Cascade Content Management System

For Contributors and Publishers

Getting Help

Rather than using the Help button, a direct way to user information is through the links below.

Alphabetical listing of subjects - http://lite.hannonhill.com/kb/site-index.html

Online training videos –

Complete video listing: http://lite.hannonhill.com/kb/videos/index.html Cascade End User Walkthrough: http://www.hannonhill.com/files/flash/cascade/enduserwalkthrough_final.html

Product Demo: http://www.hannonhill.com/files/videos/product_demo.swf

Business User Demo: http://www.hannonhill.com/files/videos/business_intro_new_sm.swf

Inline Spell Checker: http://www.hannonhill.com/files/videos/inline_spell_checker.swf

Assets: http://www.hannonhill.com/files/flash/cascade/assets_final.swf

Asset Factory: http://www.hannonhill.com/files/flash/cascade/assetfactory.swf

Personalized Help

Contributors and Publishers:

Email ETS-L@clemson.edu

All Cascade Users:

Email cascade@clemson.edu Phone: 656-2467

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Table of Contents

Getting Help................................................................................................................................................................................................ 1Definitions.................................................................................................................................................................................................... 3

Users................................................................................................................................................................................................ 3Groups.............................................................................................................................................................................................. 4Roles................................................................................................................................................................................................ 4Assets............................................................................................................................................................................................... 3Workflows......................................................................................................................................................................................... 3Versions............................................................................................................................................................................................ 3Publishing......................................................................................................................................................................................... 3

Cascade End User Walkthrough................................................................................................................................................................. 7Login............................................................................................................................................................................................................ 7The Dashboard............................................................................................................................................................................................ 8Creating a Page.......................................................................................................................................................................................... 9Editing a Page............................................................................................................................................................................................. 0Tabs............................................................................................................................................................................................................ 1

Edit or Create Tab - Content button..................................................................................................................................................1Buttons in the text editor and their function............................................................................................................................2Inserting an Image................................................................................................................................................................. 3Inserting a Hyperlink.............................................................................................................................................................. 5Metadata Button.....................................................................................................................................................................6System Button....................................................................................................................................................................... 7Configurations Button............................................................................................................................................................ 8

Copy Tab.......................................................................................................................................................................................... 9View Tab......................................................................................................................................................................................... 10Versions Tab.................................................................................................................................................................................. 11Delete Tab...................................................................................................................................................................................... 11

Saving Your Page..................................................................................................................................................................................... 12Spell Check............................................................................................................................................................................................... 12Workflows.................................................................................................................................................................................................. 13Messages.................................................................................................................................................................................................. 16Section 508:.................................................................................................................................................Error! Bookmark not defined.

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Cascade is a web based content management system for web sites. Using Cascade gives the users the ability to create and edit web content from anywhere they can access the internet.

Cascade has also been set up to advocate Section 508 compliance. At times you will be entering information to your web components that assures compliance, such as ‘ALT’ tag descriptions when an image is added to a web page. See the information “Section 508 for the Web” at the end of this tutorial for a fuller understanding of how to apply Section 508 standards.

Definitions

AssetsAn asset can be a design unit of a web page, such as a menu or masthead, or an entire web page. Assets are created with Asset factories can be accessed by Administrators and Managers consisting of Full Page, Full Page workflow, 2-column left, 2-column right, 3-column (based on the 4 templates available in Cascade), File or Image and Folder.

WorkflowsWorkflows can be created by the Administrator or Manager to control the creation of content and ensure that content goes through the appropriate approvals before being published to the web server. Workflows progress from one person or group to the next in an organized, predefined manner. Once a workflow has been initiated, only an administrator can edit or cancel the process.

VersionsAny time a change is made to an asset, Cascade Server automatically saves a version of that asset so it is not permanently lost. It remains in the Cascade server database.

PublishingAssembled content is transformed into native XML files, standard HTML, and/or .NET files (.aspx). The publishing process operates via manual user action, on a timed schedule, or via a workflow trigger. To manually publish the content, the user can click the publish button for the appropriate asset or group of assets (publish set). Changes can be published to the site immediately, and a full rebuild of the site is not required. Content can be published on demand and/or scheduled in a daily or hourly fashion which is determined by the administrator. Internal folders should never be published, nor should the assets in the internal folders.

UsersEach user has a user account with a User ID (username), password, full name, and email as well as group and role membership. The group and role membership help to determine the privileges a user has in the system and help to establish his or her access to various system resources.

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GroupsA Group is made up of one or more users with common role permissions. Groups are created and populated by Administrators. Each user in the system must be given membership in at least one Group and can be given membership to multiple Groups.

RolesRoles outline the access rights for individual user and determine the order in which the workflow process proceeds. The default roles include Contributor, Approver, Publisher, Manager, and Administrator. A user must be given specific roles to contribute to the workflow process (i.e. if an Approver needs the ability to edit content then he must be given a Contributor role in addition to the Approver role). Users will always have the same level of access as their highest role permits, regardless of the level of access granted to individual groups to which they belong.

Contributors

Contributor is a role in the system and can be assigned to a User or a Group. The Contributor role is the most basic role and allows only the simplest actions within the CMS. Contributors may be given read or write access to areas in the system. These access permissions are set by an Administrator at the folder level and are set for an individual User, Group or for All Users.

A Contributor may: * View content (read or write access) * Edit content (write access only) * Create new content using determined by the listing under the ‘New’ menu (write access only). * Copy items (write access only) * Delete items (write access only)

All of the actions listed may be controlled by a workflow process for the Contributor role, meaning that any action taken by a Contributor-level user within the system will go through a pre-determined approval process in order for the action to be completed. While a workflow is not required, a workflow ensures that content entered into the system is quality checked by going through a series of approval steps.

A Group can also be assigned a Contributor level role with Cascade Serve and users within that group will have Contributor level rights.

Contributors do not see an Administration tab

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Approver Role

Approver is a role in the system and can be assigned to a User or a Group. The Approver role allows the same actions as the Contributor, as well as allows the user to take part in the workflow process and review and approve (or reject) content that belongs to an active workflow.

An Approver level user may:

* Navigate through the site structure (read or write access). * View content (read or write access). * Edit content (write access only) * Create new content using Asset Factories (determined by the listing under the New menu)(write access only). * Copy items (write access only). * Delete items (write access only). * Approve or reject content in a workflow he/she is assigned to.

Actions taken by an Approver-level user within Cascade Server will go through a pre-determined workflow process similar to that of a Contributor-level user in order for the action to be completed.

A Group can also be assigned an Approver-level role with Cascade Server. When a Group has an Approver role assigned to it, any Users within that Group may approve or reject items submitted to the workflow that is assigned to the Group.

PublishersThe Publisher role allows the same actions as the Contributor and Approver, as well as allows the user to publish content to a live site, either by completing a workflow that contains a publish trigger upon completion or by selecting assets he/she has access to and selecting to publish them manually via the Publish tab.

Publishers may be given read or write access to areas in the system. These access permissions are set by an Administrator at the folder level and are set for an individual User, Group or for All Users.

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A Publisher level user may:

* View content * Edit content * Create new content using Asset Factories (determined by the listing under the New menu) * Copy items (write access only). * Delete items (write access only). * Approve, Publish, or reject content in a workflow he/she is assigned to. * Bypass workflows to publish content directly upon editing. * Cancel publishing jobs he/she has initiated (4.0 and higher).

* Publishers can manually publish any asset

A Group can also be assigned a Publisher-level role with Cascade Server. When a Group has a Publisher role assigned to it, any Users within that Group may publish content submitted through the workflow assigned to the Group.

ManagersThe Manager role is equivalent to the system administrator, but is more limited in scope and is used to assign privileges to a site or sub-site. Managers have all of the powers of the roles beneath them (publisher, approver, and contributor) as well as the power to bypass workflow.

Managers have access to the Administration area to control items like configuration sets, metadata sets, publish sets, data definitions, and workflow definitions. Managers may assign access rights within their own area.

A Manager level user may:* Access the Administration area (Limited by system access rights)* Bypass all workflows and can take control of assets in their area* Manage users within their own site* Control users within their own group and create new groups* Assign rights to users in their own groups* Cancel publish jobs to which they have read access* Create, copy, and edit existing site-wide asset factories* Build new assets based on existing asset factories

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Cascade End User Walkthrough

Visit this link http://www.hannonhill.com/files/flash/cascade/enduserwalkthrough_final.html to see a short overview video of the Cascade user interface.

LoginLogin to the cascade server from http://cascade.clemson.edu/cms/login.act Username and passwords are case sensitive. Note: Cascade does not work with Safari browsers.

User Preferences

The user preferences setting allows you to configure your personal preferences.

Language - This allows users to select their default language.  If none is selected, the global preference, English, will be used. Item List Size - Limits the number of items that appear under history, folder contents, audit trails, and administration containers. After Publishing Assets - This determines whether the system will automatically forward the user's screen to the publish status. Default Chooser Width - Enter the width in pixels that you would like to set for all chooser windows.  Changing these values will

override the global preference. Default Chooser Height - Enter the height in pixels that you would like to set for all chooser windows. Changing these values

will override the global preference.

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The Dashboard

Upon logging in, every user is greeted with a personalized Dashboard showing any messages, current workflows, or assets checked out. Return to this area any time by clicking the Home button on the Cascade toolbar.

The Starting Page and any Content Wizards are created for you by your manager or administrator.

For complete detailed instructions, see http://lite.hannonhill.com/kb/current/users-guide/managing-content/index.html

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The right pane displays your Dashboard – a quick way to get to the pages and functions to which you have access. The access to your dashboard items are given you by your administrator.

My Starting Page: A main asset that is available for you to editMy New Content Wizards: Up to 6 Pages and other assets that you can create from scratch. The entire list can also be reached by clicking the New button on the toolbar.My Workflow: The area where the approval process for your content is managed before publishing.My Messages: An email system from within Cascade that allows you to send messages to Cascade users or groups and receive messages from the system.My Locks: Assets that are locked because they are in editing or approval mode.

In the left pane is the asset folder tree where all assets which you have permission to view can be accessed. (If you do not see it, click on the small arrow on in the middle left of the window to open it).

Clicking on a folder will open it, revealing the assets (pages, templates, etc.) or subfolders inside and will open it in the main viewing area as well. You cannot move folders unless you have permission to do so.

If the asset is a page, then you can navigate to other pages by clicking the various links on that page just as you would on a live site.

Creating a Folder

A folder within Cascade is a way to group related assets.

1. On the top navigation menu, select New -> Clemson -> Folder. Note: when you create folders within your own site, you will see the names of the folders to which you have access in the left pane folder tree.

2. On the System pane: System Name - Select a name for the

folder; if it is a folder to be published, no spaces are allowed.

Parent Folder - By default, the new folder will be placed into the current folder. This can be overridden by browsing for a new parent folder by selecting the folder icon.

3. Publish - This determines whether the folder will be published.

4. Indexing - This determines whether the folder will be indexed for dynamic navigation on a Left Nav web page. This is how your left-navigation is automatically built.

5. On the Metadata pane, input the desired metadata values.

6. Click Submit to save your new folder. It will appear in the left pane in the folder tree.

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Viewing a Folder

Clicking on a system folder will reveal its contents both in the left asset tree and in the main view.

The Contents pane is the default view of the folder. Here you can sort by Name, Folder Order, Last Modified Date, and Last Modified User. You can also rearrange the order of assets within the folder on this screen using the Actions up and down arrows.

If there are images in the folder, clicking the Gallery pane will show thumbnails for each image. If there are no images in the folder, the system will simply display the message "There are no images in this folder."

Like other assets, the Properties pane will display further information relevant to the folder, including Metadata (System, User, and Custom) and Access Rights.

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Creating a Page

The easiest way to create a new page in Cascade Server is by using the Asset Factory set up by your Administrator. Assets factories will be available through the Dashboard and ‘New’ button on the toolbar.

1. Select New Clemson from the top navigational menu. 2. Select the type of page you wish to create. These options will be different depending on the needs of each website and user access.

Clemson University page options, based on our templates, include Left Nav, Left Nav Departmental, Left Nav Program, Full Page, Right Column, Three Column, Three Column Departmental, and Three Column Program. A new page will open that will allow you to enter your content via the WYSIWYG editor and add any Metadata Values as desired.

Left navigation is automatically built from folders and pages that are designated as Indexed. The navigation scheme is as follows:

Left Nav and Three Column - the left navigation displays folders at the highest level and files in the same folder as your saved page.Left Nav Departmental and Three Column Departmental – The left navigation displays folders from the Departmental and Program levels as well as pages in the same folder as your saved page.Left Nav Program and Three Column Program- The left navigation displays folders from the Program level as well as pages in the same folder as your saved page.

3. The Advanced Options window may be hidden – to unhide it, choose the Advanced Options link in the new page window.4. Follow the directions on the next few pages to edit your new or existing page.5. When you have finished adding your content, including your Metadata, click Submit at the bottom of the page. This will trigger the

Spell Check, Link Check, and Accessibility Check if they are turned on. It will also trigger the appropriate workflow process for your page if one is attached to that asset or prompt you to select one if there are options.

Editing a New or Existing Page

Editing a page in the CMS is very similar to editing a Microsoft Word® document on your hard drive. Contributors cannot edit an existing page unless it is part of an editing workflow or there is not workflow attached to the document.

If not already open, locate the page in the asset tree and clicking on the page you would like to edit.

Once the page has loaded, click on the Edit tab. If this is a new page, you will see the Create tab instead. From here you are able to edit all the content of the designated region. Follow the directions on the next few pages to edit your new or existing page.

Make your changes to the document just as you would use a standard word processor such as MS Word.

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TabsEdit or Create Tab - Content button

Edit or Create Tab - Content Button

Title: Insert the browser window title here. This is also the Headline of your page.

WYSIWYG text editor. Type your text content here.

You can do basic text editing, add images, tables, horizontal lines, hyperlinks, and bookmarks to your text.

You can also paste text from a MS Word document, but may lose your bookmarks, some of your formatting and any graphics in the document.

The Styles list allows you to format content as to position on a page. The Paragraph list lets you format text as different sizes of headers (Header 2 selected here). Font styles are inherited from the CSS associated with the template you are using so are not

selected here.

Check: Some of these options will be checked for you by the creator of the template (if so, they are grayed out), but you may choose to check Spelling if you wish.

Spelling can be checked by the contributor to run spellcheck on their assets prior to submission. There is also a spellcheck button on the WYSIWYG toolbar that will toggle on or off the default spellcheck that will underline in red any words that are possibly misspelled.

Version Comments do not show up on the web page but are seen by anyone in the approval workflow.

Display Name: Insert Breadcrumb link name here. Displays on a web page like:Home/Resources/Breadcrumb

Author: This will usually be the department name which overlays the purple header bar.

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Buttons in the text editor and their function

First row

Special Characters Subscript Superscript Bold

Italic Underline Strikethrough Left Align

Center Right Justify Justified

Second Row

Cut Copy Paste Find /Replace

Spell check Bulleted List

Numbered List Outdent

Indent Undo Redo Hyperlink

Break Hyperlink Anchor PictureClean up messy code

Help HTML View Graphic Bar

Remove Formatting

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Insert Table Table Gridlines

Inserting an Image

1. Place your mouse cursor in the area desired for the image and click on the insert image icon on the toolbar.

2. The insert image window offers two tabs – one for internal images and one for external, such as on your computer. We are going to insert an image that is already in the system, so we’ll stay on the default Internal tab.

3. Next to Image, you will see two icons – a red cancel/delete icon, and an image icon. Click on the image icon to open a new window that will allow you to select an image to insert.

4. In the new image chooser window select the folder in the left pane which contains your image. Thumbnails of the available images in the folder will be displayed. Click on file name of the image you want to insert. Click the Confirm button to insert the image in the text editor. 4

 

5. The image path will appear in the insert image window. In the Alternate Text field, type in a short description of the image, such as “Tiger Logo”.

6. Alignment: Click the drop down list to designate where on the page you want the image to appear.

7. Width/Height: If you want different dimensions than the actual image possesses, enter the display dimensions here.

8. Border Width: Enter the number of pixels you would like if you want an image border.

9. Vertical Spacing/Horizontal Spacing: Enter the number of pixels you would like for any blank space around the image.

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10. Click the Insert button to add your image to the text editor. You can edit your image’s size from within the text editor.

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Inserting a Hyperlink

Hyperlink styles are managed by the Clemson style sheet classes. For now the hyperlink styles cannot be changed

1. Highlight words you wish to turn into a hyperlink

2. Click the insert hyperlink icon on the toolbar.

3. Next to Link, you will see two icons – a red cancel/delete icon, and a page icon. Click on the page icon to open a new window that will allow you to select a page to link to.

4. A window opens to browse for your file or page. Select your page and click Confirm to close the window.

5. Target: If you want to open a new window when the link is clicked, choose New window from the drop down list.

6. Title: Give your link a short descriptive title.

7. Class: Select a style from the drop down list for your link if you want something other than the default text style.

8. Click the Insert button to insert your hyperlink in the text editor.

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Metadata Tab

Metadata is information, usually a list of keywords that define your web page and are not visible on the page. They are used by some search engines to find your page. None of the input displays on the web page

Summary - The synopsis of the asset. Teaser - A short enticing phrase about

the page Keywords - Words or phrases about the

page, separated by commas Description - The description of the

page. Author - The person or organization

responsible for the page Review Date - The date and time for the

content to be reviewed with a respective workflow.

Start Date - The date and time the content should be made public. (Publishing Date)

End Date - The date and time the content should be removed from the web. Leave blank for continuous viewing.

Expiration Folder - The folder that the content should be moved to upon reaching the expiration date.

Metadata set -A default metadata set is defined by your department for your web site that appears with all pages from your site.

Version comments- Information viewed by anyone in the approval workflow. 8

System Tab

System name: Type in a name for your new page by clicking on the System button and typing in the desired name. This system name is included in the full url for the web page so should be one word, lowercase.

Parent folder: The folder in which the page will resides. New pages will be saved in the Parent Folder by default. You may choose to save your file in a different folder by clicking the Parent Folder icon and browsing to the folder you want.Configuration set: You may or may not have a Configuration Set link. If so, it represents the set of assets such as headers and footers available to your page. These are created by the manager or administrator and can be viewed on the Configurations tab.

Data definition: Set up by manager or administrator, it is reusable content for the site. Data definition pages in the CMS can include the content of one or more other pages in the system via this link.

Index: Check this if you would like the page name to show up in the left navigation of your web page.

Version comments: Information viewed by anyone in the approval workflow (in Advanced options)

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Configurations TabConfigurations In general, you will not be changing the configurations of your page depending on your user role.

The html view shows which (if any) items of the configuration set have been attached to your page. The template name appears if one is being used.

A Style sheet that determines fonts, colors, etc., may be selected from the ones available in your folders by clicking the gray “gear” icon and browsing for the file.

With proper access you may choose the No Block and/or No Style sheet options on the right to turn off the configurations for the individual blocks of the configuration set. If chosen, they will remove the page’s design.

No Block means to not include that configuration item (such as footer). No Style sheet retains the block but removes any styles, such as the CSS font, from the block.

The xml view shows only the xml configuration blocks.

Be sure Spelling is checked to do a spellcheck.

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Copy TabUse the Copy tab to copy an existing page. Contributors cannot copy an asset unless it is part of a workflow that allows copying or there is no workflow attached to the document.

Create similar pages by copying an existing page (you will need the proper permissions set up by your manager in order to copy).Click on the page and select the Copy tab. Enter the new page System name and click Submit.

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View Tab

The View tab allows you to view your web page as it would appear on the web. Choose the Preview tab to view your web page as it will be displayed in a web browser.

In View mode, each page region that can be edited will show a small green page icon that, when clicked, will open the region for editing with the text editor without going to the Edit tab.

If it is the default region, a page icon will appear; and if it is a block that has been plugged into a specific region, a block icon will appear. Editing privileges to different assets (pages, blocks such as navigation menus) are determined by your manager.

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Versions Tab

By clicking the Versions tab, you can see a list of the different versions you have submitted to the system and the date they were submitted. You may view the previous version by clicking on its name. The page will open in the View/Layout window. Contributors can delete versions of assets they created – if they delete the version they need to keep, they cannot restore it.

Delete Tab

Click the Submit button to delete the most recent version (current version) of the selected page if you have the authorization to do so.

Delete previous versions by checking the box next to the page name and selecting the Delete option from the drop down list.

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Saving Your Page

Click the Submit button to save your changes.

Spell Check

After submitting your page, if you selected the Spelling check box while creating your page (at the bottom of the Configurations window), the Spell check window will appear if there are any suspicious words that may need to be revised when you try to submit your page to the Cascade server. You can choose to accept a spelling suggestion, add the word to the dictionary, or ignore the spell check for each word in question.

Click the Submit button when finished to continue submitting your page.

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Workflows

When you submit a page or other asset for publishing, a Workflow window may appear, indicating that an approval process is assigned to that asset.

A workflow is a series of approvals that may be needed before a page is published. Your Cascade manager or administrator determines the approvals needed or whether you have the option to bypass a workflow and publish directly to the web site. A workflow may be assigned to each new asset you create and different workflows may be assigned to different content blocks (regions) of the page.

Click the Submit button when finished adding any Comments or Due Date.

Steps in the approval process are listed in chronological order. The Ordered Step Name is the name of the approval step, designated by the manager; Assignment shows who is responsible for that step of the approval process. An email is typically automatically sent to the next approver in the workflow when a step in the approval process is submitted.

If you have the option of choosing the workflow for your asset, it will appear ahead of this screen. See http://lite.hannonhill.com/kb/current/users-guide/using-workflows/contributor/intitiating-a-workflow.html for a detailed description.

Workflow Name: The name of the workflow attached to your page.

Comments: you may enter comments here about your page and where an approver may add their own comments.

Due Date: When the approval process must be finished. You may change this date as needed.

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Click the name of the workflow, here ‘Contributor Workflow’, to open up the workflow pane.

When a page has been submitted for approval, if you are in the approval/publishing process, a workflow will appear on your dashboard and on the Workflow tab.

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If you have a pending workflow and the workflow is not already assigned to you, but to your group, you may accept ownership of the approval assignment by clicking “Assign to Me”.

Click on the page link next to Review Content to view the page.

If it is satisfactory, close the window and click “Transition to next step” and add any comments. Click the Submit button.

If you have the proper permissions, you may delete the page, publish the page, or, if it needs editing, you may click the name of the page and edit it.

Click the word ‘Edit’ under ‘Actions’ to add comments about any editing you have done.

When all your workflows have been submitted, the workflow count on your Dashboard will return to zero.

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Messages

Messages are sent to users by other users as well as the CMS for a variety of reasons and take a number of forms, including informative reports and requests that the user perform a specific task. They are viewable from the "Messages" tab on the dashboard. Some of the most common messages are:

Workflow Notifications – Notification sent by the Cascade server when a workflow enters a specific stage or is completed. Lock Notification - Sent by the Cascade server on behalf of a user who requests that another user relinquish a lock on an

asset. In other words, a request that a user check an asset back in so that another person may edit it.

Publish Reports - Sent following a publish job, these reports detail the successful and un-successful components of a publish, summarizing jobs that succeeded, failed or were skipped and reporting broken links.

User Created Messages - Users also have the option of creating a message via the 'New' menu, which they may send to any user or group within the CMS.

Click the individual person icon to send to one user. Choose the person from the list of users.

To create a new message:Click New, Message

Click the two person icon to send to a group. Choose the group from the list of available groups.

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