hp trim wcm content author guide 3 documentation updates the title page of this document contains...

HP TRIM

Software Version: 7.2

Web Content Management

Content Author’s Guide

Document Release Date: December 2011

Software Release Date: December 2011

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5

Contents

1 The HP TRIM WCM Module ....................................................................... 7

Introduction .................................................................................................................................................. 7

Site structure ................................................................................................................................................ 7

Distributed authoring .................................................................................................................................. 7

WCM benefits ............................................................................................................................................... 7

Using this manual ........................................................................................................................................ 8

WCM terminology ........................................................................................................................................ 8

HP TRIM WCM – behind the scenes ........................................................................................................ 11 WCM is a database .............................................................................................................................. 11 Web server ........................................................................................................................................... 11 Browser client ...................................................................................................................................... 11 Internet Explorer 9 and Compatibility Mode .................................................................................... 11 Dynamic linking .................................................................................................................................. 12

Site and content management views ........................................................................................................ 12

Starting the WCM browser client ............................................................................................................. 13 Content management screen components ......................................................................................... 13

Workbasket ................................................................................................................................................. 15 Site preview ......................................................................................................................................... 15

Content management area ........................................................................................................................ 16

2 Publishing pages .................................................................................... 17

A WCM page ..................................................................................................................................................... 17

Content management action bar ............................................................................................................... 18 Content management view action buttons ........................................................................................ 18

Creating a new WCM page ........................................................................................................................ 19

Content tab ................................................................................................................................................. 19 Edit screen action bar ......................................................................................................................... 19 Categories ............................................................................................................................................ 21

Edit page ..................................................................................................................................................... 23 Editing rights by page status ............................................................................................................. 23 Page preview ........................................................................................................................................ 23

Publishing pages ........................................................................................................................................ 23 Approving pages .................................................................................................................................. 24

Section home pages .................................................................................................................................... 25

3 Creating Content .................................................................................... 26

WCM content editor ......................................................................................................................................... 26

WCM Edit bar ............................................................................................................................................ 26

Text ............................................................................................................................................................. 28

Images ......................................................................................................................................................... 29 Inserting an image .............................................................................................................................. 29 Image libraries ..................................................................................................................................... 29 New image............................................................................................................................................ 29

Links ........................................................................................................................................................... 30

6

External links ...................................................................................................................................... 30 Internal links ....................................................................................................................................... 31

Tables .......................................................................................................................................................... 32 Inserting a new table .......................................................................................................................... 32

4 Attachments ........................................................................................... 33

Attachments and documents ........................................................................................................................... 33

Linking to a WCM attachment ................................................................................................................. 33 Adding a new attachment ................................................................................................................... 33

5 Publishing HP TRIM Records ..................................................................... 34

Adding a HP TRIM record from a WCM library to the page .................................................................. 34

Adding a new HP TRIM record to a WCM library ................................................................................... 34

Individually selected records ..................................................................................................................... 35 Adding HP TRIM records from a list to your page ............................................................................ 35 Adding HP TRIM records from multiple searches to your page ...................................................... 35

Determining the record version to publish............................................................................................... 35 As part of a saved search .................................................................................................................... 36 Saved searches ..................................................................................................................................... 36

Default metadata ....................................................................................................................................... 36

HP TRIM WCM Content Author Guide

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1 The HP TRIM WCM Module

Introduction

HP TRIM WCM module is content management software that enables organizations

to build and manage their Internet, Intranet and Extranet sites. WCM is used across

a broad range of organizations and industries as the basis of their e-business

strategies.

For convenience, HP TRIM WCM module is usually referred to as WCM.

Site structure

Internal experts or administrators build the structure of a WCM site, including the

navigation and the graphical look and feel of the site – these people are called site

architects. Site architects also establish a variety of rules to apply to the Web pages

of the site, such as who can access them, how long they should remain on the site –

even what the basic page layout will be.

Distributed authoring

The Web pages of the WCM site can be created by any authorized person within an

organization using simple and familiar editing tools. This is called decentralized

content creation or distributed authoring and it relieves the cost, delays and errors

that result from third party site management.

WCM enables the user to:

Publish Web pages without knowing HTML

Update Web pages easily

Archive old Web pages for future reference

WCM benefits

Low cost content maintenance with in-house Web page creation

An automated approval process for content publishing

Easy security management and site-wide style enforcement


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Using this manual

This manual is intended for WCM business users using the WCM client. Business

users are page authors who use WCM to create and manage pages on the site.

This manual assumes that your site architecture has been built and configured, and

the site is ready for the business user to add Web pages. For information about the

site architecture please see the WCM Technical User Guide.

This manual covers the basics of WCM for page authors. Chapter 1 is an introduction

to WCM and using the manual. Chapter 2 covers the basics of creating and

publishing WCM pages while Chapter 3 deals with creating content within pages.

WCM terminology

Term Description

Browser A Web browser is software that interprets programming languages, such as

HTML, and presents the Web visitor with formatted text and graphics in the

form of a Web page/site. Common Web browsers are Internet Explorer and

Mozilla Firefox.

Client A client is software that accesses and manages information from a Web

server.

Content

management

Content management refers to the creation, editing, sharing, approval and

storage of Web pages of a site. In WCM, content management is also the

name of the area in which WCM pages are managed.

Distributed

authoring

Distributed authoring is the ability to enable multiple users to add and

maintain site content. In WCM this is achieved through the WCM database

structure.

Page A WCM page contains the text, graphics, file attachments, etc. that makes up

a Web page. A WCM page also contains information such as who has to

approve the Web page, where the Web page will appear on the site and how

long it will remain on the site.

Page version Each WCM page can have one or more versions containing different

information. Versions of the page are published on a site using a schedule

and only one version of the page can be active at any given time.

For example, one version of the page can be active and appear on a site when

a user is accessing it while the other, newer version is being edited and/or

being approved.

Categories Pages, documents and images in WCM can be categorized, that is, defined as

belonging to one or more categories. Categories are used in WCM to filter -

specific information as well as produce list of pages and documents

belonging to any particular category.


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Term Description

Page list A WCM page list shows some or all the WCM pages in a section, listed as

links. These links can be used to navigate between WCM pages within that

section. WCM page lists reference the page title and may also show the page

abstract.

Page template WCM pages require a WCM page template. The WCM page template

controls the site menu and banner display for the Web page and controls

what fields are available in the WCM page, and whether a WCM page list

can appear. Some standard WCM page templates are available, but most

sites use customized WCM page templates.

Extranet An extranet is often associated with an internet or intranet site, but focuses

on sharing or soliciting confidential information between organizations and

their business partners. The extranet usually requires sophisticated security

implementation.

Frames A WCM site may be “no framed” which means the Web page is one

cohesive area, or may be divided into multiple areas. The most common

division in a “framed” site is into 3 areas: the Menu, the Body and the

Banner. If the content of the Body or the Menu exceeds the size of the

screen, a scroll bar appears to facilitate scrolling.

Graphics Graphics are images that are stored as files. Images are stored in the WCM

image library for use in WCM pages.

Documents Any file-based content that can be stored inside a WCM database and

published on pages in the form of a link. Typical examples of the documents

are Word documents, Excel spreadsheets, PDF files, etc.

Home page The home page is generally the first Web page encountered when a site is

accessed and the starting point for navigation to other Web pages. Sections

also have home pages – referred to as section home pages to distinguish

them from the site home page. A Home page for a section is a page which is

displayed when the section is accessed by a user without specifying a

particular page name.

HTML HTML is the programming language of the Web browser. Examples of

HTML code are the commands <B> and <BR>. With WCM, it is not

necessary to know HTML to create a Web page, however, you can view

your Web page as HTML and can edit directly in HTML if required.

Internet The internet is a worldwide system of computer networks. Any computer

with access to the internet can communicate with any other computer (if

given permission). The best known part of the internet is the World Wide

Web (WWW). The WWW is viewed through an application called a Web

browser such as Internet Explorer or Mozilla that use browser languages

such as HTML to interpret internet information. The WWW really is like a

Web – it is a vast pattern of linkages between Web pages, managed by

hyperlinks (the colored or underlined words that transfer to another

location).


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Term Description

Intranet An intranet is like an internet entirely within an organization. It is used to

share information and knowledge between workers and can also facilitate

work within groups. Information contained within an intranet is protected

from the “outside” world by a firewall that allows internal users to access the

public internet, but prevents any access from the public internet to the

intranet. When external parties are given access to part of the intranet, that

part becomes an extranet.

Menu The menu is like a content page for the site. It is usually located on the left

side or on the top of a Web page and contains a list of links to other main

sections of the site.

Publish To publish something means to make it available to the public – so to

publish a WCM page is to make it available to appear on the site.

Unpublished means it is not available to appear on the site.

Section The section is the major building block for a WCM site. There is usually one

section for each major subject area of a site, for example Products, Search

and About Us. Content pages are attached to sections and a WCM page list

can be used to navigate between WCM pages within a section.

Sections can be categorized defining a section list displayed for particular

category. Sections also can have security applied to them that will govern

access to the pages contained in the section both at design time as well as run

time.

Site architecture Site architecture is the development and maintenance of the site structure,

the site graphics, such as the banner or graphics that represent the menu

options. WCM site architecture is only available to users with the role of site

architect.


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HP TRIM WCM – behind the scenes

First generation Web sites were collections of Web pages created using HTML

programming that were interactive only through the links they provided to other

Web pages. These sites, many of which still exist today, are difficult and expensive to

maintain.

WCM is a database

WCM is a new generation Web solution that stores Web pages and their

components in a database.

WCM pages can be stored in the database prior to publishing.

WCM pages can undergo an approval process prior to publishing.

WCM pages can be easily updated.

WCM pages can be archived automatically on expiry.

Changes to the content of WCM pages are tracked automatically and audit

information is stored in the database allowing preview content as it was or will

be published at any particular time.

Web server

WCM runs on a Web server that translates the WCM pages and database structure

into HTML for viewing through a Web browser. This is why content can be created

without using HTML.

Browser client

You can access the HP TRIM WCM client, the editor, through an Internet Explorer

browser client, version 6.0 or later. Internet Explorer is mandated for the authoring

and administration only; the actual site managed using WCM is accessible by many

different browsers.

Internet Explorer 9 and Compatibility Mode

While using IE 9, the compatibility mode should be turned on for WCM to load in the browser.


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Dynamic linking

Anyone who has used the Internet is familiar with text or hyperlinks. That is, a word

or group of words or image that, when clicked, transfer the Web visitor to a new

location.

WCM automates the generation of links to major sections of the site with a dynamic

navigation menu that is managed by the site architect. WCM also automates the

publishing and management of the Web pages through WCM page lists.

One of the important features of WCM is the ability to store and track links

independently of the site structure. That allows site architects to change site

structure by reorganizing sections and categories while all published pages will

maintain correct links information regardless of the page location in the site

hierarchy.

While many people think of sites as Web pages of text and graphics, they are capable

of being much more than that. Using WCM, it is possible to build a site as an entry

point to all the various sources of information both within the site and externally.

WCM allows business users to create:

Links to other relevant sites.

Links to other Web pages within the site.

Links to other areas within the current Web page.

Email links to facilitate feedback and communication.

Links to Web applications.

Site and content management views

Generally, each page of a WCM Web site equates to a WCM page in the database,

and the navigation structure of a WCM Web site equates to the section structure of

the database. The published Web site is referred to as the site view. The pages and

sections are managed in the WCM content management view.

Each WCM page can have multiple versions but only one version is published on a

Web site at a time. That allows authors and architects to maintain version control of

the published information.


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Starting the WCM browser client

Content management screen components

A content provider sees the content management screen when accessing WCM

through the WCM browser client.

Your administrator will provide you with the URL (Web address) to access WCM.

Figure 1 – Features of the WCM content management screen

There are three main components of the WCM content management screen:

Workbasket

The workbasket provides different ways to access your personal pages, including your

draft pages and pages assigned to you in the approval cycle. It also includes your

profile and the option to preview the site at any time and date, so you can check how

the site will look at the upcoming launch date, or what the front page said last month

or last year.

Content navigator

The content navigator provides access to WCM pages according to their section

location. The navigator mimics the structure of the site.

Content management area

The content management area shows WCM pages in the database, listing page name,

page template and status horizontally across the page. Double click or select the

version that to access and click Edit page to edit the page.

Workbasket

Content

Navigation Area

Adjustable

Separator Bar

Content Management

Area

Action Bar


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Other features of the content management screen:

Adjustable separator bar

The workbasket and content navigator area can be closed and opened by clicking the

handle in the middle of the separator bar.

Action bar

The WCM action bar contains action buttons that perform actions such as creating &

previewing pages, collapsing and expanding the view and exiting.

Admin menu

The Admin menu at the base of the content navigator enables access to image and

document libraries, and to data collected by forms that are hosted on the Web site.

Closing the WCM content management screen

If no other Web browser window is open, the Web browser may be shut down

completely. The Web browser would then need to be opened again the next time the

WCM browser client is to be accessed.

It is also possible to leave the WCM browser client by using the Web browser Back

button, or selecting a new URL or a favorite. However, be aware that if the WCM

browser client window is not closed down, it is possible to return without needing to

log on.


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Workbasket

Menu item Description

Refresh The Refresh control recalculates the menu displayed in the

content navigator pane of the content management view. If a

change to the menu has been made by an administrator. It

is likely that you will be prompted by an administrator to

perform this action.

Site preview Select a time and date to preview the site in the future or

the past. This staging feature enables organizations to

validate site presentation prior to an upcoming launch date,

or roll back the site to its exact presentation last month or

last year.

My profile Access to view profile including login and e-mail details.

All my pages View all pages created by the user across all stages of the

page life cycle.

Draft Displays all pages created by the user that are currently

under development. Draft pages have not been submitted for

approval or published yet. This view includes new draft

versions of existing published pages.

Submitted Displays all pages created by the user that have been

submitted for approval. These pages can no longer be edited

by the author.

Awaiting my

approval

All pages submitted and awaiting approval by the user are

displayed here.

Awaiting my

Feedback

Contains pages that other authors that have invited you to

provide feedback about. Usually users are invited by authors

to provide feedback before a version of the page is submitted

for approval or published if there is no approval process

defined by an administrator.

Latest

Published

Displays the latest published pages.

Site preview

Site preview, accessible from Workbasket is a powerful feature that can show the

actual presentation of the whole site as it was in the past or as it will be in the future

as defined at that moment. This feature is useful for rolling back the site to its exact

presentation at some time in the past, for example to examine a past offer as

advertised on a Website or for proofreading content, pages or large sections of the site

set to publish at future dates.


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Previewing the site

1 From the Workbasket area, click Site preview

2 Click the Following date and time radio button

3 Type in the date directly in the format shown OR

4 Click on the arrow to bring up the calendar, and use arrows to scroll to the

appropriate month and year and click to select the date

5 Type in the time directly in the format shown or use the arrows to scroll through

hours and minutes to the desired time

6 Click Refresh to renew the site as at the specified date

7 Click Close preview to return to the WCM content management screen

Note

If desired, click the handle in the middle of the separator bar to hide the

navigation pane and view more of the site preview.

Content management area

The content management area holds a list of the pages sorted by which section they

belong to. The section’s contents are viewed by choosing a section from the left-hand

content menu or workbasket menu.

For example, click Draft in the Workbasket menu to display a list of all draft pages in

the content management area. In the example site shown below, click Top in the

content menu to open the pages in the Top section of the site.

The information about each page in the content management area comprises:

The name of the page

The version of the page, how many times the page has been updated

The name of the page author

When the page was submitted for publication

The template used to present the page content (stripping in content such as the

Web site menu, banner and footer automatically

The status of the page: whether it is a draft, pending approval or published

The date and time this version of the page will start to be published on the site

and the date and time the page will be removed from the site


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2 Publishing pages

A WCM page

WCM pages are the building blocks for the Web page content on the site.

Each separate Web page on the site exists as a WCM page; whether it is the Home

Page with information about the site itself, or the About Us page with photos and

descriptions of people in the organization, or the Web page listing links to other sites.

The WCM page contains the text and links to the images and documents that make

up the Web page on the site. It also defines some rules about the content, such as

where it appears on the site, and whether it must be approved before it can be

published to the site.

All WCM pages must belong to a section to be published as a Web page on the site.

A WCM page

becomes a Web page on the site

is based on a WCM page template that controls basic page layout

has a page status that controls whether it appears on the site and who can access

it

must exist within a section to appear as a Web page on the site

inherits attributes, such as approval cycle and security, from its parent section

can have multiple versions containing different information and possibly on a

different stages of a page lifecycle with only one version being available as a Web

page on the site

One of the primary benefits of the HP TRIM WCM module as a content management

system is that Web pages can be stored at various stages of development, edited or

approved by various people prior to publication and then archived when they are

taken off the site.

Below is an example of how the page publishing process may work in an organization

that applies an approval cycle:

A page author creates a new News page and selects Save as draft.

The page author edits the draft page and selects Submit for approval.

The approver receives an e-mail notification including a link to approve the new

page. He is happy with the page, so he selects Publish now.

The page automatically appears on the site in a list of News pages on the home page,

and the page author receives an e-mail notifying him that the page has been

published.


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Because the page is in the News section, it has a page life of 3 weeks. After 3 weeks

the page author receives a notification that the page is due for expiry and the page

status changes to Past expiry, and the page is no longer available to be published to

the site.

As soon as a page is saved it acquires a page status. Before publishing, pages are

Draft or Pending approval. Only published pages appear on the site, however, they

may be under review, due for expiry, or waiting for publication. After removal from

the site, pages are expired or superseded.

Pages can also be marked as:

Disabled: No information from disabled pages (or sections) is available neither in site

preview nor on a Web site; or

Staged: Staged information is not available on a Web site, however, it can be

displayed in site preview if the user selects an option to display staged information.

That makes it easy to prepare multiple pages and sections for publication, push them

through approval process and then publish this information by simply changing

status from Staged to Enabled.

Content management action bar

The action bar consists of action buttons that do things in the WCM database, such

as create new WCM pages.

Content management view action buttons

Button Description

New page: opens the new page creation wizard.

Edit Page: opens the selected draft page for editing.

Note: Published pages cannot be directly edited; the New

version button must be used to update the page.

New version: creates a new version of an existing

published page for updating.

Preview – Web Page: Opens a new browser window to

preview the selected page as appears or will appear on the

site.

Preview – Xml: Available only to administrators and site

architects access. Shows the XML code equivalent of the

page content This command is only available for site

architects for troubleshooting purposes.


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Admin – Delete: Available only to administrators and site

architects. This command actually deletes content of the

page version and removes page version from a Web site.

When the last version of the page is removed, the page

itself is deleted. Due to built-in audit features, information

from deleted pages can still be accessible in site preview.

Admin – Expire: Available only to administrators and site

architects. Select this option to expire the selected page.

This will remove the page from the content management

area.

Admin – View History: Displays a Page version history

dialog with changes to the selected page.

Creating a new WCM page

The process of creating a new WCM page is shown below, including all the

compulsory elements. Each page may require different fields to be entered or

selected. The details of non-compulsory elements are listed in the tables following.

1 Click New page

2 Enter the name of the page in the Page name field

3 If required, enter the title of the page in the Title field. The title will the will

appear in the browser window title at the top of the screen.

4 Click the Select button to select where the page should sit in the site navigation.

Click on the desired section or subsection available from the popup list.

5 Select the page template from the drop-down list of available templates. If this

area is grayed out, an administrator may have assigned a default template for

the section you have selected in step 4.

6 Enter a page description - optional. This is used as metadata to aid searching for

the page using a search engine.

7 Click Go to > and select Content from the drop-down menu.

Content tab

For most page authors, the majority of the work in creating a page will occur within

the WCM Body tab. This area is used for free-form content creation including text,

image, tables, link and attachment insertion and formatting. Details on these

functions can be found in Chapter 3.

Edit screen action bar

The WCM action bar provides access to WCM page actions such as saving, viewing

properties and activating the approval process.

The action bar is sensitive. It shows different action buttons depending on your

access rights and the page status.


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Action Button Description

Save Draft (& close): Saves the page as a draft, prior to

activating the approval process.

Publish now: Appears when the page is created in a

section with no approval process.

Closes the page and makes it available on the Web site

(note, the page will automatically appear on the Web

site if it becomes part of a page list for the section).

Cancel: Use the Cancel button to cancel your changes.

Canceling a new page before saving will cause the page

to be lost from the WCM database.

Go to - Properties: Reverts to the page properties

screen

Go to - Title page: Displays the properties of the title

page.

Page Preview: Previews the page with the banner,

menu, and footer information stripped in by the page

template.


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Categories

Categories group pages according to criteria defined for individual sites. Categories

may mimic the site architecture of the sections or they may be used to provide an

alternative topic-based navigation. Some sites provide a Related Pages menu in

addition to the standard site navigation where the Related pages are determined by

some other criteria.

Authors will be notified by their site administrators which categories are suitable for

selection.

Administrator options

Page authors with an access level greater than that of page author (for example,

Publishing Author, Approver, Administrator etc) also see two other content tabs at

this point, as shown below. These provide additional publishing options.

Publishing tab

The Publishing tab governs the page publishing properties.

Field Description

Use parent

section settings

By default, all page settings are inherited from the parent section

and shown below. Clear the box to gain access to the following

settings.

Publish Enables the author to publish the page at a future date and set a

date when the page should cease to be published.

Status

Displays the status of the page. This may be Enabled, Disabled or

Staged. A site architect will usually use this function to restrict

access to a particular page without deleting it.

Access mode

Access mode determines access to the page:

Online (not available)

Shared content (information in the page is only available as

internal source of data and is never published)

On Demand (page is accessible via direct URL, however is never

listed in menu or any other lists such as section or category).

Transformation Default transformation refers to the page template applied to the

page.

Default style

sheet The style sheet applied to the page.

When new

version is

published

Performs an action on the previous version of the page once a new

version is published.

Page life (days)

Number of days a page will remain current after being published

on the site. This information is used only if no expiration date is

specified. WCM will set appropriate expiration date automatically

when a page is published.


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Field Description

Days page

marked New

The number of days after publication that a page is identified as a

new page and an icon or formatting can be applied.

Days page

marked

Updated

The number of days after updating that a page is identified as an

updated page and an icon or formatting can be applied.

Page review

cycle

Denotes the status of a published page while under review.

Online review means that the published version of the page

remains published until the new version has completed all

publishing approval steps.

Offline means that the published page is removed from the site

and no page is published until the new version has completed any

publishing approval steps.

Show in menu Enables the page name to appear in the site navigation.

Menu tab

The Menu tab governs the appearance of the page in the site menu.

Field Description

Menu text The menu text is displayed in the site menu as the link to the

page.

Menu graphics Menu graphics provides the option to apply an image as the link

to the page in the menu as an alternative to Menu Text.

Highlighted menu

graphics

If menu graphics are used, an alternative Highlighted menu

graphic can be applied to simulate mouse over.

Menu graphics

ALT text

Menu graphics alternative text shows on mouse over or if the

image does not load.

Menu CSS class

If access to this filed is enabled, it allows the user to select how

the page will appear in the site menu according to style sheets

pre-set by the site administrator.


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Edit page

Editing rights by page status

Draft pages are considered works in progress, and therefore can be edited only by the

original author or a site administrator.

Once a page is published, no changes to the content are allowed to that version of the

page. Administrators can still edit the content though to quickly touch up the

published page.

To change the content, a page author creates a new version of the page based on the

information in the published version. This new version is automatically assigned a

draft status and this version is not available on a Web site until it is published.

Once published, the new version usually supersedes existing version, however,

publishing authors can overwrite default publishing behavior to delay publishing of a

new version until a specific date.

Page preview

The Page preview function provides a sneak preview of how the WCM page will

appear on the site.

Preview displays the content and layout within the site, by applying the rules of the

chosen WCM page template and any layout features determined by the section

configuration.

Due to restrictions of browser technology Preview can only show saved content. The

Page preview button will save the content and preview your page. Access Preview

using the Preview button on the main content management action bar.

Publishing pages

HP TRIM WCM module pages are published by clicking the Publish now button.

By default, the page author has access to the Publish now button. The approval cycle

works by restricting access to the Publish now button and providing the page author

with the alternative Submit for approval button.

The approval cycle sends automated e-mail notifications with page links to approval

cycle participants in the appropriate sequence. The role of each participant is

enforced by the action buttons available to them.

Approval cycles are designed by the site architect and applied to the parent section,

so pages in different sections and sub-sections may have different approval cycles.

The approval cycle must exist before the page exists or all pages using it must have a

new version with changed properties in order to use it.


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Approving pages

Approval cycles in the HP TRIM WCM module are implemented by the site

administrator. You should have been notified by the site owner if you have been

nominated as a page approver.

To be a page approver, you do not need to be a WCM expert user, but you do need to

know how to access WCM pages from your e-mail notifications, how to view those

pages and how to publish or forward them to the next approver.

E-mail notification of pages for approval

To action a page forwarded for approval

1 Open the e-mail detailing the page that has been forwarded for approval

2 Click on the link to open the page in preview mode

The approver will then be able to approve or decline the page using the

Approve/decline button in the action bar.

The approver then either approves the page, in which case it is published (if there

are no subsequent approval stages) or forwarded to the next approver, or declines to

publish the page. In this case, the page is sent back to the author for amendment.

The approver is prompted to add comments to the page to explain why it has been

declined.

Approver options

The following actions are available to page approvers. These options will only appear

to authorized approvers, when the page is in preview mode.

Button Function

Decline: generates an e-mail to the author, with a link

to the database, requesting review of the page.

Enter comments explaining why the page has been

rejected for publication. The author then edits the

page and begins the approval cycle again.

Approve: is available to page approvers if there is a

subsequent approval step required.

No further editing can be performed after clicking

Approve.

Submit for approval: is available to page authors to

initiate the approval process.

Optional settings

Your site may make use of approval inactivity monitoring – this sends notification e-

mails to specified users in the event that a page is not actioned within a set time

limit.


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Note

A page may or may not be editable by the author during the approval process,

and the author may or may not receive notification at each step of approval.

See your site administrator for more information about these functions.

The WCM page cannot be edited by the author once it has started the approval

cycle: it must be returned to the author for editing.

Section home pages

Each section has allocated to it a section home page. This is the page that opens

when the section is selected from the main site navigation menu.

Although section home pages are created in the same way as any normal content

page, only an administrator is able to assign such a page as a section home page. See

your administrator about assigning or un-assigning section home pages. If a home

page is not assigned to the section and the section is accessed through the link then

the first available published page in the section will appear.


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3 Creating Content

WCM content editor

The WCM content editor in the edit screen is used to create the text, images and

links that make up the Web page.

The WCM content editor provides many of the features of a word processor:

Format text font, size and style.

Create lists and control color.

Add graphics (images).

Create page layout using tables.

Use paragraph styles to ensure stylistic consistency.

In addition to these features, the WCM content editor provides tools to attach files,

create dynamic links to other pages in the WCM Web site, links to external Web sites

and Web versions of other applications.

Text entered directly into the WCM content editor will appear as the default font for

the site. This may have been defined by the site administrator. If not, this font will

appear as whatever font the user has selected on their Web browser.

Content is simply typed, pasted or inserted into this field.

WCM Edit bar

Text can be typed or pasted into the WCM body area.

The WCM Edit bar contains the tools to change properties of text and to insert

graphics, tables and links. The interface will be familiar to users of most popular

word processing programs. Explanatory ALT text is available by moving the mouse

cursor over the respective buttons in the browser.

Note: Not all of these buttons may be visible in your version of WCM. Some may have

been hidden according to your installation requirements.


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Button Description

View or edit document source code. For advanced

users.

Performs the cut/copy/paste functions common to most

word processor programs

Paste copied text as plain text

Copy content from Microsoft Word, and then paste it

into the HTML editor using the menu that appears

when clicking the button

Opens the printer dialog and prints the content area

only

Checks spelling of the content

Undo or redo the most recent action

Find a word or phrase within the text of the HTML

page

Find and replace a word or phrase within the text

Selects all the text in the HTML page. Usually used

before copy or cut or to apply a style or format to the

whole page.

Removes the formatting from selected text. You must

select the text first

Applies bold, italic, underscore or strikethrough format

to selected text

Applies superscript or subscript to the selected text

Applies list formatting, using numbers or symbols.

Style of numbers and symbols are determined by site

administrator in style sheet

Increases or decreases the selected text's indentation

Justifies text, tables and graphics either left, centre,

right or fully justified

Adds a hyperlink or edits existing link to selected text

Adds a link to an attachment lodged in the document

library, also enables lodging of new attachments

Provides a Browse function to create links to pages

within the current site. Click plus and minus symbols

to open and close sections in the link picker dialog

Removes the link from the selected text


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Button Description

Inserts an anchor on the page and applies a link to the

anchor

Inserts an image lodged in the image library, also

enables insertion of new images

Inserts table. Number of columns or rows, table width,

height, borders and alignment can also be set.

Inserts divider line, horizontal rule

Inserts a special character

Inserts page break. Only impacts printed version.

Displays the universal keyboard

Format selected text according to the style sheet

Sets the font type of selected text

Sets the size of the selected text

Sets the color of the selected text

Sets the background color of the selected text

Text

Text can be copied and pasted into WCM pages from virtually any word processor.

However, page authors should be aware that there are some restrictions regarding

this function.

Cutting and pasting images with text may result in degradation of the image quality.

To avoid this, do not copy and paste images into the body field, but insert them as a

WCM image as outlined in the Images section.

Complicated formatting, spacing or use of multiple styles in text pasted from another

word processing application may not be accurately represented in the WCM body

field.

Authors wishing to retain text formatting or styles exactly are recommended to save

the files as attachments and create links to them from the WCM page. Most WCM

sites employ set styles established by the Web administrator to maintain a common

look and feel to Web pages.


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Images

Images can be inserted into WCM pages as part of the page content.

Inserting an image

1 Click the Insert image button on the WCM Edit bar.

The Image Picker window appears with the default setting showing content

images as thumbnails.

2 Select an alternative library, if desired

3 Select an alternative view, if desired

4 Select the image to insert

5 Click OK

Image libraries

The images in the HP TRIM WCM module are stored in separate libraries to ensure

the contained images are used in the appropriate.

For example, most images intended for use in page content might be saved in a

library marked Content images. These libraries are set up by the site architect.

The libraries available are accessed from the drop-down menu in the top left-hand

corner of the Image Picker dialog box that appears when you click Insert image.

Other information about the available images in each library can be accessed by

using View in the Image Picker dialog box to display the image details.

New image

Type Description

Library name The library name is assigned according to the library

selected when creating the image

Image name The image name is used as a reference within WCM

Description Description is used for reference within WCM and in

search results

File to upload Click Browse to select the image from your available

directories

Categories

Apply the image to one or more of the image categories

that control access through WCM, e.g. only menu images

are available to apply as menu links


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The new image will be saved in the library selected at the time.

Note: Page authors may not necessarily have required permissions to add image to a

particular image library in which case an error message is displayed when an author

attempts to add a new image to the library.

Inserting a new image

1 Select the appropriate library for the image to be saved in

2 Click Image on the WCM Edit bar

3 Click the New Image button on the Image Picker dialog box

4 Enter an image name for reference within WCM

5 Enter a Description for reference within WCM

6 Browse to upload the image file from the available directories

7 Select the image category to identify the image usage. The category controls

access to the image in different areas of WCM.

8 Click the Save image button

Links

External links

The external link can be used to create any type of external hyperlink; that is, any

site external to the one being maintained by the page author.

Click the Create link button to display the Link dialog with the fields Link Type,

Protocol and URL.

Links to other pages or Web sites can be made using the default link type (http://).

This is the prefix to the vast majority of links on the World Wide Web. Type the

remainder of the address after the http:// phrase in the URL field. If desired, the

address can be pasted into the dialog box using the CTRL+V shortcut key.

To create an e-mail link – which opens a site visitor’s e-mail client when the link is

activated – use the link type mailto: followed by an e-mail address e.g.

mailto:[email protected]


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Other types of links available from the drop-down menu refer to less common types of

Web pages. Such link types are likely to be specialized in nature.

The types available are:

file:

ftp:

gopher:

http:

news:

telnet:

wais:

The Un-link button removes the link.

Creating a new external link

1 Select the text or image that will contain the link

2 Click the Hyperlink button on the WCM Edit bar

3 Select the Type if different from default (http://)

4 Enter the URL

5 Click OK

Internal links

Internal links are created to pages in the same database as the page being edited by

the page author.

Creating a new internal link

1 Select the text or image that will contain the link

2 Click the Insert internal link button from the WCM Edit bar

3 Select the desired target page from the Insert Page Link dialog. The new image

will be saved in the library selected at the time.


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Tables

Inserting a new table

1 Click in the required location for the table.

2 Click the Insert table button from the WCM Edit bar.

The Table Editor dialog appears.

3 Enter the table width and table height in pixels

4 Enter the number of columns and rows desired

5 Click OK

Type Description

Rows Inserts number of rows

Columns Inserts number of columns

Width The width of the whole table in percent of the page, pixels, or

ems

Height

The height of the whole table in pixels. The table height can

be subsequently resized by selecting the table and dragging

the horizontal sides.

Alignment Aligns table content left, right or centre

Border thickness Sets border thickness

Cell padding Sets padding between the table and the text or numbers

within the table cell

Cell spacing Cell spacing between cells


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4 Attachments

Attachments and documents

WCM can extract documents from a WCM document library. These

documents are accessed from links on the Web page.

Linking to a WCM attachment

1 Select the text or image that will activate the attachment link when

clicked

2 Click the Insert attachment button from the WCM Edit bar

3 Select the WCM library holding the attachment and the name of the

attachment from the Document Picker dialog box

4 Click OK

Adding a new attachment

There are two ways to add a new attachment to a WCM document library:

By accessing the document library directly from the Admin menu

While creating the page itself.

The latter is the more common function, and is described below.

Adding a new attachment while editing a page


clicked


3 Enter the name of the document in the select Document dialog box that

appears

4 Browse to select the new attachment

5 Click OK to insert the attachment into the document library

6 Click OK to insert the link to the new attachment into the page


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5 Publishing HP TRIM Records

There are three ways to publish HP TRIM records through WCM:

As an attachment from within a WCM library

As part of a list of individually selected records

As part of a list of records that are returned by a saved search

Adding a HP TRIM record from a WCM library to the page


clicked


3 Select the library from which you want to insert the record

4 Select the record that you want to insert

5 Click OK to insert the link to the new attachment into the page

Adding a new HP TRIM record to a WCM library

1 When you selected the library click the New Document button

2 Click Connect to HP TRIM.

This will add the HP TRIM specific fields to the dialog.

3 Click Select from HP TRIM

4 Fill in your search criteria and execute the search

5 Select the desired document in the search result

6 Adjust the Select Record Version field to your preference

7 Decide on the place of Document Storage

8 Click Save Document


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Individually selected records

The page authoring template has to be set up by the administrator to include

the HP TRIM record selector tool. When this is the case, then the dialog with

the option Add records from HP TRIM appears.

Adding HP TRIM records from a list to your page

1 Click Add records from HP TRIM to be presented with a search dialog.

The result appears in the list below the button.

2 In the search result, click the records to add to the list

Adding HP TRIM records from multiple searches to your page

1 Follow the steps 1 and 2 in the process above.

2 Once you have selected the records from your first search result, click

Clear de-selected results, which leaves the list with only the records to

insert into your page.

3 Run a second search and follow the same process

4 Once you have compiled your list from many searches, save the page

Determining the record version to publish

From the drop-down list next to the selected record select your preferred

publishing option.

This can vary from one record to the next:

Selected record displays the version of the record that you select at this

time

Last registered displays the version of the record with the latest Date Registered

Last finalized displays the version of the record with the latest Date Finalized

Last published displays the version of the record with the latest Date Published

The options Last finalized and Last published enable you to publish one

version while already working on the next one. When the HP TRIM users

either finalize or publish a new version, it will automatically appear in your

list instead of the previous one.

Select each record property to appear from the list of properties in the Select

Properties list.


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Note

These properties only appear if your administrator has catered for them in the

site’s style sheets.

As part of a saved search

The page authoring template has to be set up by the administrator to include

the HP TRIM saved search tool.

Adding a list of records based on a saved search to your page

1 Select the HP TRIM database that contains the saved search that you

want to use

2 Select the saved search from the drop-down list

3 Preview the records that will appear - not necessary, but makes sure the

results are what you expected

4 Select the Select properties to determine which record metadata you

want in your list

5 Click Save & Close to save and add the selected records to the page

Saved searches

To access more saved searches in HP TRIM by using the WCM interface,

either create your own searches or speak with your HP TRIM administrator

about creating saved searches you can access.

Default metadata

If you do not select any items from the Select Properties list to determine

which record metadata fields you want in your list, then the following set are

available by default in your XML document.

recLongNumber

recNotes

recTitle

recIsElectronic

recExtension

recSuggestedFileName