Day: March 2, 2017

Reports

There are several reports available in the system. When you are looking at the reports you will only see data for sites to which you have access. All reports have the option to export to a CSV file. The Reports menu can be found in the Global Navigation bar.

reports-menu

Required Actions (Broken Pages)

This report will show you a listing of all broken pages to which you have access. This is to help solve the issue of broken links within the CMS due to deleted content.

report-required-actions

From this report you can:

  • View a list of all pages that have broken internal links.
  • Filter the results by name using the Filter tool.
  • Sort the results by column.
  • Click the hyperlinked page path to preview the pages.
  • View the status of the page (checked out, checked in, or locked to another user).
  • Hover over the edit menu found in the Options column to go to the editor for the page.

Once the page has been edited, saved, and published to fix the broken link, it is removed from this report.

Checked-Out Content

This report is another way to see what content is checked out to you in addition to the Gadgets Sidebar or Dashboard Gadgets. The benefit of this view is that it is displayed like the Pages List View and you can select multiple items to be checked in at once. Checked out content includes items that are checked out to you, such as pages, assets, or files.

report-checked-out

This report includes:

  • The number of items checked out.
  • The ability to filter results by the name of the file.
  • Sorting by file type, file path and asset name, status, checked out by, or checked out date.
  • Multi-selecting checkbox or individually selecting checkboxes to check-in en masse.
  • Clicking the status icon to check in content.

Pending Approvals

Most departments will not be using the workflow (submit for approval) and, therefor, this report will not be used.

Scheduled Actions

With this report provides you can review, update, or cancel scheduled actions for pages. This can include pages scheduled to be published, scheduled to expire, or that have a scheduled reminder for the content. You will only see scheduled actions that you have set yourself.

report-schedule-actions

From the Scheduled Actions list view, you can:

  • View the number of items with associated scheduled actions.
  • Filter results by File, From/Owner, or To/Target.
  • Sort results by any available column.
  • Click the file name to preview the content.

Once you have clicked on the file to preview the content, you can cancel the reminder, remove the scheduled publish, or remove/reschedule the expiration.

Recent Saves

This report displays a list of content that has been saved over the course of the last 90 days. It includes information about the type of save that was performed. You will see saves from all users, but only for the content you can access.

report-recent-saves

From this report you can:

  • View the number of recently saved items.
  • Filter results by File and Publish Type.
  • Sort results by any available column.
  • Preview the content by clicking the linked file name.
  • Browse paginated results through the pages navigation on the bottom of the list.

When filtering or sorting the list the functionality applies to the entire list regardless of the current number of rows that are show or what page is being viewed. For example, when viewing page 5 of the results and resorting by the Date column, the view is reset to page 1 and the list starts with the most or least recent date.

Recent Publishes

This report displays a list of content that has been published over the course of the last 90 days. You will see publishes from all users, but only for the content you have access to.

report-recent-publishes

From this report you can:

  • View the number of recently published items.
  • Filter results by File, User, Publish Type, and Target.
  • Sort results by all available columns.
  • Preview the page by clicking the file path/name.

Publish Type Reference Table

Publish Type Description
Content Deleted As in permanently, from the recycle bin.
Content Expiration Shown when a file has been expired with a replace or recycle.
Content Recycled Shown when a file is sent to the recycle bin as any products are removed from the production server or publish targets. Also shown if content is restored from the recycle bin and then that is “undone.”
Content Republished When an asset is published, subscribing pages are republished.
Content Reverted Shown when a file has been reverted on staging, but not yet published.
Directory Publish Shown when content is published with the publishing of a site.
File Publish Shown when content has been published to the production server or a publish target. This can include a page, file, or asset, and includes when one or more files are selected and published, but does not include a site or CMS-wide publish. If content is published as a result of being included as an unpublished dependency, it is also shown here.
Find and Replace Publish This indicates that a find and replace has been performed and the results were published.
Scheduled Publish Content was published as the result of a scheduled publish.
Site Publish Shown when an administrator has performed a site publish.

Versions

A unique version of a page is saved through the automatic version control system every time a page is published. A backup version of a page can also be created manually with the use of the Save Version button.

All versions of the page are kept in the system until the page is deleted. There is no limit to the number of versions that are stored in the system for an individual page or across all pages in the site. If a file is moved to the Recycle Bin and then restored, versions will still be preserved.

Versions can be accessed from the Pages List View by hovering over the row and selecting Versions from the Review menu. You can also access it from the Page Actions toolbar when you have a page open. Versions are only available if there is more than one version and you must have the item checked out.

versions

This screen:

  • Shows the number of versions for the page in parentheses.
  • Includes a filter field where you can filter the versions by version number or user.
  • Shows a sortable list of versions including the revision number for the page, the date it was saved, the page author, and the version description given with the version save or publish.
  • Indicates which version is currently live.
  • Allows for reverting to a previous version of the page.
  • Provides the ability to compare a version to the current live version.

Watch the OU Campus Tutorial Video


Unpublish and Restore

To remove content from a live site, pages and files must be moved to the Recycle Bin. Pages that are moved to the Recycle Bin can be restored, if necessary. When a page is recycled the published content is automatically removed. Once a page is deleted from the Recycle Bin or a folder is deleted, it can no longer be retrieved.

If you are removing an entire folder, you should first recycle all content items within the folder then delete the folder itself. If you delete the folder it will delete all items within it and that content will not be able to be restored. Before removing any page you should first check its dependencies.

Check Dependencies

Before recycling or deleting content, you should always check to see what other pages or files are linking to that content. You can do this with the Dependency Tag Info sidebar gadget.

  1. Go to your main folder.
  2. Open the sidebar gadgets using the plug icon in the upper right corner. gadgets-icon
  3. Open the Dependency Tag Info gadget.
  4. Type the path of your file, without the first site folder, in the search box. For example, if you wanted to check on https://www.mtu.edu/umc/services/digital/, from within the /umc folder you would enter /services/digital/index.pcf.
  5. Click the search icon.
  6. Information about the item will show up below the search box. For personnel items, be sure to click on the .html link to see the correct dependencies.

Subscribers are any other files in the CMS that are linking to the file you searched. Be sure to update those links or contact the other department to let them know the page is being removed.

Recycle

From the Pages List View, hover over the item, go to the File menu, and select Move to Recycle Bin. Alternatively, you can select multiple items using the checkboxes then select Move to Recycle Bin from the top menu.

Be sure to read the message that pops up as it will tell you any other items in the CMS that are linking to this item. Those pages should have their link updated. If that page is not one you have access to, you should notify that department.

Redirect

Once your page is recycled, people with the link bookmarked will get a 404 broken page error. Google will also still have the page indexed and it will show up in search results for up to a few weeks. To avoid this issue, you can request a redirect. When a redirect is in place, anyone going to the old, recycled URL will be automatically moved to a different, working URL. To have a redirect put in place, please email cmshelp@mtu.edu with the old URL that you have recycled and the new URL that it should be redirected to.

Restore

To restore items, the Recycle Bin can be found under Content in the Global Navigation Bar. Find the item(s) you want to restore from the list or by using the filter on the Name or Original Location. You can hover over a single item and select Restore or select multiple items using the checkboxes then select Restore from the top menu.


Expire

You can schedule a page to expire at a specific date and time. The available options depend on the file type and your access permissions. Expire options can be reached from the Pages List View by hovering over the item and selecting Expire under the Publish dropdown or from the dropdown arrow next to the green Publish button when you have the page open.

There are different options for expiring content, Replace or Recycle. For each option you have the ability to send a notification to yourself or a group of users. It will be sent with the CMS and you can select the Send Copy to Email checkbox to also send a notification to the user’s Michigan Tech email. You will select the To from the dropdown, enter a Subject, and enter a Message.

Before removing any page you should first check its dependencies.

Check Dependencies

Before recycling or deleting content, you should always check to see what other pages or files are linking to that content. You can do this with the Dependency Tag Info sidebar gadget.

  1. Go to your main folder.
  2. Open the sidebar gadgets using the plug icon in the upper right corner. gadgets-icon
  3. Open the Dependency Tag Info gadget.
  4. Type the path of your file, without the first site folder, in the search box. For example, if you wanted to check on https://www.mtu.edu/umc/services/digital/, you would enter /services/digital/index.pcf.
  5. Click the search icon.
  6. Information about the item will show up below the search box.

Subscribers are any other files in the CMS that are linking to the file you searched. Be sure to update those links or contact the other department to let them know the page is being removed

Replace

Selecting this option will schedule to replace the file with the contents of another.

replace

  • Date: The date you want the page to expire on. Click in the date field or on the calendar icon for a date picker or enter the date in the field manually.
  • Time: The time at which the expiration will take place. Click in the time field or on the clock icon for a time picker and click the arrows to set the hour, minute, and AM or PM or enter the time in the field manually.
  • Replace With: Click the page icon next to the field to select the replacement file in the CMS.
  • Notification: Information for the notification.
  • Click the blue Schedule button when you are done.

Recycle

Selecting this option will schedule the file to be removed from the site and put it in the Recycle Bin, which can be restored if needed.

recycle

  • Date: The date you want the page to expire on. Click in the date field or on the calendar icon for a date picker or enter the date in the field manually.
  • Time: The time at which the expiration will take place. Click in the time field or on the clock icon for a time picker and click the arrows to set the hour, minute, and AM or PM or enter the time in the field manually.
  • Notification: Information for the notification.
  • Click the blue Schedule button when you are done.

Schedule a Publish

You can publish content at a later date using the Scheduled Publish tool. A scheduled publish can only be canceled or modified by the user who set the schedule. Scheduled Publish can be reached from the Schedule Publish tab inside the Publish window, by selecting Schedule from the Publish menu in the Pages List View, or by selecting Schedule from the dropdown menu of the green Publish button in the Page Actions Toolbar.

publish-settings

  • Date: The date you want the page to publish on. Click in the date field or on the calendar icon for a date picker or enter the date in the field manually.
  • Time: The time at which the scheduled publish will take place. Click in the time field or on the clock icon for a time picker and click the arrows to set the hour, minute, and AM or PM or enter the time in the field manually.
  • Repeat Every: Allows you to repeat the publish by specific amounts of time using the text field and dropdown selector.
  • Subject: Enter the subject to appear in an optional email when the publish takes place.
  • Message: Enter the message to appear in an optional email when the publish takes place.
  • Send Copy to Email: If selected, you will receive an email to your Michigan Tech account using the set subject and message in addition to the internal OU Campus notification.
  • Click the blue Schedule button to set it.

Once a publish has been scheduled the status icon of the content will change in the Pages List View. A green calendar icon indicates that the page is check out to you because you have scheduled the publish. Other users’ scheduled publishes will appear as red calendar icons.

schedule-publish-icons

To remove a scheduled publish

  • Click the green calendar icon for that row in the Pages List View, then click the red Remove button.
  • Click the red Remove Scheduled Publish button from the Page Actions toolbar when you have the page open, then click the red Remove button.

The page will now be checked out to you and can be immediately published or checked in.


Navigation

Navigation on CMS websites is located at the top of every page as tabs with dropdown lists for subnavigation links and along the left side of the content area on pages other than the homepage or where the left navigation is manually turned off. The top and left navigation will always match.

Example webpage with top and left navigation circled.

Navigation is controlled through the _nav.shtml files automatically created with a new section or additional _nav.shtml files that are created manually. New pages are automatically added to the correct navigation files depending on your choice for “Add Navigation Item” when creating them. These files must be published in order for changes to appear on the live site.

Each nav file controls the navigation for the section below it. If you are in the main root folder for a site, the _nav.shtml file will include the tab navigation links only. If you are in the first folder beneath the root folder the _nav.shtml file will have the subnavigation for the tab represented by that folder. Navigation on the live site can include one additional level beneath this subnavigation, however these links will not appear until the user goes to the parent subnavigation page. Any nav files below that level would not be used on the site. If you are in the most interior page’s folder the _nav.shtml file will only contain the page you are on.

Editing Navigation

A nav file is made up of a bulleted list of links. On the code side, it is just the <li> items without the <ul> tag.

Rearranging the Order

  1. Select the text for the link you want to move.
  2. Cut the content using Ctrl/command + x.
  3. Delete the stray bullet that is left behind.
  4. Put your cursor at the end of the text above or at the beginning of the text below where you want the cut link to be moved to.
  5. Press Enter/return.
  6. Next to the new bullet that you created, paste the cut linked text using Ctrl/command + v.
  7. Save and publish.

Add a Link Manually

A link can be a copied and pasted or an internal link an index.pcf page within your CMS site to go to that page. Within the root nav file a link can be to a _nav.shtml file within your CMS site to include that dropdown navigation without linking to a page.

  1. Put your cursor at the end of the text above or at the beginning of the text below where you want the new link to be.
  2. Press Enter/return.
  3. Next to the new bullet that you created, type the text that you want to appear.
  4. Select the text.
  5. Click the Insert/Edit Link icon in the toolbar.
  6. Use the file chooser to select the page form your website that you want to link to or paste the URL of a page outside your website.
  7. Click the OK button.
  8. Save and publish.

Remove Existing

When a live webpage that was linked in the navigation is recycled, that link is not automatically removed. It would become a broken link on the website.

  1. Select the text of the link to the page that has been recycled.
  2. Delete the content and bullet.
  3. Save and publish.

Classes

There are a few options available in the Class dropdown of the Insert/Edit Link window.

Screen shot of the insert link window showing the class dropdown.

Yellow Nav Item

This option only applies to the tab level navigation that is on the far right (the last bullet in the root nav file). Selecting this class will add a yellow  box around the tab to highlight it.

Screen shot of navigation that includes a yellow navigation menu on the right.

Exclude Dropdown

This option applies to any nav file. Selecting this class will remove any subnavigation below that link.

  • This can be used to fix a duplicated navigation item.
  • It can also be used if when linking to another section and that section’s subnavigation should not be displayed.

Yellow Nav but Exclude Dropdown

This option combines the previous two. Using it on the last bullet in the root nav file will make that tab yellow and not display any navigation below it. Using it in any other nav file would only remove subnavigation, it would not affect the color.

Watch this video to learn about basic, manual navigation edits.

Advanced Functionality

Subnav From a Different File

The scenario is that the tab links to a certain page, but the subnavigation is not from that page. For example, on the Pavlis Honors College site there is the Enterprise Program tab that links to mtu.edu/enterprise. The dropdown below that tab is not the main navigation from the Enterprise site. It is a set of links that go to various other pages on and off the Pavlis Honors College site.

When a navigation link is set up in the nav file it can have two links on different text in one bullet. The first link will determine the text that is displayed and where that text links and the second link determines the subnavigation. Here are the steps:

  1. Insert the regular link as desired if it is not already there.
  2. Insert a space after the linked text.
  3. Select that space and unlink it.
  4. Type in any text, “subnav” is a great option.
  5. Link that second text to the navigation file that you want to use for the subnavigation.
  6. Save and Publish.

Creating the Nav File

The navigation file that is used in the previous process is most likely a custom set of links that isn’t used elsewhere. This is how to create that nav file.

  1. From the Pages List View, navigate to the folder that holds the nav file that will have the alternate subnav.
  2. Hover over the existing _nav.shtml file, hover over File, and select Copy.
  3. Click the blue Copy button.
  4. Look for the new nav file, probably named _nav-1.shtml, hover over it, hover over File, and select Rename.
  5. Change the “1” in the filename to something more descriptive and press Enter/return. In the Pavlis Honors College example we could use “enterprise” so our final filename would be _nav-enterprise.shtml.
  6. Edit the nav file and manually create your navigation.
  7. Save and Publish.

Troubleshooting

Duplicated Left Nav Item

The system evaluates the navigation link of the first page compared to the link for the navigation below it. If those links are identical, it will not display the subnav. Keep in mind the link “/ou-training/navigation/troubleshooting/” is not the same as “/ou-training/navigation/troubleshooting/index.pcf”, even though the page that is displayed on the live site is the same!

  • In the parent nav file select the Exclude Dropdown class.
  • In the page’s nav file delete the item for itself.

Duplicated Top Nav Item

The top navigation works a little differently. There are times when we have a tab that is linked and that same page is also linked in the navigation below it. Check out the Chemistry website and look at the Undergraduate tab compared to the Program Information navigation below it. If the system ignored identical links at this level, that setup would not be possible.

  • In the root nav file select the Exclude Dropdown class. This would remove ALL subnavgation!
  • In the page’s nav file delete the link for itself.

Section’s Extra Left Sidebar Content

Content can be added below the left sidebar in several ways. If you only want it to be visible on a single page, use the Left Sidebar Content Editable Region on that page. To display content on multiple pages, the content will be added to a _props.pcf file. Remember, any settings made in a _props.pcf file will carry through to all files and folders within that folder. Add it to the file in the root folder to carry through to the whole site. This field is available on all _props.pcf files.

sidebar-content-props

  1. Open the desired _props.pcf file.
  2. Look for the Section’s Extra Left Sidebar Editable Region and click the green button to enable editing.
  3. Enter the content you want to appear.
  4. Save your changes.
  5. Publish.

Additional Breadcrumbs

Additional breadcrumbs can be added preceding those for your site. This is commonly used on some general webpages, like the Faculty/Staff page including a breadcrumb to the Michigan Tech homepage or one of the CSA or COE departments including a breadcrumb back to the college homepage. This is only available in the _props.pcf file within the root folder for your site or the folder where navigation is restarted.

breadcrumbs-coe breadcrumbs-csa breadcrumbs-homepage

  1. Open the _props.pcf file in the root folder for your site.
  2. Look for the Section’s Breadcrumbs Editable Region and click the green button to enable editing.
  3. Enter the text you want to appear and link it to the appropriate page. If you need to add more than one, put “ > “ (space>space) between the links.
  4. Save your changes.
  5. All pages in the site will need to be published.

Log

The Properties button in the Page Actions Toolbar near the top of the page contains information about the page. You must have the page checked out to you to see all the options.

Whenever a page is saved or published, OU Campus keeps a record of the action. The page log feature displays all the saves and publishes, whether manual, scheduled, or part of a directory or site publish, that have occurred for a specific page.

You can access the log from the left menu of the Properties screen or in the Pages list view by hovering over the page’s row and selecting Log from the Review menu. The log includes:

  • Number of items in the log in parentheses at the top.
  • The ability to filter the log by action name or user using the filter field.
  • Action: The action performed.
  • User: The name of the user who performed the action.
  • Date: The date and time when the action was performed.