14

4.4 Create more sub-pages .................................................................................. 15

5. Publishing your pages........................................................................................ 15

5.1 Draft pages .................................................................................................. 15

5.2 The Tasks pane ............................................................................................. 15

5.3 Submitting pages to workflow ......................................................................... 16

5.4 Viewing your newly published pages ................................................................ 17

6. Editing a page .................................................................................................... 18

6.1 Using ‘Edit Elements via Form’ ........................................................................ 18

6.2 About the Headline ........................................................................................ 18

6.3 Adding page metadata and additional page specific data ..................................... 19

6.4 Adding content ............................................................................................. 20

7. Reordering pages .............................................................................................. 23

7.1 Change the order of sub-pages ....................................................................... 23

8. Deleting a Page ................................................................................................. 27

8.1 Deleting a page that has NOT been submitted to workflow .................................. 27

8.2 Deleting a page that HAS been submitted to workflow ........................................ 29


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9. Working with Content ........................................................................................ 32

9.1 Adding text .................................................................................................. 32

9.2 Formatting and structural changes ................................................................... 34

10. Adding Links and Anchors .................................................................................. 36

10.1 Linking to pages within your website ................................................................ 36

10.2 Linking to pages external to your website ......................................................... 39

10.3 Linking to Staff Pages .................................................................................... 41

10.4 Inserting Jump Marks (anchors) ...................................................................... 43

10.5 Inserting Email Links ..................................................................................... 46

10.6 Adding Telephone Links .................................................................................. 47

11. Deleting Links and/or Linked Anchors ............................................................... 49

12. The Asset Manager ............................................................................................ 51

13. Working with Images ........................................................................................ 52

13.1 Choose a new image to upload ........................................................................ 52

13.2 Upload your new image and insert it on a web page ........................................... 52

13.3 Insert an image that is already on the server .................................................... 57

13.4 Image Options .............................................................................................. 59

13.5 Resizing an Image ......................................................................................... 61

13.6 Cropping an Image ........................................................................................ 63

13.7 Aligning an Image on a Page .......................................................................... 64

13.8 Deleting an Image from a Page ....................................................................... 68

13.9 Deleting an Image from the Server .................................................................. 69

14. Working with Documents ................................................................................... 71

14.1 Upload a Document to the Asset Manager ......................................................... 71

14.2 Linking to an Existing Document ..................................................................... 73

14.3 Deleting and Replacing Documents .................................................................. 75

14.4 Replacing a Document on your Site .................................................................. 75

14.5 Deleting a Link to a Document ........................................................................ 80

14.6 Deleting a Link to a Document and Deleting the Document from the Asset Manager 81

15. Transferring Content from a Word Document ..................................................... 84

16. Log off ............................................................................................................... 86

17. Markup for the Web ........................................................................................... 86

18. Appendix: Submit to workflow and publish ........................................................ 87


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1. Overview

1.1 About this workbook and today’s workshop session

This workbook introduces you to the OpenText Content Management System (CMS). It guides you through the steps you need to take to update content on your website. During the course of the workshop session you will learn how to:

• Log into the CMS • Navigate the CMS interface • Create web pages • Publish web pages • Edit web pages • Reorder pages (in the left-hand

navigation menu) • Delete web pages • Format web page text

• Add links to web pages • Add anchors to web pages • Insert images • Edit images • Delete images • Upload images and documents • Link to documents • Log out of the CMS

1.2 Exercises

To get the most from this workshop session, please work sequentially through the workbook exercises. The steps you need to take are clearly marked with bullet points.

1.3 Hints and Warnings

Look out for Hints and explanatory text and Warnings. We use these throughout the workbook to bring various points to your attention.

Hints and explanatory text

Warning

1.4 Publishing

We step you through the CMS publishing process the first few times, after which you are referred to the OpenText Publishing instructions in the Appendix.

As you become familiar with the process, you may find that you don’t need to refer to the instructions every time. For future reference, you can download the OpenText Publishing guide from the Digital Resources Hub at https://www.abdn.ac.uk/digital/.

1.5 Working with multiple windows

When editing pages in the CMS, it’s common to have several editing windows open at the same time. Sometimes the window you want to work is hidden behind another window.

Your browser will group these windows into a single taskbar icon as shown below. Hover your cursor over the browser taskbar icon to view all currently open windows – including CMS pop-ups – then click on the window you want to bring it to the front.

This is the best way to move between the multiple windows generated by the CMS.

https://www.abdn.ac.uk/digital/


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1.6 Two web addresses you will need!

Over the course of today’s training session there are two web addresses that you’ll need:

• https://cms.abdn.ac.uk/cms/ - The OpenText Content Management System where you will do all of your web page editing.

• https://www.abdn.ac.uk/cms-training/basic/ - The live Basic Training website where you will be publishing your pages today.

We recommend that you open each of these URLs in a separate browser tab, and switch between them as required.

1.7 Screenshots in this workbook

This document was last updated in June 2020, with screenshots taken using the Google Chrome web browser, running on the Windows 10 Enterprise operating system. If you are using a different web browser and/or operating system, some of the dialogs may look slightly different. However, the functionality is exactly the same. Where we are aware of significant differences, we will alert you to these.

The screenshots are included to support the written guidance given throughout the workbook.

https://cms.abdn.ac.uk/cms/

https://www.abdn.ac.uk/cms-training/basic/


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2. Getting started

2.1 Access resources for today’s training session

To save you having to type too much content during today’s training session or waste time search for images, we have provided pre-prepared documents and image resources. Use the content provided as instructed in this workbook.

Before you start working through the exercises, please copy these files to your H drive (personal filespace) as follows:

• Open This PC on Desktop

• Browse to G: Applications > TaD > OpenText CMS

• Right-click Basic Training and select Copy from the pop-up menu

• Browse to your H: drive

• Right-click in any white area and select Paste from the pop-up menu

You should now have a folder named Basic Training on your H: drive.

If you have any problems copying the workshop files to your H: drive, please let the course tutor know.

2.2 Logging in to the CMS

• Launch your web browser and go to: https://cms.abdn.ac.uk/cms/

• At the login screen, enter your usual University login details, i.e. your username and password.

• Click Start to log into the CMS.

If the CMS prompts you that you are already logged on with another session and asks if you want to cancel and start a new one, click Yes.

Access to the CMS is restricted to authorized users and is dependent upon:

1) completion of Introduction to OpenText CMS Training

2) the user having been assigned content editing responsibility for one or more web sites

Anyone who is attending OpenText training will automatically be granted access to the training site.

https://cms.abdn.ac.uk/cms/


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2.3 Select a Project

The first time you log into the CMS, it will prompt you to select a Project.

In OpenText CMS, a Project is simply a website. Today you will be working on the OpenText Basic Training website.

• Click on the Project button (top right of the screen) and select Training - Basic from the drop-down menu.

The project Homepage is displayed under the Homepage tab.

Note the other tabs – SmartEdit, Asset Manager, Tasks, and Search. You’ll be using most of these later.

Note: Your Homepage may not look exactly like the one illustrated below.

The Homepage provides information about the pages you are working on, including any changes you have made to the project and the status of those changes.

Note: The next time you log into the CMS, OpenText will open the project you were last working on. You can check which project you are in by looking at the toolbar at the bottom of the screen, where the Project’s name is displayed.

If you have access to more than one project, you can use the Project button to switch between them.


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3. Working with SmartEdit

SmartEdit is the CMS’s easy-to-use editing tool. It allows you to add, update or delete web content – including text, images, documents and other resources.

You will be using SmartEdit throughout today’s workshop to edit pages on the OpenText Training website.

3.1 Open SmartEdit

• Click the SmartEdit tab:

The SmartEdit window displays the OpenText Basic Training site.

3.2 Maximise workspace

The SmartEdit window is divided in two areas:

A. Structural Area: a collapsible pane on the left, showing the tree structure of the site

B. Editing Area: the main pane contains the web pages and the functionality to edit them

• Click the double arrow icon between the panes to collapse/expand the Structural Area

You may find it helpful to collapse the Structural Area when you are not using it to maximise the available workspace.

A B


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By default, the CMS also displays a tool Panel on the far right of the window.

You will not be using this during today’s workshop, so we’ll hide it for now.

• Click Hide Panels towards the top right of the screen to maximise the workspace.

The Hide Panels button is replaced with a Display Panels button.

If you need to see the tool Panel again, simply click the Display Panels button.

3.3 Navigating within the Structural Area

You can use the SmartEdit Structural Area to navigate your site.

3.3.1 Navigate to the Site Configuration page

From the Structural Area on the left:

• Click on the Start Page (Web Team) link.

• The Website Configuration – Web Team Only! page is displayed in the Editing Area.

As the heading on this page suggests, only the Web Team have access to this area.

• Now click the icon next to Start Page (Web Team) to expand the left-hand

navigation menu.

• Click on the Start Page (Editors) link.


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• The Website Configuration – Editors Only! page is displayed. Note: Your page may not look exactly like the one illustrated below.

3.3.2 Navigate to the OpenText Basic Training site homepage

• Click the icon next to Start Page (Editors) to expand the left-hand navigation menu.

• Click on the Home link.

• The Homepage for the OpenText Basic Training site is displayed in the main Editing

Area:

Note that this page displays a red dot

What do red dots mean?

In OpenText, red dots like this one indicate you can edit content. The symbol inside a red dot tells you what kind of editing you can do.

The above example shows an Open Page red dot. When you click on it, you open the page for editing. On opening the page, other red dots become available.

We’ll look at red dots in more detail in the About Red Dots section.


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3.3.3 Navigate to your User area of the OpenText Basic Training site

• Click the icon next to Home to expand the left-hand navigation menu.

• Click on the User # – Subsection Link (Web Team only) link where User #

corresponds to the User number issued to you at the start of today’s workshop.

For example, if you were issued with User 1, click on the User 1 – Subsection Link (Web Team only) link.

The Subsection Link – Web Team Only! page is displayed in the Editing Area.

As the heading on this page suggests, only the Web Team have access to this area.

• Click the icon next to User # – Subsection Link (Web Team only) –where User # corresponds to the User number issued to you at the start of today’s workshop – to expand the left-hand navigation menu.

• Click on the User # link – where User # corresponds to the User number issued to you at the start of today’s workshop.

The page corresponding to the User number issued to you at the start of today’s workshop is displayed in the Editing Area.

Note the Open red dot which means that this page can be edited.

Throughout today’s workshop, please make sure you always use the User # page relating to the number issued to you at the start of the workshop.

If you don’t, you could overwrite the work of another participant!


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You have just used the Structural Area to navigate to the Homepage and to your User area of the OpenText Basic Training site.

You can now close the Structural Area pane on the left of the OpenText window – click the double-headed arrow to close.

From here on, use the OpenText Basic Training main site menu in the Editing Area to navigate the pages of the site, just as you would navigate a live website.

3.4 About Red Dots

You can browse the website pages in the CMS as you would on a live website. Remember that these are not the live web pages, so they may look a little different.

The most noticeable difference is the inclusion of red dots in various places on each page. You add or edit the content on your website by clicking on these red dots.

There are a number of different red dots, each with its own purpose – see table below.

You may not see all of these depending on your group assignment and the page contents.

Icon Name Purpose

Open Click Open to open a page for editing. This gives you access to other editing options on this page.

Close The Close dot replaces the Open dot when a page is opened for editing. By clicking it, you close the editing mode of the page, at the same time saving any alterations.

Locked Locked is displayed:

• when a page is being edited by another user

• if a page has been saved as draft by another user

• if a user is not authorized to edit a page

Edit Click Edit to open an element in editing mode. Elements are Images, Media elements or Text.

Form Form allows you to edit the content of all page elements in a common form.

Link Click Link to edit the link properties of an element.

MultiLink Click MultiLink to edit the multilink properties of a Container or List element. Depending on your authorisation, you can rearrange, add, or delete the pages of a Container or List element.


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4. Create a new page

• Click the SmartEdit tab.

Any time you click the SmartEdit tab, you will always be returned to the site home page. You must then navigate to the page that you need to edit.

Remember today to always return to your section of the OpenText Basic Training web site.

• Navigate to your section, e.g. click on the User # tab where # is the user number allocated to you at the start of the workshop.

This is the parent page to any child pages you create.

What are parent and child pages?

Think of the pages on your site as belonging to a family, with each sub-page being a child of its parent page.

With the exception of the Parent page, there’s not much to see yet!

Next, you will add three new sub-pages to your section.

4.1 Open parent page for editing

• Click the Open red dot to display more editing options.

• Click the Create/Remove Subpages red dot.


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The Edit Link Element dialog opens.

• Click on Create and Connect Page.

The Edit Properties dialog opens.

4.2 Give your new sub-page a title

• Delete the default content in the Headline field.

• Type My First Page.

This will be your page title and will be displayed in a yellow flash at the top of the page.

As you type, you’ll see the You can enter xxx more characters field at the bottom of this dialog. This lets you know how many more characters you can type in the Headline – the value decreases as you type.

Although the maximum value is 255 characters, page names should always be short and succinct, e.g. About, Research, People, etc.

Note that in addition to the page title, OpenText uses the Headline for:

• Breadcrumb Navigation • Menu Text

And in the creation of the page URL, e.g. www.abdn.ac.uk/cms-training/basic/user1/my-first-page-104.php

Breadcrumb Navigation

Menu Text


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• Leave the File name field blank.

• Click OK.

4.3 Viewing your new sub-page

The new sub-page you have created – My First Page – appears in the left-hand navigation.

Note that the page heading – in the example illustrated below, this is User 1 – has not changed.

This is because you are still on the parent page, not your newly created sub-page, i.e. My First Page.

Click on the My First Page link in the left-hand navigation and notice that you are now on your new sub-page and that the page heading has changed accordingly.

Note the hierarchy: When someone visits your page, e.g. User #, they will see the menu option for your new sub-page1, e.g. My First Page.

Using the above technique you can develop your site hierarchy and Information Architecture (IA).

1 Note that any new pages you create in OpenText will only be visible on the live website once they have been published.

2.

1.


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4.4 Create more sub-pages

• First, make sure you navigate back to the parent page for your section by clicking on the User # tab where # is the user number allocated to you at the start of the workshop.

• Create two further sub-pages, My Second Page and My Third Page, in the same way as outlined in 4.1 and 4.2 above.

• Click the Close red dot when you have finished adding new pages.

• Your new sub-pages should appear as menu items within the OpenText CMS admin, but will not appear on the live web site until published:

You can navigate to your Parent page and/or any of the Child sub-pages that you have created.

From a sub-page, you can click Open to either add child pages to that page, and/or to add content to the page.

5. Publishing your pages

5.1 Draft pages

• Return to the web browser displaying the live OpenText Basic Training website.

If you have inadvertently closed this tab, open a new browser tab and go to:

www.abdn.ac.uk/cms-training/basic/

• Click on the menu tab for your own User # pages, e.g. User 1.

Note that your newly created pages do not appear. This is because they are still in draft and have not yet been published.

• Make sure you keep this browser tab open as we will return to it shortly.

5.2 The Tasks pane

Your newly created web pages are currently stored as Draft pages. As you have just seen, this means they are not yet visible on the live website.

You use the Tasks pane to view all your draft pages and to submit them to workflow. This action publishes your pages to the live website.

• Click the Tasks tab.

http://www.abdn.ac.uk/cms-training/basic


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• Click the icon next to My Pages.

• Click the icon next to Pages Saved as Draft (3).

• Click English (3).

Note that your newly created pages – My First Page, My Second Page and My Third Page – are all listed here:

5.3 Submitting pages to workflow

• Select your newly created pages by ticking the checkbox next to each.

• Right-click on the selected pages and select Submit To Workflow from the pop-up

menu.

Your pages will disappear from the Tasks tab. The pages are now in the final stages of publishing and will soon appear on the live website.


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5.4 Viewing your newly published pages

After a short while, your new pages will be published to the OpenText Basic Training site.

• Return to the web browser tab displaying the live OpenText Basic Training website. If you have inadvertently closed this tab, open a new browser tab and go to:

www.abdn.ac.uk/cms-training/basic

• Click on the menu tab for your User # pages, e.g. User 1, to view your live pages.

If you don’t see your changes, try refreshing your browser – a quick keyboard shortcut is the F5 key. If you still don’t see your changes, please be patient! Publishing can take up to 10 minutes, especially on larger sites. Try refreshing your browser again after a few minutes.

Remember that you don’t have to wait for pages to publish before continuing with other work. Once you’ve submitted pages to workflow, you can create additional pages and/or edit pages while publishing takes place in the background.

Are you on the correct page? When you go from the Tasks tab to the SmartEdit tab, the CMS returns you to the website Home Page.

You must navigate back to your own specific User # page so that you can continue to work on it.



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6. Editing a page

6.1 Using ‘Edit Elements via Form’

• Leave the new browser tab displaying the live OpenText Basic Training site open (you will use it again shortly) and return to the CMS.

• Click the SmartEdit tab and navigate to your specific User # page, e.g. User 1.

• Click the Open red dot.

This opens the content area and displays the other page editing options available to you.

Note: The Open red dot is replaced with a Close red dot, for when you are finished editing the page.

• Click Edit Main Page Content in Form.

The Edit Elements via Form window opens.

6.2 About the Headline

The Headline field is automatically populated when a new page is created, but you can edit this field if required.

However, you should remember that – as you saw in section 4.2 above – OpenText also uses the Headline for:

1. Page Title (displayed in a yellow flash on the live site) 2. Breadcrumb navigation 3. Menu text

This means that if you edit the Headline field, the page title, breadcrumb navigation, and menu text will change accordingly.


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6.3 Adding page metadata and additional page specific data

What is Page Metadata?

“Metadata is data [information] that provides information about other data.”2

Web page metadata typically comes in the form of a page description and/or keywords relating to the content of the page. Search engines can use this to formulate search results and – while not as important as it once was due to changes in the search engines’ ranking algorithms – the addition of page metadata is still highly recommended.

Note that although Metadata provides information about a page, it does not appear on the page.

6.3.1 Metadata in OpenText

In OpenText, the fields Short sentence describing the purpose of this page and Short list of keywords specific to this page, separated by commas correspond to the commonly used Description and Keywords meta tags.

• In the Edit Elements via form window, enter appropriate Metadata for the page in both the Short sentence describing the purpose of this page (meta description) field, and the Short list of keywords specific to this page separated by commas (meta keywords) field:

6.3.2 Additional page specific data

The following section is for information only. Please don’t add additional page specific data just now.

In addition to Metadata, OpenText CMS also provides additional page specific data:

• The Alternative menu text (if Headline is too long) field

Where a long Headline is required – for example, the title of a research paper – you can use the Alternative menu text (if Headline is too long) field to provide shorter, alternative text for the breadcrumb navigation and menu text.

Please consider Headline length when creating pages.

In the event that you require exceptionally long page headlines, please contact the Web Team – [email protected] – for advice.

2 http://en.wikipedia.org/wiki/Metadata

mailto:[email protected]

http://en.wikipedia.org/wiki/Metadata


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6.4 Adding content

• Scroll down to the Main body of text on the page field:

This is where you enter the text that will appear on your web page.

If you use Microsoft Word, many of the options in the CMS text editing interface will be familiar to you – for example, bold, italic, and bulleted list.

Like all text editors, however, the CMS has its quirks – so take your time. Even though the interface may look familiar to you, it may not do exactly what you expect.

To save you typing too much text, we have prepared some content that you can paste into the Main body of text on the page area. To locate this content:

• Open This PC on your Desktop

• Browse to your H: drive and locate the Basic Training folder you copied there at the start of today’s session

• Open the Basic Training folder, then open the web-cms.docx document.

• Select the 5 paragraphs of Web CMS placeholder text on the page, then right-click on the selected text and select Copy from the pop-up menu, as shown below.


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• Return to the CMS and the Edit Elements via Form and click once anywhere in the Main body of text on the page field and press the keys Ctrl + V to paste in the copied text.

The Main body of text on the page field should now display your pasted text.

• Select all the text you have just pasted by clicking once anywhere in the text and

pressing the keys Ctrl + A.

• Click the Remove Format button on the toolbar.

Although you may not notice any immediate change to the pasted text, it is important that you perform this step.

By selecting the pasted text and clicking Remove Format you are stripping out unnecessary MS Office formatting. This ensures the code behind the scenes is free from any inherited styling that might otherwise affect the look and feel of the web page.

You’ll find out more about pasting content from MS Word in section 15 of this workbook.

• Click OK when you have finished making changes.

You are returned to the open content area.

• Click the Close red dot.

• Your specific User # page, e.g. User 1, should now look like the screenshot below:


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6.4.1 Publish your edited page

Because you have made changes to the original, your edited page will be listed in Tasks.

Submit your page to workflow and publish, as follows:



• Click the icon next to Pages Saved as Draft (1).

• Click English (1).

• Select your page by ticking the checkbox next to it.

• Right-click on the selected page.

• Select Submit To Workflow from the pop-up menu.

6.4.2 Check your published pages

Always check that your published pages appear as expected on the live site:

• Open a new browser tab and go to the live site https://www.abdn.ac.uk/cms-training/basic/

• Check your specific User # page, e.g. User 1 You should see the changes that you have made.

If you don’t see your changes, try refreshing your browser – a quick keyboard shortcut is the F5 key.

If you still don’t see your changes, please be patient! Publishing can take up to 10 minutes, especially on larger sites. Try refreshing your browser again after a few minutes.


• Return to the CMS once you have checked your pages.



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7. Reordering pages

It is possible to change the order in which your sub-pages appear in the left-hand navigation area of the page.

7.1 Change the order of sub-pages


• Navigate to your specific User # page, e.g. User 1.


Opening the page allows you to access a pop-up context menu with further page editing options.

• Right-click anywhere within the page content to access the pop-up context menu.

• Select Edit Navigation Order from the pop-menu.

The Edit navigation order dialog opens, displaying your three sub-pages:

Nothing to reorder? If no sub-pages appear in the Edit Navigation Order dialog, double check that you are on the correct page.

You must be on a parent page that has child sub-pages before you can edit the order of those sub-pages.

• Select My Third Page.


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• Click the top direction arrow to move the page to the top of the list.

Other options are: up, down and bottom.

• My Third Page now appears at the top of your menu.

• Click OK.


• Open a new browser tab and go to the OpenText Training website (you may still have a tab open):


• Check your specific User # page, e.g. User 1.

Note that the reordering is not replicated on the live site.

You will need to publish your changes before they take effect on the live website.

7.1.1 Publish your reordered pages

• Return to the CMS.


You will see that there are no pages in draft. This is because you haven’t created a new page or made changes to an existing page.

So how will you publish your changes to the menu order?

Different types of Publishing

As you have seen, when you create a new page and/or make a change to page content, you publish the changes using the Publishing with Workflow process outlined in section 5, Publishing your pages.

However, when you reorder elements such as pages (as you have just done by moving ‘My Third Page’ to the top of the menu), or modules, you must publish your changes in a slightly different way - Publishing without Workflow.

Here’s how…




• This time, instead of clicking on a red dot, right-click anywhere within the page content to display a pop-up contextual menu of additional editing options.

• From the pop-up menu, select Publish Page.



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The Publish dialog opens:

• Tick the Publish related pages checkbox.

By selecting this option, you ensure that you catch all elements affected by the reordering of your sub-pages.

About the ‘Publish related pages’ option

When you make changes to the navigation order – as you have just done by moving ‘My Third Page’ to the top of the menu – these changes need to be reflected on all pages that are related to the reordered page.

This means you need to publish ‘My Third Page’’ and all the pages related to it, i.e. the parent page (User #), My First Page, and My Second Page.

If you didn’t select the Publish related pages option, and simply clicked OK, the live website would display ‘My Third Page’ at the top of the menu on the parent page (User #), but not on any of the related pages:

• Untick the Send email after publication to checkbox. This prevents OpenText sending you an email notification of your edits.

• Click OK


• Open a new browser tab and go to the OpenText Training website (note you may still have a tab open):




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You should see the changes that you have made, i.e. your reordered pages. Remember that you can refresh the page using the F5 key.

• Don’t see the changes to your pages? Please be patient!

Remember, publishing can take up to 10 minutes. Try refreshing the page again after a few minutes.


About the option ‘Publish all following pages’

You may have noticed the Publish all following pages option in the Publish dialog:

Selecting this performs a section publish, publishing all child pages of the current page, and any child pages that these child pages have. There are really very few occasions when you will need to do this.

When used unnecessarily, this option can slow down the CMS. For example, you would not normally publish your site homepage and all following pages as this would publish the entire website impacting the ability of your colleagues to edit and publish their pages.

You might consider using it if you have made changes to a large number of pages within a section and want to avoid having to publish these pages individually. However, if the publication of the section would result in the publication of a large number of unchanged pages, it is preferable to publish pages individually.


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8. Deleting a Page

There are two ways of deleting a page in the CMS. The method you use will depend on whether or not you have submitted the page to workflow.

- If you have created a new page and have not yet submitted it to workflow, you delete it by selecting Undo Page.

- If you want to delete an existing page that you have already submitted to workflow, you remove it by selecting the Delete Page option.

Both these options are available from the same right-click pop-up context menu you used in 7.1.1 above.

The right-click pop-up menu will only show the Undo Page option if you are deleting a new page which you have not yet submitted to workflow.

For existing pages that you have already submitted to workflow, the right-click pop-up menu will show the Delete Page option instead.

8.1 Deleting a page that has NOT been submitted to workflow

8.1.1 Create a new page!

This might sound odd, but we need to add a new page so that we can then get rid of it!

Why do we need to create a new page?

Why? All of the pages we have created in the training session so far have been submitted to workflow.

We need to create a new page so that we can demonstrate how to Undo a page that has not been submitted to workflow.




• Click the Create/Remove Subpages red dot.

The Edit Link Element window opens.

• Click on Create and Connect Page.

In the Edit Properties dialog, delete the content of the Headline field.

• In the Headline field, type A Short Lived Page. This will be your page title.

• Click OK.


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• The newly created page appears on your menu.

Don’t submit this page to workflow!

8.1.2 Deleting the new page

• Make sure you’re still under your own specific User # page (e.g. User 1) in SmartEdit.

• Click on the A Short Lived Page menu item to navigate to that page.


• Next, right-click anywhere within the page content to display a pop-up menu of additional editing options.

• From the pop-up menu, select Undo Page.

• You will be prompted to confirm your action.

• Click Yes.

• The page will be deleted, and the CMS will display the message Page does not exist.

Don’t be alarmed if you see this message! When you Undo or Delete the page that you are on, this is the standard CMS response. Simply click the SmartEdit tab to take you back to your site homepage.


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• Click once on the SmartEdit tab to refresh the view.

This will display the site home page, allowing you to navigate using the site menu along the top of the page.


• Your A Short Lived Page has been Undone and no longer appears in the menu.

8.2 Deleting a page that HAS been submitted to workflow

• Use SmartEdit and navigate to My Third Page – the page that is currently at the top of your sub menu.

Make sure you are on My Third Page. If you are not, you may end up accidentally deleting all your pages!


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• Right-click anywhere within the open page content and, from the pop-up menu, select Delete Page.

• The CMS prompts you to confirm that you want to delete the page.

Connected Links

The action of deleting a page could potentially affect any pages that link to it.

The CMS will ask you to confirm that you want to proceed with the deletion and helpfully highlights any connected links that may be affected.

When you see this message, you should always double check the page connections by clicking the Show Details button.

• Click Show Details.

The Delete Page: Details dialog opens.

In this instance, User # is an expected connection as it is the parent of the page that is about to be deleted.

Note the ‘Delete with Notification’ option at the lower right of the screen.

This allows you to notify the Last Editors and Original authors of the deleted page by email.

For the purposes of this training session, we can ignore it for now.

• Click Delete.

The page will be deleted and the CMS will display the message Page has been deleted.

• Click once on the SmartEdit tab.


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This will display the site home page, allowing you to navigate using the site menu at the top of the page.


• Your My Third Page has been deleted and no longer appears in the menu.

What happens next?

OpenText’s built-in workflow deletes the page on the live OpenText Training web page too. So there’s no need to publish the page - either with or without workflow!

Don’t believe us?

• Open a new browser tab and go to the OpenText Training website:


(Note: you may still have a tab open for this page.)


You should see the changes that you have made – remember that you can refresh the page using the F5 key.

• Don’t see the changes to your pages? Please be patient!

Remember, publishing can take up to 10 minutes. Try refreshing the page again after a few minutes.




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9. Working with Content

So far, we have created, reordered, undone pages, and even deleted pages. However, we have only touched on editing a page.

Now we’ll look at editing pages in more detail, adding content, formatting text, inserting images, adding links, and uploading and linking to documents.

9.1 Adding text



You should have some text on your specific page from an earlier exercise.

• Click the My First Page sub menu link.

We will work on this page as it currently has no content.


• Click the Edit Main Page Content in Form red dot.


• Enter appropriate Meta Data for the page in both the Short sentence describing the purpose of this page and the Short list of keywords specific to this page fields.

• Scroll down to the Main body of text on the page field.

Rather than asking you to type in content, we have prepared some content that you can copy and paste into your content area.




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• Open the Basic Training folder, then open the content.docx document.

• Select all of the Content placeholder text underneath the dashed line, then right-click on the selected text and select Copy from the pop-up menu.

• Return to the CMS and the Edit Elements via Form and click once anywhere in the

Main body of text on the page field and press the keys Ctrl + V to paste in the copied text.

The Main body of text on the page field should now display your pasted text.

• Select all the text you have just pasted by clicking once anywhere in the text and

pressing the keys Ctrl + A.

• Click the Remove Format button on the toolbar.

Remember: It is important that you perform this step to strip out unnecessary MS Office formatting. You’ll find out more about pasting content from MS Word in section 15 of this workbook.

• Leave the form open.


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9.2 Formatting and structural changes

To start with, we will add some basic structural markup to the new content. By doing so, we add meaning to our text and make the content accessible to all visitors to our website.

• Find the text The University of Aberdeen Campus (the first line of your newly pasted text) and click once anywhere within that line of text.

• Find the Paragraph Format menu, on the top right of the toolbar. The default menu option is Normal. ‘Normal’ is the standard formatting for plain paragraphs.

Note that the Paragraph Format menu displays the format of whatever text is currently selected. For example, it could display Normal (paragraph), or Heading 2 through to Heading 6, depending on the text that is selected in the form window.

• Select Heading 2 from the Paragraph Format menu on the toolbar.

The appearance of the selected text will change:

Why start with Heading 2 and not Heading 1?

The University of Aberdeen web site templates have been constructed in such a way as to automatically use Heading 1 for the main page heading – these sit at the top left and are automatically styled with a yellow/gold background.

For more information on the use of headings, we suggest reading the Markup For The Web workbook available to download from the Digital Resources Hub at www.abdn.ac.uk/digital/opentext-cms-50.php.

https://www.abdn.ac.uk/digital/opentext-cms-50.php


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• Find the text Campus Locations and click once, anywhere within that line of text.

• Select Heading 3 from the Paragraph Format menu.

• Locate the text Old Aberdeen, Foresterhill, Oceanlab, Rowett and Cromarty.

• Select all five lines of text by clicking and dragging over them.

• Click the Insert/Remove Bulleted List button on the toolbar.

The selected text is changed to a list:

By applying the formatting options Headings, Lists and List items, we have added structure to our content, thereby giving the content meaning and increasing the accessibility of the information contained within.

• Click OK to return to the page, complete with your changes.



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• Click on the Tasks tab and submit your page to workflow in the usual way and check the published page on the live site.

Refer to the Appendix ‘Submit to workflow and publish’ on page 87 of this workbook if you need to remind yourself of the publishing with workflow process.


10. Adding Links and Anchors

There are two different methods of creating links to pages:

• one for linking to pages within your website – internal links • the other for linking to pages that are external to your website.

It is important that you use the correct method, as described in sections 10.1 and 10.2 below.

Why?

If you have linked pages and assets within your site correctly, OpenText CMS will automatically update any links when, for example, you move pages to a different location on the site.

If, however, you have linked internal pages and assets using the external linking method, OpenText CMS will be unable to reflect such changes, resulting in broken links throughout your site.

Never link to pages or assets within your site using the external method!

10.1 Linking to pages within your website

To link to internal pages, in this case the OpenText Basic Training website:






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• Scroll to the bottom and click your cursor at the end of the last line of text, immediately after the text ‘campus maps’.

• Press the Enter key to move onto a new line.

• Type in the text For more information, why not visit the About page.

• Select the About page text by clicking and dragging over it.

• Click the Insert/Edit link button on the toolbar to open the Link dialog.

• In the Link dialog box, under the Link Info tab, select Page from Management

Server from the list of Link type options, then click Use Preview.

A new window opens showing you a live preview of the training site.


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• Click the link to the About page (top left) on the OpenText Basic Training site.

The live preview changes to show the About page

• Click Select Page as Link at the bottom right of the live preview window.

You are returned to the Link dialog; note the Headline field now displays About.

• Click the OK to add your link.


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• Your new link is created.

• Click OK. You are returned to the page, complete with your changes.



• Submit your page to workflow in the usual way and check the published page on the live site.



10.2 Linking to pages external to your website

We will now look at adding links to web pages that are not part of the OpenText Basic Training website.


• Click the My First Page sub menu link. We will continue to work on this page.





• Find and select the text campus maps (penultimate paragraph) by clicking and dragging over it as shown. Be careful not to select any additional space, either above or below.


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• In the Link dialog box, under the Link Info tab, select URL from the list of options.

Next, we’ll find the web page we want to link to.

• Open another web browser window or tab and go to the University of Aberdeen homepage at https://www.abdn.ac.uk/.

• Scroll to the bottom left of the page and look for Maps and Directions.

• Click the Maps and Directions link.

• Go to the browser’s address bar and click on the URL to select it, then right-click and select Copy from the pop-up menu.

• Return to the CMS. The Link dialog should still be open.

• Click once in the URL field and press the keys Ctrl + V to paste in the URL.

https://www.abdn.ac.uk/


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Notice that when you copy and paste the entire URL from a web browser into the URL field, the Protocol field resolves itself automatically.

However, if you are typing in the URL of another University of Aberdeen web page, you should always select https:// from the Protocol menu first.

• Click the OK to add your link.


This process describes how to link from a page on one website (in this case the training website) to a page on a completely different website.

Here, we have shown you how to link to another page on the University web server; but if you want to link to a page on an external website that is not on the University web server – for example, another University or Research Institute – then the process is exactly the same.


• Submit your page to workflow in the usual way. Check the published page on the live site.



10.3 Linking to Staff Pages






• Scroll to the bottom and click your cursor at the end of the last line of text, immediately after the words ‘About page’.

• Press the Enter key to move onto a new line and type in the text My Staff Page


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• Select the text My Staff Page by clicking and dragging over it as shown. Be careful not to select any additional space, either above or below.


• In the Link dialog box, under the Link Info tab, select URL from the list of options.

• From the Protocol drop-down menu, select <other>

• In the URL field, type:

profiles/your email name (Don’t add @abdn.ac.uk at the end!)

e.g. profiles/c.mackenzie

Note: Be sure to replace c.mackenzie with YOUR email name!

• Click the OK.


Note that staff page link will not work within the CMS. We need to publish the page first and then check that the link works on the live website.

• Click OK.

You are returned to the page, complete with your changes.



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• Try testing out the link to your staff pages.


10.4 Inserting Jump Marks (anchors)

Generally reserved for longer web pages, named jump marks allow you to link to specific parts of a single page. Jump marks are often used on FAQ pages – they enable you to ‘jump’ from questions to specific answers, and then back again. Jump marks are also referred to as anchors.

The Insert/Edit Jump Mark button lets you create jump marks within your web page. In this example, you will use a jump mark to take the user back to the heading at the top of the page content.

To add a jump mark:









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• Click the cursor at the top of your page content, to the left of the word The in the heading, and click the Insert/Edit Jump Mark button on the toolbar.

• The Jump Mark Properties dialog opens. Type an appropriate name for the anchor in the Jump mark name field, e.g. campus

• Click OK.

• A small jump mark icon (represented by a red flag or a blank box) will appear on the page to show that you have inserted an anchor point.

Note that the jump mark icon will not appear on the live web page.

• Scroll to the bottom and click your cursor at the end of the last line of text, immediately after the words ‘My Staff Page’.

• Press the Enter key to move onto a new line.

• Type in the text [Return to top]


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• Select the text you have just typed by clicking and dragging over it then click the Insert/Edit link button on the toolbar.

• In the Link dialog box, under the Link Info tab, select Jump mark in the text from

the list of Link type options.

• From the Select a Jump Mark area, select campus from the By Jump Mark Name pull down menu.

• Click OK.

Note that all jump marks you add to a page will automatically appear in the pull-down menu so that you can easily link to them.

• The text [Return to top] will now appear as a link.

• Click OK to return to the page, complete with your changes.




• Check that the jump link on your page works.

Scroll down to the bottom of your My First Page. Click on the [Return to top] link.

Your browser should jump to your The University of Aberdeen Campus heading.



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10.5 Inserting Email Links

To add an email link:







• Scroll down to the bottom of the Main body of text on the page field.

• Click the cursor at the end of the last line, immediately after the [top] link that you just added, and press the Enter key to move to a new line.

• On the new line, type the text For more information email YOURNAME (replacing YOURNAME with your full name, e.g. Christine Mackenzie).

• Select your full name by clicking and dragging over it then click the Insert/Edit Link button on the toolbar.

• The Link dialog opens.


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• In the Link dialog box, under the Link Info tab, select Email from the list of Link type options.

• In the Email address field, type YOUR email address in the format [email protected]

You may want to add an appropriate subject to the Message subject field. By doing so, when someone clicks the email link on your web page, the email subject line is automatically filled in for them.

This will help you identify and sort any emails that arrive in your Inbox as a result of people clicking on your email link.

• Click OK to insert your email link.







10.6 Adding Telephone Links

It is possible to add special telephone links to your pages. On some devices (such as smartphones) when you click on one of these special links, the device’s phone application will launch and will call the number. If your computer has OCS enabled, you can click the link to attempt to dial the number using OCS.

To add a telephone or tel: link:






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• Click the cursor at the end of the last line, immediately after the email link that you just added, and press the Enter key to move to a new line.

• Type in the text

The University of Aberdeen switchboard number is +44 (0)1224 272000

• Select the phone number +44 (0)1224 272000 by clicking and dragging over it then click the Insert/Edit Link button on the toolbar.

• In the Link dialog box, under the Link Info tab, select URL from the list of Link type

options.

• From the Protocol drop-down menu, select <other>

• In the URL field, type the phone number as follows (i.e. with no spaces) tel:+441224272000

Note the format. It is important that you add tel: to the beginning of the number in order for the telephone link to work.

• Click OK to add your telephone link.

• Click OK when you have finished making changes.

You are returned to the page, complete with your changes.



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Note that a telephone icon displays alongside the number that you have just added:


11. Deleting Links and/or Linked Anchors

To delete links and/or linked anchors:







• Click once anywhere in the About page link.

• Click the Remove Link button on the toolbar.


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The link will be removed.

Note that if you ever want to remove a jump mark link, you do so in exactly the same way.

And to remove the associated jump mark, simply click on it once and press the Delete key.

Don’t do this just now though!

• Delete the entire line of text For more information, why not visit the About page.

• Press the backspace key to delete the blank space the deleted text leaves. The cursor should now sit at the end of the line ending ‘campus maps’.

• Click OK, then click the Close red dot.


• Submit your page to workflow and check the published page on the live site.




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12. The Asset Manager

In the CMS, images and documents are referred to as assets. You use the CMS Asset Manager to store and manage all images and documents on your site.

You can upload and insert new images and documents in your pages via the Asset Manager.

When you select an asset’s file name in the Asset Manager, you can view information about that asset together with additional editing options for the asset.

To open the Asset Manager:

• Click the Asset Manager tab.

The Asset Manager is displayed:

• Click on the Switch Folder link.

You will see a list of all the available folders within Asset Manager:

Note that when working on your own site, you may not see a secure folder. Secure folders are added to sites where there is a need to restrict access to some resources – University documents, for example. These folders are password protected, requiring the user to provide login credentials.

• When you select a folder, it can be identified by name in the top left bar:

Please make sure that you place content into the appropriate folder when uploading images and documents to the Asset Manager.

For example, images should always be uploaded into the Content Images folder, documents into the Documents folder, etc.

This makes things easier for you and your colleagues when it comes to finding and inserting assets.


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13. Working with Images

The CMS allows you to insert images on your web pages in two ways:

- You can upload a new image to the server, then insert it on your web page

- You can insert an image that is already on the server

In both cases, we use the Asset Manager.

13.1 Choose a new image to upload



• Open the Basic Training folder, then open the images folder.

• Click on the View tab and select the Large icons option to view the workshop images.

• Choose the image you would like to upload, right-click on it and select

Rename from the pop-up menu.

• Add your initials followed by a dash to the start of the filename – e.g. CM-Rowett.jpg – and press the Enter key to confirm the filename change.

Because all today’s course participants have the same selection of images to choose from, adding your initials to the filename will avoid confusion should someone else choose the same image as you to work with! You wouldn’t normally have to do this with your own website.

In general, always try to ensure that you give your images meaningful file names – it will make it much easier to find them in the future!

13.2 Upload your new image and insert it on a web page

• Return to the CMS.


• Click the My First Page sub menu link. We will insert our images on this page.



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This displays the Edit Elements via Form window.


Place your cursor at the end of the second paragraph of text and press the Enter key to create a new line for your image.

• Click the Image button on the toolbar.

This displays the Image Properties dialog:

• Under the Image Info tab, click the Upload button.


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• In the Management Server dialog, click Choose file or Browse… (dependent on the browser being used)

• In the Open or Choose file to Upload dialog (the name of this dialog will depend on which browser you’re using), browse to your H: drive and locate the Basic Training folder you copied there at the start of today’s session

• Open the Basic Training folder, then open the images folder and locate the file you renamed in the previous exercise.

• Click once on the image filename to select it, then click Open.

• In the Management Server dialog, click OK.

• Select Content Images as the destination folder for your image and click OK.


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• You are returned to the Image Properties dialog where you will see a preview of the image you have just uploaded.

Don’t worry if the image appears bigger than the preview dialog. The University of Aberdeen website is fully responsive. This means that on live web pages, your browser will resize images automatically so that they fit the screen width of your viewing device – whether that’s a desktop computer, tablet device, or mobile phone.

It is also possible to crop and resize images in OpenText before you insert them on your page. We’ll look at how to do that in a later exercise.

• In the Alternative text field, type a brief description about the image for anyone visiting your website who is unable to view the image.

What is Alternative Text (alt)?

The Alternative Text (alt) provides alternative text to the image, for non-graphic browsers, speech browsers – such as those used by blind or partially sighted users – and those who choose to turn off images in their browser.

• Click OK to insert the image into your web page.

• Click OK to close the Edit Elements via Form window.



• Submit your page to workflow as usual and check the published page on the live site.



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• You should see the image on your page – remember that you can refresh the page using the F5 key.


Lots of new images to upload?

Instead of uploading each image as and when required, it may be quicker and easier to upload multiple images using the Asset Manager in a single session and to then link to them from the respective pages later.

Note that it is not possible to upload multiple images in a single upload.

To upload multiple images:

- Select the Asset Manager tab

- Click Select Asset from Local File System

- Click Choose file

- Locate and select the first image for upload

- Click Open

- Click OK

- Repeat as required until all images have been uploaded

IMPORTANT: Today, please name files so you can easily identify them

All participants on today’s course are uploading their image files to the same Asset Manager, so to help you identify your files, it’s important that you rename them by appending your own initials, i.e. CM-Rowett.jpg.

The workbook will instruct you when this is required.


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13.3 Insert an image that is already on the server

Images that have been already been uploaded to the CMS are also available via the Asset Manager.

To insert an existing image:



• Click the My First Page sub menu link. We will insert our image on this page.





• Click your cursor at the end of the last line of text, immediately after the telephone number, and press the Enter key to create a new line for your image:


This displays the Image Properties dialog:


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• Under the Image Info tab, click the Browse Server button.

• Select Content Images from the Management Server dialog and click OK.

• The Asset Manager window opens, displaying the images in the Content Images folder.

• Look for the University logo image, logo.png.

• Click on the image filename (i.e. logo.png) and then click OK to insert the image.

If you click on the image itself, OpenText CMS opens a large version of the image. You must click on the image filename to select it.

• Enter some Alternative Text – this provides alt or alternative information about the image for anyone visiting your website who is unable to view the image.

• Click OK to place the image on the web page.


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• Your image will be inserted on the page.





• You should see the image on your page – remember that you can refresh the page using the F5 key.


13.4 Image Options

The Asset Manager contains a number of image editing and appearance tools which allow you to make best use of your image in the context of the page.


The Asset Manager is displayed:

• Click on the Switch Folder link.

You will see a list of all the available folders within Asset Manager:


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• Click Content Images.

• Click the filename of the Bishop Elphinstone image – bishop.jpg.

Information relating to the selected image is shown on the right of the Asset Manager screen. For example:

- Width: 1024 pixels

- Height: 680 pixels

- File size: 319635 Bytes

Also displayed is a series of image manipulation options.

Note: Not all image manipulation options will be available at all times.

Remember when making any changes to an image, particularly one already on the server, you should always save the edited image using a different filename.

Why? The image you are about to alter may be in use elsewhere on the website – so always make a copy before making changes.

Out of all of the image manipulation options available to you, the ones that you will be most likely to use are: Resize image (available via Extended Image Editing Options) and Crop image.

We’ll look at each of these in more detail below.

Information

Manipulation options


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13.5 Resizing an Image

To resize an image:

• Click the Asset Manager tab, if necessary.

• Click the filename of the Bishop Elphinstone image – bishop.jpg

Notice (in the Information section) that this image is 1024 pixels wide. We will create a new, smaller version of this image with a width of 350 pixels.

• Click Extended Image Editing Options.

The Extended Image Editing Options dialog opens

Note the image preview area on the right – here you can preview any changes you make to your image. You also have the option to Undo all changes.

• In the Create new file field, type in a new filename, e.g. CM-bishop-350, replacing CM with YOUR initials.

You don’t need to add the file extension (.jpg) – the CMS takes care of this automatically.

As there are multiple participants on today’s course, you will need to add your initials to the filename so that you can identify your own image, e.g. CM-bishop-350

Also, don’t use spaces when naming files. A hyphen - makes a good alternative and is preferable to an underscore _

Note that it is a good idea to name the new image in a way that indicates its use. In this particular example, we are appending - 350 to the name, indicating that this particular image will be a 350 pixel wide version of the original image.

• Scroll down to the Resize image option.


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• Make sure the Keep aspect ratio checkbox is ticked.

• Enter a value of 350 in the Width field.

This will be the width of the new image, in pixels.

Only ever input a width OR a height value.

Provided the Keep aspect ratio checkbox is ticked, you only need a single value to resize the image. The CMS will automatically calculate the other value, thus retaining the aspect ratio of the image.

• Click the green apply arrow to the right of the Width x Height fields:

Notice that the information appearing above the image reflects the action that has taken place - Resize image (350x>)

Notice also that the image preview area now shows a smaller image.

• Click OK.

You will be returned to the Asset Manager where you will see your new image.

Your resized image is now available for you to insert into your web pages later.


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13.6 Cropping an Image

Use the Crop image option to crop an image to fit a specific space or aspect ratio.

To crop an image:

• Click the Asset Manager tab, if necessary.

• Click the filename of the Bishop Elphinstone image – bishop.jpg

• Click Crop Image from the list of options.

The Crop Image dialog opens:

• Select each of the two Aspect ratios listed below in turn and notice the guide box that appears over the main image in each instance. Aspect ratio is simply a proportional measurement of the image – width to height.

16:9

4:3

We don’t recommend using No fixed ratio. This option does not display any information about the image size until after the image has been created. This means you have no control over either the final dimensions or the aspect ratio.


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• For the purposes of this exercise, select either the 16:9 or the 4:3 aspect ratio option.

• Whatever aspect ratio you select, a guide box with a dashed border appears over the image.

You can move and resize this guide box to suit – it is up to you to select the best elements of the image.

Notice that however much you resize the image, the aspect ratio – i.e. the relationship between the width and height – is maintained.

• Once you are happy with your image crop, enter an appropriate filename in the Create new file field.

As before, you should add your initials to the start of the file name. You should also rename the image with something that reflects the new size, for example

CM-bishop-16-9 or CM-bishop-4-3

Remember

• You do not need to add the file extension, e.g. .jpg as this will be added automatically by the CMS.

• Always try to ensure that you give your images meaningful file names – it will make it much easier to find them in the future!

• Click OK to save your new cropped version of the image.

You will be returned to the Asset Manager.

• Your resized image is now available for you to insert into your web pages later.

If you need to crop an image to a specific size, i.e. a pre-determined image Height and Width, this must be entered into the User defined field in the format X:X, e.g. 1:1 for a square image. Once the values have been entered, click the Tab key to display a guide box of the required aspect ratio.

13.7 Aligning an Image on a Page

As well as inserting images on a new line between paragraphs of text (as you did earlier and as shown below, left), it is also possible to right align or left align images within paragraphs of text.


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We recommend 350 pixels as a suitable width for images aligned with text on web pages in this way.

To insert an image and right-align it within the text on a page:



Note we will use a different page this time – User #, instead of My First Page.




• Click your cursor once at the start of the second paragraph of text, immediately before the words ‘It provides website’.


This displays the Image Properties dialog.

• Under the Image Info tab, click the Browse Server button.


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• Select Content Images from the Management Server dialog and click OK.

• The Asset Manager window opens, displaying the images in the Content Images

folder.

• Look for the resized Bishop image you saved in the previous exercise, prefixed with your initials. This will be named something like CM-bishop-350.

• Click on the image filename and then click OK to insert the image.

• Enter some Alternative Text, e.g. ‘Bishop Elphinstone’. This provides alt or

alternative information about the image for anyone visiting your website who is unable to view the image.

• Click the Advanced tab, enter an appropriate Title attribute, e.g. ‘Bishop Elphinstone’ – this provides pop-up text when someone hovers their cursor over the image on the live web page.

• In the Style sheet classes field, type photo_right_aligned:


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• Click OK to place the image on the web page.

• Your image will be inserted on the page. Note that the new image alignment is not reflected in the text editor view:

• Click OK.

• Note that the image is now positioned to the right of the second paragraph of text.


What style sheet classes can I use for images?

You can assign the following two classes to images via the Advanced tab in the Image Properties dialog:

• photo_right_aligned • photo_left_aligned

Each behaves as its name suggests.

The CMS automatically adds ‘padding’ to the image edges so that there is breathing space between the image and the text.




• You should see that the image no longer appears on your page – remember that you can refresh the page using the F5 key.



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13.8 Deleting an Image from a Page

To delete an image from a page:



• Return to My First Page by clicking the My First Page sub menu link. We will remove the University logo from this page.




• Scroll down to the bottom of the Main body of text on the page field.

• Click once on the University logo image that you added to your page earlier.

• With the logo now selected, press the Delete key.

The image will be removed from the page but will remain in the Asset Manager.




• You should see that the image no longer appears on your page – remember that you can refresh the page using the F5 key.



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13.9 Deleting an Image from the Server

When you delete an image from the server, it is no longer available in Asset Manager.

To delete an image from the server:

• Select the Asset Manager tab.

• If necessary, click the Switch Folder option and select the Content Images folder.

• Locate the cropped image you created earlier. This will be either:

your initials-bishop-16-9.jpg (e.g. CM-bishop-16-9.jpg)

or

your initials-bishop-4-3.jpg (e.g. CM-bishop-4-3.jpg)

• Click on the image filename to view the image manipulation options on the bottom right of the screen.

Notice that although you removed the University logo from your web page in the previous exercise, the logo image is still in the Asset Manager. This is because the action of removing an image from a web page does not, in itself, remove the image from the server

• Before you delete any image file, it’s a good idea to check whether or not it is in use on any of your web pages.

• Select Show Usage from the list of options on the right-hand side.

• A dialog box will appear listing any pages the image appears on.

In this case, the image is not in use on any of your pages, and so you will be presented with the prompt: This object is not used.

This means you can safely delete it.


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• Click OK to close the warning prompt.

• Select Delete File from the list of options on the right-hand side.

Even though you have checked that the image is not in use, OpenText will prompt you to confirm that you want to delete the image:

• Click Yes.

The image is deleted from the server and is no longer available in the Asset Manager.

Although OpenText will always warn you if you attempt to delete an image file that is currently used somewhere on your website, it is good practice to check first using the Show Usage option, as described above.

If an image file is in use (as is the case with the other ‘Bishop’ image you prepared), the Show Usage option will display a prompt similar to the one illustrated below, naming the page (or pages) the image appears on.

Never delete a file from the server that is currently in use somewhere on your site.

If you absolutely must delete an image from your site, you should first delete the image from any pages that make use of it and then republish those pages.


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14. Working with Documents

The CMS allows you to work with documents in two ways:

- You can upload a document to the server

- You can link to a document already on the server

In both cases, you use the Asset Manager.

14.1 Upload a Document to the Asset Manager



• Open the Basic Training folder and locate the library-facts.docx document.

• Right-click on the document filename and select Rename from the pop-up menu.

• Add your initials to the start of the filename followed by a dash, then press the enter key.

The document will now be named as follows: your initials-library-facts.docx, e.g. CM-library-facts.docx

• Return to the CMS and click the SmartEdit tab.


• Click the My First Page sub menu link. We will insert our document on this page.


• Click Edit Main Page Content in Form to display the Edit Elements via Form window.


• Select the text main University library that appears in the first paragraph of text.

• Click the Insert/Edit link button on the toolbar.

The Link dialog opens.

• Under the Link Info tab, select Asset from Management Server from the Link type drop-down options.

Then click Upload.


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• In the Management Server dialog, click Choose file or Browse… (the button text will depend on the browser you are using)

• Navigate to your H: drive and locate the Basic Training folder you copied there at the start of today’s session.

• Open the folder and locate the document your initials-library-facts.docx

• Click on the document filename once to select it then click Open. You are returned to the Management Server dialog which will now show the file name of the document on your H: drive.

Note: Some web browsers, may display the file path as well.

• Click OK.

• In the next Management Server dialog, select the Documents radio button.

This is the Asset Manager folder you will upload the document to.

• Click OK.

You are returned to the Link dialog, where you will see the server path for the document you have just uploaded.


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• Click OK.

The main University library text you selected now links to the document you uploaded.





• You should see a document link on your page and clicking on this link will open the linked document – remember that you can refresh the page using the F5 key.


14.2 Linking to an Existing Document

There are only a few uploaded documents on the training website so finding your document in the Asset Manager during today’s workshop is relatively easy.

However, when you come to edit your own website, there may be many documents in your site’s Asset Manager, so you may have to browse to or search for documents.

Note that if you know part of the document’s filename, using the asterisk wildcard can be useful when searching, e.g. *name*

When used in a document search, this would return files such as name.docx, my name.docx, my name document.docx, etc..

Linking to an existing document is done as follows:



• Click the My Second Page sub menu link. Note that you are using My Second Page for the first time.


• Click Edit Main Page Content in Form to display the Edit Elements via Form window.


• Type in the text Download the Library Facts document.

• Select the newly typed text Library Facts document.


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o The Link dialog opens.


• Click the Browse Server button.

• In the Management Server dialog, select Documents then click OK.

• The Asset Manager window opens, showing the contents of the Documents folder.

• Search for and locate for your initials-library-facts.docx document – the one you uploaded in the previous exercise.

• Click once on its filename and click OK.

• You are returned to the Link dialog, where you will see the server path for the document you have just uploaded.


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• Click the Target tab and select New Window (_blank) from the drop-down Target menu.

• Click OK

The Library Facts document text you selected now links to the document you uploaded in the previous exercise.






Depending on your choice of web browser, clicking the linked document may open the document directly, or it may prompt you to save the document to a location for offline perusal.

14.3 Deleting and Replacing Documents

Before deleting documents and/or links to documents, consider the most appropriate action.

Should the document be deleted from your web site? You may need to liaise with colleagues to determine if the document is still required.

• If the document is still required, you can simply remove the link to it from your page, without deleting the document from the site.

• If the document is no longer required, you must update all pages that link to it before you delete it.

Similarly, when it comes to replacing documents, keep in mind that other pages may link to the document. As such, it is important that you overwrite the current document rather than uploading a new version with a different filename.

• When you overwrite the previous version, you maintain the integrity of any links to that document, not just on your own site but, potentially, on other sites. It also keeps the number of files on the server to a minimum.

Outdated documentation can have legal consequences. Practice good housekeeping at all times by ensuring outdated documents are removed.

14.4 Replacing a Document on your Site

It’s quite common to replace an existing document on your website, e.g. when policy documents are updated, or course information changes.


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• Navigate to your H: drive and locate the Basic Training folder you copied there at the start of today’s session.

• Open the Basic Training folder and locate your initials-library-facts.docx

This is the document you uploaded to the Asset Manager in exercise 14.1 above.

• Open the document in Word.

Take note of the content, as we are about to update both the original document and the version of the document that is available online.

• Click the cursor once at the top of your page content, to the left of the word Building

• Press the Enter key to move the Building Facts and Figures text down a line.

• Click the cursor at the very top of your page content

• Type in the text Library Facts

• Select your newly typed text

• Select Heading 1 from the available Word Styles

Your document should now have the Heading 1, Library Facts:

• Save the document, keeping the filename your initials-library-facts.docx, and close

Word.

It’s important that you save your document with the exact same filename as before for this exercise to work.


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• Return to the CMS and click the SmartEdit tab.


• Click the My Second Page sub menu link.





• Click once anywhere within the linked text Library Facts document.


The Link dialog opens.


Notice that you can still see the server path for the document you uploaded in exercise 14.2 above and that you are currently linking to.

• Click the Upload button.

The Management Server dialog opens.

• In the Management Server dialog, click Choose file or Browse… (the button text you see will depend on the browser you are using).

• Navigate to your H: drive and locate and select the updated your initials-library-facts.docx document.

• Click Open


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• You are returned to the Management Server dialog which will now show the file name of the document on your H: drive.

Note: Some web browsers, may display the file path as well.

• Click OK.

• In the next Management Server dialog, select the Documents radio button.

This is the Asset Manager folder you will upload the document to.

• Click OK.

The File Name Correction dialog opens prompting you that a file with the same name already exists in the Asset Manager Documents folder and asking you if you want to replace the file or rename it.

To overwrite the original version of the document with an updated version, you must choose Replace.

• Click Replace.

• Click OK.

• You are returned to the Link dialog, where you will see the server path for the document you have just uploaded.

• Click OK.

The Library Facts document text now links to the updated version of the document you have just uploaded.



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14.4.1 Publish your document changes

Because the change you have just made is confined to the Word document (i.e. the document your initials-library-facts.docx), and because the document you are linking to has the same file name as the original, OpenText CMS does not add the page to Tasks.

As far as OpenText is concerned, you have made no changes to the web page content.

So how do we make sure the live web page links to the updated Word document?

We must publish without workflow.

• In OpenText, navigate to My Second Page and click the Open red dot.

• Right-click anywhere on the page and select Publish Page from the pop-up menu.

• Untick the Send email after publication to checkbox and click OK.

To check that newly published My Second Page now links to the updated Word document:

• Open https://www.abdn.ac.uk/cms-training/basic/ in a web browser.


• Navigate to your specific My Second Page.

• Click the document link.

• Open the document and check that you are seeing the updated version of the document your initials-library-facts.docx.

• Return to the CMS once you have checked your document.

Document Management – good practice! You should always aim to have a single, definitive version of a document online.

Do not be tempted to use the Asset Manager folder as a repository for different versions of your documents. You should only ever have the most recent version of a document in the Asset Manager.

While maintaining a local copy of policy-2017.docx and policy-2018.docx, etc. is acceptable, it isn’t best practice in a web scenario. You may need to adopt a different naming convention for documents you are putting online.

Always consider the longevity of your document, and name it accordingly before uploading.



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14.5 Deleting a Link to a Document

When you delete a link to a document but do not delete the document itself from the Asset Manager, it remains available to other pages and can be used again in future.








• Click once anywhere within the linked text Library Facts document.


This removes the link to the document your initials-library-facts.docx.

Although you have removed the link to the document your initials-library-facts.docx, because you are also linking to this document from the page My First Page, the document itself remains in the Asset Manager.

If, however, no other pages linked to your initials-library-facts.docx, OpenText CMS would automatically remove the document from the Asset Manager.

• Click OK.



• Submit your page to workflow and check the published page on the live site to make sure there is no longer a link to the Library Facts document.




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14.6 Deleting a Link to a Document and Deleting the Document from the Asset Manager

When you delete a link to a document AND delete the document you were linking to from the Asset Manager – the file will no longer be available for use on other pages.

Therefore, before deleting a document from the Asset Manager, you must first make sure it is not being linked to from any other page, or pages, on your website

This allows you to delete any links to that document – just as you did in the previous exercise. Once you have done that, you can safely remove the document itself.

You have already removed the link to your initials-library-facts.docx document on My Second Page, in the previous exercise.

Now, we’ll check to see if it is being linked to from any other page, or pages, on your website.

14.6.1 Check to see if any pages link to the document


• Click Switch Folder and then select the Documents folder.

• Locate the your initials-library-facts.docx document in the Asset Manager.

• Click once on the filename of the document that you uploaded.

• Note the Delete File option on the right – but do not delete the file at this point.

• With the file still selected, click Show Usage instead to see if (and if so, where) links to the document still exist. This allows you to see the page, or pages, on your site that link to this file.

In general:

• If a file is in use, you should retain it, at least until you have had an opportunity to discuss its removal with colleagues who are responsible for the pages that link to the file.

• If the file is not in use, or if you have already removed all links to it from your pages, you can delete it.


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• In our example, the file is still being linked to from My First Page, so we don’t want to delete it without first removing the reference to it.

• Click Close once you have viewed the information in the Show Usage dialog.

14.6.2 Remove reference (i.e. link) to document before deleting document itself

• Click the SmartEdit tab






• In the Main body of text on the page field, click once anywhere within the linked text main University library.


This removes the link to the document.

• Click OK and click the Close red dot.


• Submit your page to workflow in the usual way and check the published page on the live site to make sure there is no longer a link to the Library Facts document.



14.6.4 Delete the document from the Asset Manager


• If necessary, click Switch Folder and then select the Documents folder.

• Locate the your initials-library-facts.docx document in the Asset Manager.

• Click once on the filename of the document that you uploaded.


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• Click the Delete File option on the right.

• The CMS will always prompt you to confirm the deletion.

• Click Yes.

• Because you have removed the reference to the document, it is safe to delete it.

Never delete a file from the Asset Manager that is in use on your site.


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15. Transferring Content from a Word Document

It is likely that at some point you will need to copy content from a Word document into your web pages. When you do, it is important that you remove the legacy Word formatting from your text. This will ensure your web pages display correctly.

Word formatting

Always follow the method below when copying and pasting content directly from a Word document.







Scroll down to the Main body of text on the page field.

• Delete any text on this page.

• Next, open This PC on your Desktop.


• Open the Basic Training folder and locate the transfer-word-content.docx document.

• Double-click on the filename to open the document in Word.

• Select the contents of the document and Copy them to the clipboard (Ctrl + A, followed by Ctrl + C).

• Return to the CMS Edit Elements via Form window.

• Make sure the cursor is still in the Main body.

• Using Ctrl + V, paste the Word document content into the Main body of text on the page field.


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• At first glance, the paragraph formatting and header formatting look as if it they been retained.

However, this is Microsoft’s formatting and you will need to remove it in order for the web page to display correctly.

Luckily, it’s very simple to do this!

• Click the cursor anywhere in the pasted in text and press Ctrl + A to select all the text.

• Click the Remove Format button on the formatting toolbar.

• Click OK.


• Your page should now be correctly formatted:

Although the change may not appear significant, all the unnecessary Word styling that might have caused your page to display incorrectly has been removed from the source code, leaving the semantic structure intact.

Before Remove Format: <h2 style=”margin-bottom:0.0001pt; margin-left:0cm; margin-right:0cm; margin-top:10pt”><span style=”line-height:115%”>This is a level 2 heading</span></h2>

After Remove Format: <h2>this is a level 2 heading</h2>





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16. Log off

Congratulations! You have now completed all the exercises in this workbook.

Be sure to log off when finished:

For security, when you are finished working in the CMS you should always log off. Closing the web browser is not sufficient. Unless you log off, the CMS keeps your session open until the session times out automatically. This means that if you are in the middle of editing pages, these pages will be closed to others, thereby preventing anyone else from updating the pages.

• Select Log Off from the top right of the screen:

• Click OK when prompted.

• Close your web browser.

• Sign out of the Classroom PC – do not shut down.

17. Markup for the Web

The training today has focused on how to use the OpenText Content Management System.

Ideally, anyone who will be responsible for the creation and/or editing of web content should also attend the Writing for the Web workshop and read the Markup for the Web documentation produced by the Web Team.

Documents are available for download from the Digital Resources Hub at www.abdn.ac.uk/digital.

https://www.abdn.ac.uk/digital


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18. Appendix: Submit to workflow and publish

When you add new content, e.g. a new page, or have made changes to the original content, your edited page will be listed in Tasks.

Submit your page to workflow and publish, as follows:



• Click the icon next to Pages Saved as Draft (#), where # is the number of pages you have been editing.

• Click English (#).

• You’ll see the page (or pages) you have been editing.

• Select the page (or pages) you want to publish by ticking the corresponding checkbox.

• Right-click on the selected page(s).

• Select Submit To Workflow from the pop-up menu.

Your pages will disappear from the Tasks tab. The pages are now in the final stages of publishing and will soon appear on the live website.


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18.1.1 Check your published pages

Always check that your published pages appear as expected on the live site:

• Open a new browser tab and go to the live site https://www.abdn.ac.uk/cms-training/basic/

• Check your specific section of the site, e.g. User 1, and go to the page(s) you have been working on in OpenText. You should see the changes that you have made.

If you don’t see your changes, try refreshing your browser – a quick keyboard shortcut is the F5 key.

If you still don’t see your changes, please be patient! Publishing can take up to 10 minutes, especially on larger sites. Try refreshing your browser again after a few minutes.


• Return to the CMS once you have checked your published pages.


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

I T Serv ices T rain ing and Documentat ion Team : : June 20

Date post:	12-Feb-2022
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