careworks cms

CareWorks CMSTM Documentation 1.0.1 1

CMS Overview Web content management systems (CMS) are used to assist users and organizations in the process of managing the content on their website. It is an extremely efficient software system used to add or publish web content to websites. It facilitates document control, auditing, editing and timeline management. Some of the key features of CMS are:

• Automated Templating • Easily Editable Content • Web Standards Upgrades • Workflow Management • Document Management

The main idea behind this documentation is to educate the users as to how CareWorks CMSTM is used to edit web pages at every level. The major topics that are explained in the manual include:

• Accessing CMS • CMS Control Panel

o User Administration o Site Tree View

Setting User Permissions • Writer • Secure Writer • Notify • Approver • Administrator

Adding A Page Editing A Page Deleting A Page Version Control


Accessing CareWorks CMSTM The homepage of the website is shown in Illustration 1.1

Illustration 1.1

In the footer of the page, there is a copyright symbol (©) seen in Illustrations 1.1 and 1.2. When this symbol is clicked, it takes the user to the login screen for CareWorks CMSTM. Similarly, in the footer of the page there is a pencil seen in Illustrations 1.1 and 1.2. This button is located in the footer of every page of the website. When this symbol is clicked, it takes the user to a login screen for CareWorks CMSTM to edit the particular web page. All the web pages can be independently edited by using the pencil tool. An authentication window will appear and after a successful login the user will be sent to the edit page. All the changes can be made at this point on the page without going through the “Site Tree View” structure that will be discussed later.

Illustration 1.2


When the user clicks on the copyright symbol (©), a login screen seen in Illustration 1.3 is shown.

Illustration 1.3


CMS Control Panel After a successful login, the control panel of CareWorks CMSTM is shown. It can be seen in Illustration 1.4.

Illustration 1.4


User Administration

This refers to the second item of the CareWorks CMSTM control panel as seen in Illustration 1.5.

Illustration 1.5


When a user clicks on the “User Administration” link, a screen seen in Illustration 1.6 is shown.

Illustration 1.6

A new user can be created here or the access rights of an existing user can be edited. To add a new user click “Create a new user” in the upper left hand corner as seen in Illustration 1.6. This leads to the screen seen in Illustration 1.7.


Illustration 1.7


User ID: Any unique user ID less than 15 characters in length Password/Confirm Password: Auto-generated fields that populate when a new user is created Enable: This field when checked, enables the user account Title: The job title of the user Last Name: The last name of the user First Name: The first name of the user Middle Name: The middle name of the user Em@il: The email address of the user (account information is emailed to the email address) Phone: The telephone number of the user Fax: The fax number of the user Comments: Any comments associated with the account Access Rights: The privileges assigned to the user for the CareWorks CMSTM control panel Login History of User: Clicking on this link in the upper right corner will show all login activity of that user.


Site Tree View The “Site Tree View” holds all the web pages that are present on the website. When clicked, the following screen seen in Illustration 1.8 is shown.

Illustration 1.8

On the screen seen in Illustration 1.8, there is an option either to create a new site or select a current website. Once the website from the dropdown is selected, the screen seen in Illustration 1.9 is shown.

Illustration 1.9


When the plus sign (+) that is to the left of the "CTS General Hospital" website is clicked, it expands and shows all the first level pages that are present under the website root. All of the plus signs (+) that are seen to the left of pages “About Us”, “Hospital Services”, “Find a Physician”, etc., indicate that each of these pages have pages that belong to them and they can be expanded to view these pages. Thus, the site tree bears all the pages of the website.

Illustration 1.10


All the sections that are seen under the CareWorks CMSTM Demo Website are the navigation items on the home page of the website seen in Illustration 1.11.

Illustration 1.11


Setting User Permissions There are several different user types in CareWorks CMSTM. All user types other than the Approver have the right to have an infinite number of users per page. The different user types in CareWorks CMSTM are as follows: Writer A Writer can add/edit/delete pages that he/she is assigned to, but approval is needed by the Approver. Secure Writer A Secure Writer can add/edit/delete pages that he/she is assigned to, but approval is NOT needed. Notify A Notify can add/edit/delete pages that he/she is assigned to, but approval is NOT needed. He/She will receive emails about any additions/changes/deletions made to the pages that he/she is assigned to. Approver An Approver can add/edit/delete pages that he/she is assigned to, but approval is NOT needed. He/She will be the approver to pages that he/she has been assigned to and any pages below the assigned level. Administrator An Administrator can add/edit/delete pages that he/she is assigned to, but approval is NOT needed. He/She has the power to assign users as Admin, Approver, Notify, Secure Writer or a Writer to a page that he/she is assigned to. To set permissions, first click the people icon next to the desired page.


Adding a Page In the footer of the page, there is a copyright symbol (©) seen in Illustration 1.12 and 1.13. When this symbol is clicked, it takes the user to the login screen for CareWorks CMSTM.

Illustration 1.12

Illustration 1.13


When the user clicks on the copyright symbol (©), a login screen seen in Illustration 1.14 is shown.

Illustration 1.14


After a successful login, the control panel of CareWorks CMSTM is shown. It can be seen in Illustration 1.15.

Illustration 1.15


The “Site Tree View” holds all the web pages that are present on the website. When clicked, the following screen seen in Illustration 1.16 is shown.

Illustration 1.16

On the screen seen in Illustration 1.16, there is an option either to create a new site or select a current website. Once the website from the dropdown is selected, the screen seen in Illustration 1.17 is shown.

Illustration 1.17


When the plus sign (+) that is to the left of the “CTS General Hospital” is clicked, it expands and shows all the first level pages that are present under the website root. All the plus signs (+) that are seen left to the pages “About Us”, “Hospital Services”, “Find a Physician”, etc., indicate that each of these pages has pages that belong to them and they can be expanded to view these pages. Thus, the site tree bears all the pages of the website.

Illustration 1.18

If a page needs to be added in the “About Us” section called “Statement of Mission, Vision & Values”, click “add under About Us” seen in Illustration 1.18. Clicking on “add under About Us” can be seen in Illustration 1.19. The required fields that need to be completed are as follows: Page Title: Statement of Mission, Vision & Values Sort Order: 1000 Start Date: This date determines when the page needs to become active. End Date: This date determines when the page needs to become inactive. Content Type: The page that is created is either a link to an external/internal page or a static content page. In this case it is a content page, so the button next to “content” needs to be selected.


Illustration 1.19


When the button “Save” is clicked, the page is saved in the system. It can now be seen on the site tree structure in Illustration 1.20.

Illustration 1.20


Editing a Page Any given page under the “Site Tree View” can be edited by clicking on that particular page or the pencil icon to the right of the page title.

Illustration 1.21

If the user clicks on “About Us” (2nd page under the “CTS General Hospital” section), the page in Illustration 1.22 is shown.


Illustration 1.22


Page Title (Required Field): The title of the page. Parent Category (Required Field): The parent page of the current page. Meta Keywords (Optional Field): These are short keywords separated by commas used to describe the content contained on the current page. This is used for search engine optimization. Meta Description (Optional Field): One sentence used to describe the content contained on the current page. This is used for search engine optimization. Sort Order (Required Field): This field represents the numerical integer that defines the placement of the page. Start Date (Required Field): This date determines when the page needs to become active. End Date (Required Field): This date determines when the page needs to become inactive. Quick Inactivation (Optional Field): If the page needs to be inactivated for a brief time, the user can check this option. Target Window: The new page that is created can be opened in a new browser window or if left blank will open in the current browser window. Content Type (Required Field): The page that is created is either a link to an external/internal page or a static content page. In this case it is a content page, so the button next to “content” needs to be selected. Link Section: The link section becomes active only when the “Link” option in the “Content Type” is selected. This allows a link to an external/internal website to be created. Two different kinds of links can created in this area. They are:

1. Absolute links 2. Relative links

An absolute link is when the entire URL is given seen in Illustration 1.23.

Illustration 1.23

A relative link is when only a part of URL is specified. This link is generally used when a link to a page on the current website is being used as seen in Illustration 1.24.

Illustration 1.24

Content Section: The content section allows you to edit the content that appears on the page. This option uses a rich text editor to input the content. When the user clicks on the symbol to the right, the full size editor is launched.


Advance Settings: “JavaScript”, “Custom Styles” and “Body Tag” are generally used by programmers or HTML savvy individuals who want to add their own script to the page. Otherwise, it is NOT recommended to add content to these fields. Display in Menu: This field is automatically checked when a new page is created. It enables the page to be seen in the navigation. Custom Area Window 1 & 2: Used for custom development Custom Area Link 1 & 2: Used for custom development Save Earlier Version: This field enables the version control feature of CareWorks CMS

TM

Rich Text Editor: Learning to use this tool completes the understanding of CareWorks CMS

TM. There

are a number of features of this editor that are very similar to Microsoft Word.

Illustration 1.25


The content in the editor is the information that is seen on the page as seen in Illustrations 1.25 and 1.26.

Illustration 1.26

However, the user must keep in mind that there is no way to edit the surrounding template on the page.


Rich Text Editor Buttons:

This button activates the spell check feature.

This symbol can be used to print the page.

This symbol can be used to find and/or replace word(s).

This button is used to cut content.

This button is used to copy content.

This button is used to paste content.

This button is used to paste content originating from Microsoft Word.

This button is used to paste content originating from Microsoft Word and to clean the content to remove Microsoft Word specific code.

This button is used to paste content as plain text.

This button is used to paste content as HTML.

This button converts text to lower case.

This button converts text to upper case.

This button creates superscript.

This button creates subscript.

This button creates strikethrough.

This button is used to undo previous actions.

This button is used to redo previous actions.


This button is used to bold content.

This button is used to italicize content.

This button is used to underline content.

This button is used to left align content.

This button is used to center align content.

This button is used to right align content.

This button is used to justify content.

This button is used to indent content.

This button is used to outdent content.

This button is used to create a numbered list.

This button is used to create a bulleted list.

This button is used to create a new paragraph.

This button is used to create a horizontal rule.

This button is used to create different types of links within content. When text in the rich text editor is elected and the button is clicked, a dialogue box opens as seen in Illustration 1.27. s


Illustration 1.27

The default tab selected is the “Hyperlink” tab which allows a standard link to be created. The link address is placed in the field labeled “URL”. The “Link Text” is the text selected in the rich text editor. The “Target” allows the link to be opened in a new window if needed. When the “OK” button is clicked, the link is established.

This button is used to remove a link.

This button allows the use of special characters and symbols.

This button is used to create a table. When this button is clicked and size is selected, a dialogue box opens as seen in Illustration 1.28.

Illustration 1.28


This button is used to turn on and off borders.

This button is used to repeat the previous command.

This button allows text color to be changed.

This button allows text background color to be changed.

This button allows font to be changed.

This button allows font size to be changed.

This button allows a CSS class to be applied to content.

This button allows a link to be created to another page on the website.

This button allows a heading to be set to content.

This button inserts the current date.

This button inserts the current time.

This button allows content to be cleaned for various types of HTML formatting.

This button is the help section and describes the function of each button.

This button is the image manager and stores all of the images used on the website.

This button is the flash manager and stores all of the flash objects used on the website.

This button is the media manager and stores all of the audio and video used on the website.

This button is the document manager and stores all of the documents used on the website.

This button is the template manager and stores all of the templates used on the website.


At the bottom of the editor, you can switch between design view, the underlying HTML code of the page, and a preview of the page.


CareWorks CMSTM

had five different managers to upload images, flash, media files, documents and templates. All of them function and behave in a same manner. When the document manager button is clicked, a dialogue box opens as seen in Illustration 1.29.

Illustration 1.29

All the documents that have already been uploaded to the website are present in the document repository seen on the left. The user can select text and either link it to the document that is already present in the repository or upload a new document. In order to upload a document, the user has to click on the “Upload Document” tab at the top as seen in Illustration 1.29.


Once clicked, the user will see the screen seen in Illustration 1.30.

Illustration 1.30

The user can select documents from anywhere on the local machine and upload them to the site. Once the document is uploaded it is seen on the left as seen in Illustration 1.31.


Illustration 1.31

This document can be linked to any selected text on the page. To create a link to the document, select the document and click “Insert”.


Once all content changes are complete, clicking the “Update” button at the bottom right of the editor screen will save the changes and send the user back to the edit page, as seen in Illustration 1.32

Illustration 1.32

To save the page and make the changes live, the user must click on the “Update” button at the bottom of the Edit screen as seen in Illustration 1.33. Note: Saving the changes made in the rich text editor and not updating it on the edit page will NOT save the page.


Illustration 1.33


Deleting a Page Deleting a page from CareWorks CMS

TM deletes the selected page and all the pages below that page. It

removes the page from the tree structure and also erases the version history. When the user clicks on the “Delete” button at the bottom of the edit page a warning message as seen in Illustration 1.34 appears.

Illustration 1.34

If the user clicks “OK”, the page is deleted along with all the other pages in the category. Note: Deleting a page will also delete all pages below as well, so use with caution.


Version Control This is one of the unique features of CareWorks CMS

TM. It allows a user to recover a previous version of

the page. If the user is editing the “Mission, Vision, & Values” page, a link to the “Version History” of this page is located in the upper right corner of the edit page. When the “Version History” link is clicked, a screen as seen in Illustration 1.35 is shown.

Illustration 1.35

If the user at some point feels that the changes that were made to the existing page are not correct and an old page needs to be retrieved, it can be done by going to “Version History” and clicking on the version of choice. Once the version is selected, the “Update” button at the bottom of the screen must be clicked to recover this version of the page.


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