AIS RedDot CMS Tips
by Web & Communication Services
November 2009
Working with Links, Part I
This month's tip is the first in a series intended to assist content providers in understanding how links to pages work within RedDot CMS. In this tip, we talk specifically about how actions for a link go through a "structural" workflow process rather than the normal workflow process that content changes go through.
The following actions for a link in RedDot follow a "structural" workflow process:
- Connect Existing Page
- Reference Page
- Reference Link
- Assign URL
- Edit Dynamic Link Order
- Edit Page Order
- Disconnect Following Page
- Remove Items from List
Structural Workflow Process--Structural Changes
Structural changes are most commonly found when working with page components, a page component created with the Links Area template, and news articles. They affect the way the site or page is structured and are, therefore, subject to the structural workflow process.
How Structural Workflow Works
When a content provider makes a structural change, such as creating a link in a Links Area to reference another RedDot page, the change will not go into the content provider's "drafts" but will be published to the live site during the next scheduled publication cycle. Be assured; however, that the Web team receives notification of structural changes and will work with the content provider if they are concerned about the change(s) made.
Normal Workflow Process--Content Changes
We're all familiar with the normal (content) workflow process, but we'll take this opportunity to review. A content provider opens an area to be edited, and after the changes have been saved, the page is automatically placed in his/her "drafts." The page remains in drafts, where no one else can make any changes to that page, until the content provider submits the page to workflow. Once submitted to workflow, the Writer/Editor then reviews the page and either approves or rejects the changes; if the changes are approved, those changes will then get published to the live site during the next scheduled publication cycle.
Summary
If you would like further clarification on this topic, please let us know.
We'll give additional tips on links, such as the difference between Connect Existing Page and Reference Page, in coming months.
October 2009
Naming Download Items
Content providers have included myriad downloadable files (media files) on our Web site over the years (including, but not limited to, Word files, PDF files, and Excel files) since media files are often easier for content providers to maintain and are a convenient format for our Web site visitors. Managing such a large number of files, however, can be a difficult task for the administrators of a Content Management System (CMS), such as RedDot. That's why we created Web standards related to media file names when we launched the redesigned Web site. Following the standards will make it much easier to manage the files on the site.
Naming Conventions:
- Media file names must start with the abbreviated service name followed by a short description of the file.
- If other media files have already been included in your section, use the previously determined abbreviated service name (such as easy for Easy Re-Engineering or paws for PAWS).
- If the abbreviated service name has not yet been created (or you can't find it), then ask us for the appropriate service name abbreviation for your section.
- No capital letters, spaces (use an underscore to separate words), or symbols can be used.
- File names should be as short as possible while still being descriptive enough to be understood.
- Do not use a numbering system in file names (U. Ed. #, dates, etc.) unless there are multiple versions of the same files (i.e., Features List 2, Features List 3) or the same file from different dates/years (i.e., Annual Reports).
Examples of Correct File Names:
- elion_faq.pdf
- easy_proj_status_aug_09.pdf
- paws_info.doc
Examples of Incorrect File Names:
- eLion_Frequently_Asked_Questions.pdf
- august09_proj_status_easy_reengineering.pdf
- PAWS general information.doc
Notes:
- The file must be named properly on the content provider's computer before uploading to the site; the file name cannot be changed once uploaded to RedDot.
- If named incorrectly, the file name will be re-named by the workflow editor or returned to the content provider to be re-named.
- The instructions are also included in the Media Files section of the Web Style Guide.
As always, let us know if you have any questions or comments.
September 2009
Assigning a File Name To a Page
Setting a file name on a page within RedDot CMS (Content Management System) is important because the file name of the published page will become part of the URL for that page. If a file name is not assigned by the content provider, then RedDot will automatically generate a file name that has no meaning, which will result in awkward, illogical Web addresses that will confuse our visitors.
To assign a file name to a page, perform the following steps:
- Open the page (either a page just created or an existing page that you want to edit) by clicking on the Open Page red dot.
- From the page menu at the top, click on Properties.
- Fill in the File Name field with the file name for the published page; the file name should not include capital letters, spaces (use an underscore instead), symbols, or an extension (.asp, .html, etc.). (For example, if the name of the page is RedDot CMS Tip of the Month, the file name should be something like reddot_tips. It's short, simple, and descriptive.)
- Click on the OK button to save your changes and return to the page.
Notes:
- The file name should be added only to the main page, not to any components. In other words, if you create a page with 10 components, there will only be one file name--on the page that houses the components. We sometimes call this the foundation page. Remember, the file name creates a Web address; you don't need a Web address for part of a page (a component), only the page itself.
- If you change the file name of a page with an existing file name, the change will not require the page to be submitted to workflow, and the page will not be listed in your drafts. The change will be published to the site during the next scheduled publication cycle.