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CMS 3.2.4 User Manual

1. 50 51 52 53 CREATING AU SER 53 EDITING 7 LOCKING AU SER ACCOUNT sr EDER ERE BREDE 54 BDELETING AU ERA CEO ONE SEE E 54
2. 44 DELETING NAG is 44 CALENDAR 45 ey 45 ADVANCED 46 4 WHATLATODCAS ater aren eer tet eee 4 STAGE 4 STAGE 2 LOCATION OF PODCAST PA incense eee 45 STAGE 48 STAGE 4 SUMMARY STAGE oa Er EEEO NENA EEEREN EAE EN EEAS 48 SECURE GROUP SEE 49 E4education CMS user guide 3 2 4 Page 5 E4education CMS user guide 3 2 4 EREATIN GA USER ER UP aes FEE EO Er E rr 49 EDIT DELETING AN EXISTING SECURE GROUP cccscssccccecessssensececessssseseceesesessssessececessuseeseceneeessusenseeeueeesscesseeeseesssssenseeenees 49 COPY USERS FROM ONE SECURE GROUP TO ANOTHER vrccsanceavaecncutanecastanenoucceandeacdonecesso E 50
3. 20 WINKS TO IR 21 PILE TYPES THAT CAN BE UPLOADE D 21 22 MOBLE 22 PLASA ELE MENTS 23 VIDE 23 24 E4education CMS user guide 3 2 4 Page 3 E4education CMS user guide 3 2 4 PDD TIN GARI ATTAC Er E i 24 PAGES 25 VV HEE INS 26 26 STAGE 2 PR EN NS 2 STAGES CHOOSING THE LOCATION OF TE PAGE a EEEE 2 AGE A E TAE REME
4. 38 CREATING A PROTO ALBUM re ER 39 STAGE 1 ADD ALBUM TITLE DESCRIPTION amp CHOOSE 5 39 STAGE Z GIVE THE IMAGES 8 5 5 40 STAGE S PRE VIE WN A CEU oe EE E 40 STAGE ZOO E TRE REN cree acc pace 40 STAGE 5 ALBUM SUMMARY amp SEND FOR REVIEW 40 EDITING 41 ADDING ADDITIONAL PHOTOS TO 41 STAGE 1 SELECT ALBUM TOADD PHOTOS TO 5s gapercesnesn
5. 55 E4education CMS user guide 3 2 4 Page 6 E4education CMS user guide 3 2 4 WEBSITE OVERVIEW LOGGING INTO THE CMS In order to gain access to the CMS Content Management System you will need a Username and Password In order to login you will need to add Admin to the end of your schools domain name e g http www admin You will then be taken to the login screen asking for your username and password see below Username Welcome to the control panel Please enter your username and Password password ta administer this website Click here if you ve forgotten your Submit Reset Password FIGURE 1 THE CMS LOGIN PAGE Once you have entered your username and password click on the Submit button to log in and go to the Control Panel home page If the username or password entered is incorrect then you won t be logged in and you will have to check your login details and try again FORGOTTEN YOUR PASSWORD If you do forget your password at any point you can click on the link on the left hand side of the login box To receive your password you will need to enter your username into the text box provided and click on the Submit button see below Username Please enter your username to reset your password Anew password will ted d iled to th il e created and emailed to the emai Submit address listed for your account FIGURE 2 RETRIEVING YOUR FORGOTTEN P
6. 28 STAGE 5 PAGE SUMMARY SEND FOR IRE AA 29 EDITING op a 30 DELETING A PAG Eare 31 NEWS STORIES SS ninas na E EET EEE EEE A EE A A EET ES EEN 32 CREATE EDIT DELETE NEWS CATEGORIES ssssssseessssssesresssssesrersressseereseresosorresssssorresssesseereeesassseoresessseereeesesssorrerssessseeresesse 32 TA NEW NEWS CPE GG Bee sess te sci repre EEN AAEE E 32 ADD DELETE NEWS MENU LINK S oma EDER O TE EAA EEE EENT RAA ES 32 EDITING NEWS CATEGORY TITLES 33 VIAKING A NEWS CATEGORY SECURE scscecsscancastacntocntascesestyseauseorecatavatadndaanenonsisuneadananstasvdnceeaamuanguavanissennnstaeeiacatapaosneni 33 CRESTIN C FE Ss ag sete vad tone 33 34 STAGE 2 PREVIEWING THE NEWS STORY ida tciedausoracaeod say costes reen 35 STAGES CMOOSING THE NEWS CATEGORY 35 STAGE FROSSET HE REN ENN ER ER 35 STAGE 5 NEWS STORY SUMMARY amp SEND FOR REVIE
7. Below is a summary of the information you have submitted If you are happy with the information then please click Send for Review Page Name Science Will be located within Curriculum Comments Allowed No On Website From Immediately after approval On Website Until It s manually removed and reviewed by e4e demo account 4dministrator Office Website Administrator 0845 257 0224 Send for Review Back FIGURE 37 SUMMARY OF INFORMATION RELATING TO THE CREATED PAGE Once you are happy with the information you can now click Send For Review The page will now be sent to the reviewer for them to check and either approve or return that item If you selected Send Directly To The Website in stage 4 then when you click Publish Directly To The Website the page will be added to the site straight away and will be viewable to general members of the public E4education CMS user guide 3 2 4 Page 29 E4education CMS user guide 3 2 4 EDITING A PAGE There may be times when you wish to amend the content on a particular page To edit a page click on the Edit Page icon You will be presented with a list of the top level pages You may notice that some pages in the list have to the left of them This indicates that the page has subpages Click on the icon and the list of subpages for that page will be displayed see below Edit Page Stage 1 6 Please use the tree view below to locate the
8. File attachments appear at the bottom of the page that you are creating Pages for your policies newsletters and letters home are good examples of pages where attachments are used as it is a very quick way of uploading documents in a list format Each file that is uploaded will have an icon to the left side showing the end user the type of file attachment Word PDF excel PowerPoint Text etc ADDING FILE ATTACHMENTS add a file attachment click on the Browse button and then search your local machine to find the file you wish to attach Select the file and click on the Open button You will then be able to give that file a title Once you have selected a file and given it a title you will be able to add another attachment underneath There is no limit to how many file attachments that you have on a page Upload Files Security y Stylesheet JT Comments Archiving Custom Fields Files to Upload To upload a file simply click browse locate the file you d like to upload and then enter a title for your file F cms Content School I Browse Title School Frospectus FIGURE 28 ADDING FILES AS ATTACHMENTS THAT WILL APPEAR UNDERNEATH THE CONTENT ON THAT PAGE E4education CMS user guide 3 2 4 Page 24 E4education CMS user guide 3 2 4 If you need to change the order in which the attachments are displayed on the page you can do this once the page has been put live When you edit a page a list of p
9. Page 23 E4education CMS user guide 3 2 4 Once the video has successfully been uploaded the progress bar will disappear and you will be presented with a thumbnail letting you know that the video has been successfully uploaded and that it is now being converted so it can be played on the site see below This video is currently boing encoded to enable it to be displayed on this site This video may be inserted into this site in it current state H will then automatically be replaced when the video has finished encoding Title amp Options NTSC4x3 640x480 PART x1 FIGURE 27 THE UPLOADED VIDEO BEING CONVERTED SO CAN BE PLAYED ON THE SITE Once the video has been converted you will be presented with a thumbnail of the first frame of the video You can click on the video thumbnail message to select the video to be added into the page while it is still being encoded but you won t be able to play the video until the encoding has been completed When you click on a video to add onto the page you will be taken back to the Video Properties window showing a preview of the video You can then choose if you want the video to appear on the left or right side of the page Once you are happy click on OK The video will now be added to the page editor where the cursor is placed You will notice that there is a default image where the video will appear once you preview the page in stage 2 FILE ATTACHMENTS
10. ADDING THE CREATED PAGE TO AN ALREADY CREATED SUBPAGE Once you have chosen where the page will be located you can click on Continue to go to stage 4 STAGE 4 CHOOSE THE REVIEWER When you have chosen where the page will be located once live you now need to choose who the page will be sent to for reviewing before it goes live You will see a drop down box displaying the names of all the administrators and publishers on the site see below Create Page Stage 4 5 Your page needs to be reviewed before it can be put on the live website Please select which user you would like to review it using the list below They will be notified by email that they have items to review at the end of this process Send this directly to the website ede demo account Administrator Office Website Administrator 0845 257 0224 7 FIGURE 36 CHOOSE USER WHO WILL REVIEW PAGE CONTENT Once you have selected the person who will review the page click on Continue to go to stage 5 E4education CMS user guide 3 2 4 Page 28 E4education CMS user guide 3 2 4 STAGE 5 PAGE SUMMARY amp SEND FOR REVIEW The final stage will display a short summary detailing the following see below e Page title e Where the page will be located e Can comments be added to that page e When the page goes onto the site e When the page gets removed from the site e Whois reviewing the page Create Page Stage 5 5
11. El Refresh file image manager Upload a new file image T Remove formatting for selected text Change text colour Make the selected text bold Make the selected text italic Make the selected text underlined Left align text Centre align text Right align text Justify text Insert a numbered list Insert a bulleted list Decrease paragraph indent Increase paragraph indent File Image Editor Icons News Gallery Calendar Category Icons Edit news gallery calendar category name Delete news gallery calendar category Add edit menu links for category Make news gallery calendar category secure E4education CMS user guide 3 2 4 Page 11 E4education CMS user guide 3 2 4 PAGES CREATING A PAGE There are 5 stages to creating a page of content At each stage you will be told what needs to be done before you can continue to the next stage e Stage 1 Adding a title and the content that will appear on that page e Stage 2 Previewing the page to see what it would look like on the site once live e Stage 3 Choosing where on the site the page will be located e Stage 4 Choosing who will review the page before it goes on the site e Stage 5 Asummary of the page title location attachments archiving the reviewer before its sent for review STAGE 1 ADDING TITLE AND CONTENT As long as you enter a page title the editor will automatically save the page you are wo
12. or for trips and visits To add edit or delete news categories click on the News Categories icon A list of the news categories will then be displayed see below News Categories Existing News Categories Category Name Category Description Actions All News Ax School News A x Sports News Sports News A Add new category Enter the details of the new category into the boxes below and click on the add category button to create the new news category Category Name Trips amp Visits News Category Description News stories relating to trips amp wisits Is this category a blaqg No add category FIGURE 40 PREVIOUSLY CREATED NEWS CATEGORIES AND THE OPTION OF ADDING ADDITONAL NEWS CATEGORIES ADDING A NEW NEWS CATEGORY To add a new news category all you need to do is give the new category a name and a description see above Once you have entered a name and description you can click on Add Category and the new news category will be added to the list of existing categories at the top of the page Once the category has been added you then need to add the news category to an area on the site ADD DELETE NEWS MENU LINKS Before the news category will be displayed on the live website you need to attach it to an area on the site To do this click on the Add Edit Menu Links icon This will allow you to choose the page s that the link for the news category will be displayed on At the top of th
13. ALBUM E4education CMS user guide 3 2 4 Page 39 E4education CMS user guide 3 2 4 You can then click on Browse to start locating the images that you wish to upload and appear in the album As you browse and find an image you then get the option to add an additional image until all the required images have been selected Once happy click on Continue to upload the images and move to stage 2 STAGE 2 GIVE THE IMAGES TITLES amp DESCRIPTIONS Once the images have been successfully uploaded you will be shown thumbnail versions of them with the option of adding a title and description for each image in the gallery which will be displayed when the album is live You can also choose which image will be used as the thumbnail image for that album once it has gone live see below Create Photo Album Stage 2 5 Please enter a tithe and description for your images using the boxes below both fields are optional Title Picture U2 jpg Description Make this the default thumbnail image Title Picture 052 jpg Description O Make this the default thumbnail Image Title Picture 053 jpg Description Make this the default thumbnail image FIGURE 52 ADDING TITLES AND DESCRIPTIONS FOR EACH IMAGE IN THE ALBUM ALONG WITH CHOOSING WHICH IMAGE WILL BE THE DEFAULT THUMBNAIL IMAGE FOR THE ALBUM Once you have added the titles and descriptions click on Continue to go to stage 3 S
14. ALBUM Once a photo album is live you can add additional images add rename images and descriptions change the order of the images or even remove images if necessary ADDING ADDITIONAL PHOTOS TO AN ALBUM STAGE 1 SELECT ALBUM TO ADD PHOTOS TO To add additional photos to an existing album click on the edit photo albums icon You will then be displayed with thumbnails of all the albums that have been added to the site along with the album title see below Edit A Photo Album Stage 1 6 Please select which photo album you would like to edit by clicking the D icon To add additional images to a gallery simply click the icon FIGURE 53 CHOOSING THE ALBUM TO EDIT OR ADD ADDITIONAL IMAGE TO Under each thumbnail there will be 2 icons one to edit delete photos and one to add additional photos to the album see above Click on the Add Photos icon to go to stage 2 STAGE 2 BROWSE amp SELECT ADDITIONAL PHOTO S Click on the Browse button to find the photo s that you wish to upload As you select an image you are then able to add additional images until you are ready to continue Click on Continue to go to stage 3 STAGE 3 ADDING TITLES AND DESCRIPTIONS TO NEW IMAGES Once the additional image s have been successfully uploaded you will be able to give each one a title and description Once you have done this click on Continue E4education CMS user guide 3 2 4 Page 41 E4educ
15. Before you can continue to stage 3 you will need to click on Preview Page see below This will show you what the page would look like once it has gone live When you have checked the page and you are happy to continue close this window and click on the Continue button to go choose where on the site the page will be located Create Page Stage 2 5 Please preview the page below and then click Continue Freview Page Continue Back FIGURE 33 PREVIEWING WHAT THE PAGE OF CONTENT WOULD LIKE LOOK ONCE IT GOES LIVE If you realise that you need to make changes to the page click on Back and you will be taken back to stage 1 where you can edit the content further before previewing it again STAGE 3 CHOOSING THE LOCATION OF THE PAGE Once you are happy with the way your page will look once live and you have clicked Continue you will then be asked to choose where the page will be located once live You will be presented with the list that makes up the top level pages of your site Each item in the list will have a checkbox to the left of it see below Create Page Stage 3 5 Please select where you would like your new page to be located within the website Please use the icons to expand a page and view any sub pages it contains e4teducation Primary Demo Site Main Menu Home Information News amp Events eS Pupils 4rea Our Classes ED Contact Us z Hide Icon Legend a
16. Is a standard page Is a secure page Password Protected Is a page that s due to go live in the future Is a page that s been archived Sis a podcast Is a podcast that s due to go live in the future E is a podcast that s been archived Continue Reset Form Back FIGURE 34 CHOOSING THE LOCATION OF THE PAGE ON THE WEBSITE If you want the page to appear within one of the top level pages tick the checkbox to the left of that page title This will make the page a subpage of this area once live see above E4education CMS user guide 3 2 4 Page 27 E4education CMS user guide 3 2 4 In some cases you will see a next to some pages in the list This indicates that the area already has subpages that have been added to it previously If you click on the the list will expand to display all the subpages within that area of the site You will then be able to add your page as a subpage to one of these pages see below Please select where you would like your new page to be located within the website Please use the icons to expand a page and view any sub pages it contains Main Menu Home School Information Curriculum E Curriculum Booklets Pupils Reading List Homework Timetables E E Learning Wi Subjects Times of the College Day I Le Online Learning Pupils Sieth Form Community Contact Us What do the icons mean Continue Reset Form Back FIGURE 35
17. a drop down box displaying the names of all the administrators and publishers on the site see below Create Podcast Stage 3 4 Your podcast needs to be reviewed before it can be put on the live website Please select which user you would like to review it using the list below They will be notified by email that they have items to review at the end of this process Send this directly to the website ede demo account Administrator Office Website Administrator 0645 257 224 FIGURE 62 CHOOSE THE USER WHO WILL REVIEW THE PODCAST PAGE If you are happy for the podcast page to be published directly to the site without it being reviewed before going live select Publish Directly To The Site from the drop down menu otherwise choose the person who will review the podcast page and the click on Continue to move to the final stage STAGE 4 SUMMARY STAGE When you are happy with the information in the summary you can now click Send For Review The podcast page will now be sent to the reviewer for them to check and either approve or return that item seebelow Create Podcast Stage 4 4 Below is a summary of the information you have submitted If you are happy with the information then please click Send for Review Podcast Name School Council Podcast Comments Allowed No Qin Website From Immediately after approval Qn Website Until It s manually removed Will be located within News amp Even
18. changes click on Update Account to save those changes If the user has forgotten their password you are able to reset it for them by clicking on the Reset Password button at the top of the page This will reset that user s password and email them with the new one There may be times when user accounts need to be locked for one reason or another To lock the user account so the user cannot log in and access the admin area of the site click on the Lock Account button If you need to unlock the account in the future edit that users details and you will then be able to unlock their account DELETING A USER ACCOUNT User accounts can be deleted by clicking the Delete User Account link You will then be shown a list of user accounts with a link to delete the account next to each one Click on the Delete link You will then be asked to confirm that you wish that user to be deleted from the admin area of the site Once you are ready to delete the user account click on Confirm Delete E4education CMS user guide 3 2 4 Page 54 E4education CMS user guide 3 2 4 RE ORDERING PAGES There may be times when you need to re order pages or even move a page from one area of the site to another This is easily done using the Re Order Pages icon Once you have clicked on the icon you will be shown the top level pages Any areas that have subpages will have a small triangle to the left of them Clicking on the tr
19. different galleries that are displayed around the site You May wish to create a different photo gallery for each year group and then assign an album to a particular gallery To create a photo gallery click on the Add Edit Gallery link You will then be shown a list of galleries that have previously been created see below Photo Galleries Existing Galleries Gallery Name Gallery Description Actions Galleries Ax Trips amp Visits Trips amp Visits Gallery 4 g Add new gallery Enter the details of the new gallery into the boses below and click on the add gallery button to create the new galery Gallery Name Pupils Work Gallery Gallery Description Pupils Work Gallery DE EOR aunsosossunnnnononnnnnnnnnnnnnnnnnnnannnnnnnunusnnnnanununnennsnnnunnnsnnennnnnnsenanennnnnnnnnnnannnnnn add galler FIGURE 46 CREATING ADDITIONAL GALLERIES AND CHOOSING WHERE THEY ARE LOCATED ON THE SITE To add additional gallery categories enter in a gallery title and a gallery description You will then need to choose where the gallery will be placed on the site by clicking on the dropdown menu under the description box and choose the area where the gallery will sit You can add the gallery into multiple areas within the site EDITING DETAILS OF AN EXISTING GALLERY CATEGORY To edit the title or description of an existing gallery category click on the Edit Photo Album Category icon see below Yo
20. locate the page you would like to edit Please use the icons to expand 3 page and view any sub pages it contains Hill College Main Menu Home ja School Information FY Curriculum TH Curriculum mu EH Pupils Reading t Tl Homework Timetables E E Learning E Subjects m Times of the College Day Le Online Learning PL Pupils HHE Sixth Form Community E3 Contact Us gt What do the icons mean FIGURE 39 CHOOSING THE PAGE TO DELETE FROM THE WEBSITE You will then need to choose who the page to be deleted is sent to for final approval If you are an administrator you have the option of deleting it directly from the site without it being sent to someone for final approval ANY PAGES THAT ARE DELETED FROM THE WEBSITE CANNOT BE RESTORED AT A LATER DATE E4education CMS user guide 3 2 4 Page 31 E4education CMS user guide 3 2 4 NEWS STORIES News stories are used to tell viewers to the site about exciting things that are happening in and around the school The site visitors can subscribe to the RSS feed of the school news so they get the news articles delivered to their mobiles or desktops without having to check your schools website every day It would be extremely useful if the school was closed due to bad weather or an upcoming school production was cancelled or rescheduled CREATE EDIT DELETE NEWS CATEGORIES You may wish to have multiple news categories within the school for each year group
21. on the expiresdate ebsite administrator Continue FIGURE 68 CREATING AN AUTOMATED EMAIL REMINDER FOR WHEN A USER ACCOUNT IS ABOUT TO EXPIRE You will then need to construct the email which will be sent out You can click on any of the place holders above the editor to have it inserted into the editor When your emails are sent the relevant information will be inserted into the email Once the email has been constructed click on Continue to save the reminder E4education CMS user guide 3 2 4 Page 51 E4education CMS user guide 3 2 4 CREATING A USER ACCOUNT FOR THE GROUP Once you have created a secure group you can create a user account which is associated with that group The following fields are required e Username e Password e First name of the user e Surname for the user e Valid email address e Contact telephone number Add Secure User control panel they will Information about you Account Information Username Governors Password rr TTT itiiiti iy Confirm Password Send login details by email Allow user to change their password Personal Details Firstname School Surname Governors Email Govemorst schoolnarr Telephone 01234 567890 Secure Groups Group Name Member Quantity Expires Date Expires Governors 25707 2010 Submit FIGURE 69 CREATING A USER ACCOUNT FOR A SECURE GROUP You can send the user their login details via email if you
22. page you would like to edit Please use the icons to expand a page and view any sub pages it contains carth Hill College Main Menu HE Home HE School Information E e Curricamuim Booklets Pupils Reading List A Homework Timetables E E Learning E Subjects Times of the College Day A Online Learning Pupils Sixth Form E Community Ej Contact Us What do the icons mean FIGURE 38 CHOOSING THE PAGE TO EDIT Click on the page you want to edit and you will be taken to the editor which has the existing content loaded in You can now make your changes and then click on Continue to go though the same stages as creating a page preview location reviewer and summary The only main difference in the stages is when asking where the page will be located The CMS will already know where the page is currently located so unless you wish to move the page from one area of the site to another you can just click Continue to move to the next stage E4education CMS user guide 3 2 4 Page 30 E4education CMS user guide 3 2 4 DELETING A PAGE Deleting a page from the CMS is a similar process to editing a page Click on the Delete Page icon You will then see a similar screen to when editing a page see below You will need to select the page you wish to remove you won t be able to remove a page which has any subpages Delete Page Stage 1 3 Please use the tree view below to
23. placed on the page and click on the Insert Video icon Upon clicking the icon the Video Properties window will appear You will need to click on the Browse Server button which will open up the Video Browser see below to either upload a new video or select a previously uploaded video Once the video manager loads up it will display thumbnails of all the videos that have previously been uploaded In the top right corner you will see how much space you have currently used up for videos Video Properties Info Video Details UAL Alignment left FIGURE 25 THE VIDEO PROPERTIES WINDOW BEFORE A VIDEO FROM THE VIDEO MANAGER HAS BEEN SELECTED To upload a new video click on Upload You will now be presented with a window asking you to browse for the video file you wish to upload Click on the Browse button and you will then need to navigate through the files on your machine to find the video you wish to upload Once found click on Open You will then be able to click on Upload to upload the video and start the conversion process into the playable format for the site Upload A Video Your video is currently being Uploaded please wait FIGURE 26 THE VIDEO UPLOAD PROGRESS BAR A progress bar will appear showing you the upload progress of the video see above The larger the file size the longer it will take the video to upload to the site E4education CMS user guide 3 2 4
24. search your local machine to find the image that you wish to upload to the image manager see below Once you have found and selected the image to upload click Open You can then rename the title of the image if you wish to Upload Use the form to upload files Upload ir if Valid extensions gif jpg prg wf Max upload size 50MB FIGURE 13 UPLOADING FILES S FROM YOUR COMPUTER THE IMAGE MANAGER Once you have selected the file you want to upload and given the file a more memorable name you can click on the Upload button to upload that image to the server If you wish to upload multiple images click on the Add Upload button to browse for another image E4education CMS user guide 3 2 4 Page 15 E4education CMS user guide 3 2 4 The time it takes for the image s to upload will depend on the overall file size of the image s being uploaded The image manager will automatically resize the image s down to a much more manageable file size for use on the website allowing the images to load up quicker on the front end of the site If you are uploading multiple images to the image manager it is recommended that the images are resized prior to them being uploaded as it will greatly reduce the amount of time it takes for the image s to be uploaded There are several free programs such as Windows Picture Manager and PixResizer that you can download and install that will allow you to resize images You
25. the same reviewer or the item can be sent to a different user to be reviewed Alternatively you can delete the item so it doesn t get reviewed and added to the site USER ROLES There are three levels of user roles for the CMS Administrators Publishers and Writers Depending on the role the user will be able to do certain things within the CMS see table below Administrator Publisher Writer EEK e EEK BEEN RESEN S x x x S Once users have got used to the CMS and feel more confident an administrator can amend their user roles see editing control panel users If you have been set up as an administrator you will have the option to directly publish content to the website speeding up the process Publishers can also directly publish to the site if they are given the ability by an administrator when their account is created see creating a new user account E4education CMS user guide 3 2 4 Page 9 E4education CMS user guide 3 2 4 UPDATING YOUR ACCOUNT DETAILS Once you have successfully logged into the CMS you can update your account details by clicking on the My Account link at the top of the right hand side of the page You will then be able to update your account details see below Edit My Account Account Details User Site Settings Please complete the form below to Update your account detail Account Details sername ede demo Tip leave blank if
26. wish to have access to this gallery If you do not tick any of the boxes then everyone will have access to it Gallery Name Pupils Work Gallery secure Groups Mi Governors secure gallery FIGURE 50 MAKING A GALLERY CATEGORY SECURE Once you have selected the group s that will have access to the secure gallery click on Secure Gallery to save CREATING A PHOTO ALBUM STAGE 1 ADD ALBUM TITLE DESCRIPTION CHOOSE IMAGES FOR THE ALBUM The first step to creating a new photo album is to give the album a title and a description Then you need to select which gallery the new photo album will appear in see below Create Photo Album Stage 1 5 Please enter a title and brief description for your photo album then please upload the images you d like to show using the browse button below a new browse box willbe added automatically so that you can upload as many Images as you require The thumbnail of your first image will be used to link to your album Album Title spain Trip 2009 Album Description foptional Some photos from our trip to Spain earlier in the term Which gallery da you want this album to appear in Trips amp visits Y Album Images Comments Archiving Custom Fields Allow comments on this item LJ Continue Reset FIGURE 51 GIVING THE NEW PHOTO ALBUM A TITLE AND DESCRIPTION AS WELL AS CHOOSING THE GALLERY IT WILL APPEAR IN AND SELECTING THE PHOTOS THAT WILL BE DISPLAYED IN THE
27. you wish to switch to the advanced calendar click on the link at the top left of the screen Quickly Add Calendar Events Switch to Advanced Add Calendar Event form Please use the fields below to add events to the calendar Each time you click 4dd Event the event will be created Instantly the events that have been added will be displayed in the list below more information help Title Calendar Date Time Options Title Calendar Date Time INSET Day School Calendar 06 O02 7 2010 From w to w Description School closed all day for staff training Add Event Finished FIGURE 58 ADDING MULTIPLE CALENDAR EVENTS QUICKLY To add calendar events you will need to add the following e Calendar event title INSET day School trip etc e The calendar the event will be added to choose from the drop down menu e The date the event happens on DD MM YYYY e Start and end time for the event leave blank to make it an all day event e Event description e Auto approve event if unchecked the event will be sent for review before going live Once you have entered the details click on Add Event and the event will be listed in the Events Added area at the top of the page E4education CMS user guide 3 2 4 Page 45 E4education CMS user guide 3 2 4 DVANCED CALENDAR The advanced calendar looks different to the basic version but adds the option to create recurring events see below Add Calendar
28. 2 4 SELECTING AN IMAGE TO ADD TO THE PAGE Once the image has been uploaded you can add it into the page by hovering over the image The cursor will then change to the hand icon allowing you to select it Once you have clicked on the image you will see the image properties window with a preview of the image on the right hand side see below Image Properties Image Info Link Advanced URL files lmages right side Alternative Text Inside The School width pr Height Preview UR FIGURE 15 THE IMAGE PROPERTIES WINDOW SHOWING THE SELECTED IMAGE ALTERNATIVE TEXT BORDER AND HORIZONTAL AND VERTICAL SPACING Before you can add the image onto the page you will need to ensure that the image has some Alternative Text Alternative text is needed to ensure the image meets DDA Disability Discrimination Act compliancy If you find that the image is slightly too big on the page you can adjust the dimensions of the image by changing the values for either the width or height As you change the value of one dimension the other dimension will be automatically changed in proportion to the image to ensure the image doesn t get stretched or distorted You can also add a border around the image if you wish to it is a numerical value so the higher the number the thicker the border will be Some designers may choose to have a default border style around all images on th
29. ASSWORD Provided you have entered your username correctly an email with your login details should be sent to your email inbox E4education CMS user guide 3 2 4 Page 7 E4education CMS user guide 3 2 4 THE DMIN CONTROL PANEL Once you have successfully logged in you will be taken to the Control Panel homepage see below Lo gou t Website Dashboard Items you re waiting to have reviewed Control Panel control panel home Items you ve beensent 1 Items you ve created 1 live wak my account School Information Page Edit custom fields A Author e e demo account pending review by e e demo website settings A account 05 01 2010 4 Pages A Item Legend create edit delete Jf Approve Item Return Item amp Review Item View Summary News P A ele create edit d te categories Photo Albums A create edit delete Calendar p A create edit delete c Podcasts A x create edit delete Secure Area Users A x create edit delete gro Control Panel Users Ax create edit delete link General gt reorder FIGURE 3 THE CONTROL PANEL HOMEPAGE SHOWING ANY ITEMS OF CONTENT WAITING TO BE REVIEWED The items that have been sent to you to review by other members of staff will be displayed when you first log in see above For each item that you have been sent you will have the option to preview that item before deciding to approve or rej
30. DF documents are read only meaning it is more difficult for the end user to edit the document and then print it out E g changing the price of a school trip e Compatibility issues the latest version of Microsoft Office Office 2007 has different file extensions than previous versions The only way to view the document if you don t have the latest version is to download a compatibility patch which would enable you to view the document Click here to download the Microsoft Office Compatibility Pack e File size converting documents into PDF can greatly reduce the file size of the document making it both quicker for you to upload the document and the end user to download it You can download some free software called Cute PDF Writer which will allow you to convert documents into PDF quickly and easily You can download the latest version of adobe PDF reader for free at http get adobe com reader Once you have uploaded your file s they will be displayed in the file manager To select a file to link to click on the file name You will now have the option to preview the file to ensure you have selected the correct one Once you have previewed it click on the Select button to select the file E4education CMS user guide 3 2 4 Page 21 E4education CMS user guide 3 2 4 The link properties window will now be displayed and the location of the file will appear in the URL box see below Link Link Info Target Advance
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32. E4education CMS user guide 3 2 4 i Jeducation 3 2 4 User manual E4education CMS user guide 3 2 4 Page 1 E4education CMS user guide 3 2 4 Welcome to the e4education User Guide This user guide will introduce administrators of the health4school website to some of the key administration features We hope that you will find this guide useful and informative Should you require further clarification or assistance regarding any aspect of this guide please contact E4education Tel 0845 257 0224 or email enquiries e4education co uk eL education E4education CMS user guide 3 2 4 Page 2 E4education CMS user guide 3 2 4 CONTENTS WEBSITE OVERVIEW LEE 7 cira E A EE TE E AE A ED E A E 7 FORGOTTEN YOUR PASSWORD F a 7 TAE IN COIN TR PANE reee n anan E T E E ES E A EA E 8 USERROLES shee T E E 9 UPDATING YOUR ACCOUNT DETAILS SR 10 CMS T ON SEE octane ENE E A A A S T A 11 E E EEA 11 12 STAGE 1 AND CONTENT 12 USING CONTENT FROM ANOTHER PAG
33. Event S Switch to Quick 4dd Calendar Event form Please use the fields below to add a calendar event Please note fields marked are required Title Football Club Event Details Add to calendar School Calendar Publish directly to the website Date idd mm 1 13 0l 2010 All Day Event L Time From 15 ae 30 to 17 OO This is 4 recurring event M Recurrence options displayed on the next paget Continue Cancel FIGURE 59 ADDING A RECURRING CALENDAR EVENT TO THE WEBSITE USING THE ADVANCED VERSION OF THE CALENDAR These could be events such as afterschool football which may happen every Wednesday after school throughout the academic year To make the event recur tick the This Is A Recurring Event checkbox at the bottom of the page see above You will then be asked how often the event occurs daily weekly and monthly you also have the option to set an end date for the recurring event see below Recurs Daily Y Recurs Weekly Recurs Monthly Every 1 weekisi on Mon O Tue Wed Thu CJ Fri LJ sat M sun Cl Recurrence End Date optional End Date fdd mmyyyyyi 25 O 2010 Exceptions optional Exclude dates from 18 12 2009 to 6 1 2009 Oremove Exclude dates Exclude from Exclude to Add Exception Continue FIGURE 60 ADDING A CALENDAR EVENT USING THE ADVANCED FEATURES ALLOWING YOU TO CHOOSE HOW OFTEN THE EVENT RECURS There may be times when you don t wa
34. Once the page is live when users go to that page they will be presented with a login box asking the viewer for a username and password Once the correct username and password have been entered the user will see the content for that page E4education CMS user guide 3 2 4 Page 25 E4education CMS user guide 3 2 4 COMMENTS You can allow viewers to leave comments on any page news story photo album or podcast Any comments left by members of the public need to be verified by an administrator before the comments appear on the live site To allow people to leave comments click on the Comments tab If you wish comments to be left of the page tick the Allow Comments On This Item checkbox see below Before the comments appear on the website an administrator must log in and approve the comments Upload Files Securty Comments Archiving Allow comments on this item FIGURE 31 ALLOWING VIEWERS TO LEAVE COMMENTS ON THE PAGE PAGE RCHIVING There may be times when you want a page to go live on a certain date and automatically be removed from public view several days weeks later A good example of this is job vacancies If a vacancy is going into the local paper on a particular day instead of waiting until that day to create the page and put it on the site you can create the page beforehand and tell the CMS when the page is to go live and or is removed from public view To choose a future date that the p
35. TAGE 3 PREVIEW ALBUM You must now preview the album to see what it will look like once live If you are happy with the album click on Continue to go to stage 4 or click on Back to go back to stage 2 STAGE 4 CHOOSE THE REVIEWER You now need to choose who the photo album will be sent to for reviewing before it goes live You will see a drop down box displaying the names of all the administrators and publishers on the site Once you have selected the person who will review the album click on Continue to go to stage 5 STAGE 5 ALBUM SUMMARY amp SEND FOR REVIEW E4education CMS user guide 3 2 4 Page 40 E4education CMS user guide 3 2 4 The final stage will display a short summary detailing the following e Photo album title e The gallery the album will be added to e Can comments be added to that photo album e When the photo album goes onto the site e When the photo album gets removed from the site e The number of photos in the album e Whois reviewing the photo album Once you are happy with the information you can now click Send For Review The photo album will now be sent to the reviewer for them to check and either approve or return that item If you selected Send Directly To The Website in stage 4 then when you click Publish Directly To The Website the photo album will be added to the site straight away and will be viewable to general members of the public EDITING A PHOTO
36. To Upload a file simply click browse locate the file you d like to Upload and then enter a title for your file Allowed Filetypes mp3 1 Filename CADocuments and Seti Browse Title January 2010 Podcast Description The first podcast of the year Continue Reset FIGURE 61 STAGE 1 OF CREATING A PODCAST PAGE ON THE SITE Each file within the podcast will need a title and a brief description about what that podcast file is about see above Once you have added your first file you will then have the option of adding an additional file You can also choose whether comments can be left or if the podcast page is to be achieved at a later date Once you have finished adding the audio files click on Continue to go to stage 2 E4education CMS user guide 3 2 4 Page 47 E4education CMS user guide 3 2 4 STAGE 2 LOCATION OF PODCAST PAGE Once the audio file s have been uploaded you will then be asked to choose where the podcast page will be located once live You will be presented with the list that makes up the top level pages of your site Each item in the list will have a checkbox to the left of it Once you have selected where the page will be located once live click on Continue to go to stage 3 STAGE 3 CHOOSE THE REVIEWER Once you have chosen where the podcast page will be located once live you now need to choose who the podcast page will be sent to for reviewing before it goes live You will see
37. W rain dere Eder RE Ken a ae 35 FEV S25 gewoon eee 35 ete cence estar cece ecw es ccee E E E N atten eras A E E A 36 STAGE T CHOOSE NEWS STORY TO BE DELETED 36 STAGE 2 CHOOSE REVIEWER cceasansacicssexeaccenanedesacadutddetdaeaudaesseecdracaeaussesseandasacseadanatesedatetstauacaad SEITE EEA EEEE 36 STAGE 3 SUMMARY OF DELETION 36 PHOTIC Be CB E 3 CREATE DELETE GALLERIE 3 CREATING A 3 EDITING DETAILS OP AN EXISTING GALLERY CATEGORY 3 DELETING AN EXISTING GALLERY CATEGORY cds ciestatadsesecascscttacaaestucawseanedanseceuscuadonactodesanetdeadanstsaucsontusedaseatsanedsedsarscanceeainent 38 E4education CMS user guide 3 2 4 Page 4 E4education CMS user guide 3 2 4 EDITING DELETING GALLEY CATEGORY LOCATION S ccccccsssssssecececesssssnseeeccecsssnsseeecessseesaseeeeeesseesaseeesecsseesseeeeeeeeseesaaaes 38 WAKING A GALLERY CATEGORY SECURE capcccscesetectecssarcnacostecsecesasvesnt cee
38. age goes on the site or is removed click on the Archiving tab see below Upload Files Security Comments Archiving Start and expiry dates Show this page on the website starting fram Automatically remove this page from the website on FIGURE 32 CHOOSING WHEN PAGE GOES LIVE AND WHEN GETS REMOVED FROM LIVE SITE AND ARCHIVIED You will now be presented with two date boxes allowing you to choose a date when the page goes live and the date the page is removed from public view If you want the page to go live as soon as it has been approved leave the first box blank If you want the page to go live on a date in the future enter it in the following format DD MM YYYYY You can also enter a date on which the page will be removed from public view Once approved the page will go live on the date set and be removed from the front end site on the date entered If no dates have been entered the page will go live as soon as it has been approved and won t be removed until someone manually deletes the page E4education CMS user guide 3 2 4 Page 26 E4education CMS user guide 3 2 4 STAGE 2 PREVIEWING THE PAGE Once you have created the layout of your page and you have added attachments made it secure and chosen dates it will go live and be archived it is time to preview the page to check to see what it will look like once its reviewed and has been approved
39. ation CMS user guide 3 2 4 STAGE 3 PREVIEW ALBUM You must now preview the album to see what it will look like once live The newest images added to the album will go to the front of the gallery If you are happy with the album click on Continue to go to stage 4 or click on Back to go back to stage 2 STAGE 4 CHOOSE THE REVIEWER You now need to choose who the photo album will be sent to for reviewing before it goes live You will see a drop down box displaying the names of all the administrators and publishers on the site Once you have selected the person who will review the album click on Continue to go to stage 5 STAGE 5 ALBUM SUMMARY amp SEND FOR REVIEW The final stage will display a short summary detailing the following e Photo album title e The number of photos in the album e Who is reviewing the photo album Once you are happy with the information you can now click Send For Review The updated photo album will now be sent to the reviewer for them to check and either approve or return the item back to you If you selected Send Directly To The Website in stage 4 then when you click Publish Directly To The Website the updated photo album will be added to the site straight away and will be viewable to general members of the public EDITING A PHOTO ALBUM EDITING ALBUM TITLE DESCRIPTION ALBUM LOCATION Once you have selected the album you wish to edit you have the option to
40. can brighten up the content on a page and it also helps to break up the text on the page making it easier for the end user to read the content To add an image place the cursor where you wish the image to appear vertically and click on the Insert Edit Image icon This is displayed in the Image Properties window allowing you to browse the Image Manager and either upload a new image or select an existing image to add into the page see below Image Properties Image Info Link Advanced URL Alternative Text Width Height Border Vo pace THE IMAGE MANAGER Preview Lorem ipeum dolor sit amet consectetuer adipiscing elit Maecenas feugiat consequat diam Maecenas metus Vivamus diam purus cursus a commodo non facilisis vitae nulla Aenean dictum lacinia tortor Hunc iaculis nibh non iaculis aliquam orci felis euismod neque sed ornare massa mauris sed velit Nulla pretium mi risus Fusce mi pede tempor id cursus ac ullamcorper nec enim Sed tortor Curabitur molestie Duis velit augue condimentum at ultrices a luctus ut orci Donec pellentesque egestas eros Integer cursus auque In CUrSsus OK FIGURE 10 THE IMAGE PROPERTIES WINDOW The image manager will display thumbnails of all the images that have been uploaded to the website From here you can add edit or delete images You can also add images to the Flash slideshow on your website see below Select directory slid
41. d Link Type Protocal URL fles spring_newsletter pdf Browse Server FIGURE 23 LINKING TO A FILE THAT HAS PREVOUSLY BEEN UPLOADED TO THE FILE MANAGER You can now select the link to open in a new window if you require then click on OK to create the link to the file REMOVING HYPERLINKS If you wish to remove a hyperlink that is no longer required on a page select it and click on the Remove Hyperlink icon The hyperlink will now be removed TABLES You can insert tables into the editor by clicking on the Insert Edit Table icon Upon clicking on the icon a window will appear allowing you to choose the number of rows and columns see below Table Properties Rog a Width Columns 2 Height Border size 1 Cell spacing 1 Alignment 4 561 Cell mas a Caption Summary FEE FIGURE 24 INSERTING A TABLE AND CHOOSING ITS PROPERTIES You can also choose the thickness of the border the higher the number the thicker the border will be You can also choose the amount of cell padding and cell spacing for the table cells e Cellpadding The amount of space between the outer edges of the table cell and the content of the cell 9 Cellspacing The amount of space in between the individual table cells One of the main problems with inserting tables is to do with the overall width If the width of the table is wider than the content area the page will b
42. e displayed incorrectly The way to get around this is to change the width of the table to be a percentage of the content area instead of a specific width To do this click on the drop down menu on the right hand side and select the Percentage option instead of Pixels Now as long as the width of the table is less than 100 the table will always be contained within the content area E4education CMS user guide 3 2 4 Page 22 E4education CMS user guide 3 2 4 FLASH ELEMENTS You can insert flash elements onto the page by placing the cursor where you want it to appear and clicking on the Insert Edit Flash icon You will then be presented with the Flash Properties window You then need to click on the Browse Server button to open the file manager to either select a previously uploaded flash element or upload a new one See the file manager section for more information on uploading files or you can paste in the URL from an external site where the video is located Once you have selected the flash element or pasted a URL in a preview of the flash element will be displayed see below Once you are happy click on OK and it will be added to the page VIDEO You can add video on to any page on your website The video manager will accept the following video file formats e WMV wmv e QuickTime mov e AVI avi e Mpeg mpg To add a video place the curser roughly where you want the video to be
43. e page a list of pages that the news category has already been linked to will be displayed see below E4education CMS user guide 3 2 4 Page 32 E4education CMS user guide 3 2 4 News Categories Existing News Menu Links Category Name Page Title Actions Sports News News amp Events 2 Sports News Pupils Area 4 4dd new news category menu link Select the page that you wish the link to appear on and then click the add link button Category Name Sports News Page Main Menu add link FIGURE 41 EDITING EXISTING NEWS MENU LINK LOCATIONS To add a new category link click on the drop down menu and select the page that you want the news category link to appear within and click on Add Link The news category will now be visible within that area on the live site If you wish to remove a link to a news category click the Delete News Category icon for the page you want to remove the category link from You will then be asked to confirm the deletion If you are happy for it be deleted click Confirm Deletion and the news category will no longer appear in that area of the site EDITING NEWS CATEGORY TITLES You can rename previously added news categories by clicking on the Edit News Category icon for the relevant news category This will then allow you to update both the news category title and the category description Once you have updated the title and description then click on Edit Cat
44. e site so in some cases you will not need to add a border around the image You can also add some horizontal and vertical spacing around the image so that the text doesn t sit right at the edge of the image Again this is a numerical value and the higher the number the wider the spacing will be In some cases the designer may set some default spacing around the image so all images on the site have consistent spacing around them throughout the site You also have the option to choose what side of the content area the image sits If you select Left the image will appear on the left hand side and the text will wrap around the right side of the image then continue underneath If you choose Right then the image will be placed on the right side with the text wrapping around the left side of the image and then continue underneath Once you are happy you can click on OK and the image will be added to the page E4education CMS user guide 3 2 4 Page 17 E4education CMS user guide 3 2 4 HYPERLINKS To create a hyperlink highlight the text you wish to use as the link and click on the Insert Edit Hyperlink icon to load up the Image Properties window see below You can create the following types of hyperlink e Linkto an external website URL e Link to an existing page found within your site e Link to an anchor point on the site page Link to an email address e Link to a file or image stored on the s
45. ect and return the item to the creator see below Items you ve been sent 1 Items you ve created 1 S School Information Page Edit Author ede demo account pending review by ede demo A account O5 01 2010 fe 6 Item Legend Approve Item Return Item Q Review Item View Summary FIGURE 4 ITEMS WAITING FOR YOU TO REVIEW BEFORE THEY GO LIVE OR REMOVED FROM THE SITE The items can be previewed before they are approved or rejected so that the reviewer can ensure that the content has no spelling mistakes and that the images and video on the page are suitable If there are problems with the item then the reviewer can reject the item and send it back to the creator of that item along with the option of sending a message explaining why it has been rejected E4education CMS user guide 3 2 4 Page 8 E4education CMS user guide 3 2 4 Any items of content that you are waiting for another member of staff to view are displayed within the Items You ve Been Sent tab see below Items you re waiting to have reviewed Items you ve been sent ti Items you ve created 11 Item Title Type Date Created Status School Information Page Edit 05 01 2010 Pending Review FIGURE 5 ITEMS YOU HAVE CREATED AND ARE WAITING TO BE REVIEWED BY ANOHTER MEMBER OF STAFF While you are waiting for these items to be reviewed you have the option to either edit the item of content further and then send it back to
46. edit the album title description and the gallery that the album can be found within see below Edit A Photo Album Stage 2 6 You can change the title and or description for your album using the boxes below Album Thumbnail Album Title spain Trip 2009 Album Description foptionall Some photos from our trip to Spain earlier in the term FIGURE 54 EDITING A PREVIOUSLY CREATED ALBUM TITLE DESCRIPTION AND GALLERY THAT IT APPEARS IN Once you have amended the title description or the gallery that the album can be found within you can amend the titles and descriptions reorder the images choose the thumbnail image or delete images from the album When you have finished amending the titles and or descriptions click on Continue to go through the process of previewing the album choosing the reviewer and sending it for review E4education CMS user guide 3 2 4 Page 42 E4education CMS user guide 3 2 4 AMENDING PHOTO TITLES DESCRIPTIONS To amend the titles or descriptions of images in a gallery you first need to select the album you wish to amend Click on the Edit Photo Album icon and you will then see thumbnails of all the photo albums that have been previously uploaded Click on Edit Photo Album icon underneath the album you wish to amend You will then be shown thumbnails of all the images in that album along with the title and description for each image see below Image List Please select whic
47. egory to save MAKING A NEWS CATEGORY SECURE You can make a news category secure so that only members of the public who enter in the correct username and password have access to the news stories News Categories News Category Secure Groups Tick the box next to the groups you wish to have access to this news category If you do not tick any of the boxes then everyone will have access to it Category Name Sports News Secure Groups sovernors Parents C Staff secure category FIGURE 42 MAKING A NEWS CATEGORY SECURE SO ONLY CERTAIN USERS CAN VIEW THE STORIES To make a news category secure click on the Secure Category tab see above You will then be asked what secure group s has access to this news category Once you have chosen the group s click on Secure Category The category can now only be accessed by members of the chosen groups CREATING A NEWS STORY E4education CMS user guide 3 2 4 Page 33 E4education CMS user guide 3 2 4 Create a news story is very similar to creating a page with some small differences STAGE 1 Stage 1 requires you to add a title for your news story You can also upload a thumbnail image relating to the news story which will appear in the news area of the site see above To add a thumbnail image click on the Browse button and you will then need to browse your machine to find the image that you wish to use The image will automatically be uploaded and r
48. ensure the checkbox is ticked ticked by default You can also set the system so that the user can change their password once they have logged in checked by default If you are setting up a generic user account for all the members in the group ensure that the checkbox for allowing the user to change their password is UNCHECKED otherwise a member of that group could log in and change their password and no one else in that user group would be able to access the secure area Once the user details have been entered you can then decide what secure group the user is a member of see above A user can be a member of multiple secure groups To make the user a member of a secure group click the checkbox to the right of the secure group name and a tick will appear in the box showing that the user is now a member of that group You can set the user account to expire after a certain date by clicking on the Expire checkbox and entering an expiry date into the box on the left This is quite useful for secure groups where a member might leave at the end of the academic year and you do not wish them to have access to the secure area once the new academic year has begun Once you have filled out all fields and chosen what group the user belongs to click on Submit to save the users details Now that you have set up a secure group and some user accounts associated to that group you can make a page on the site secure E4education CMS user gu
49. erver EXTERNAL LINK There may be some instances where you wish to create a hyperlink to your schools Ofsted report or other useful links To create a link to an external page on the Internet make sure that the URL option is selected from the drop down menu You will then be asked to enter in the web address that you wish to link to in the textbox underneath see below Link Link Info Target Advanced Link Type Page on this site Link to anchor in the text E Mail Browse Server FIGURE 16 THE LINK PROPERIES WINDOW CREATING A LINK TO AN EXTERNAL WEBSITE Any links to an external site that you create should be opened up in a new window To ensure the link opens up in a new window click on the Target tab and from the target drop down menu select the New Window _blank option This will ensure that the link opens up in a new window see below Link Link Info Target Advanced T arget Target Frame Hame Kees O not sety frame 5 H Topmost Window top Same Window _self Parent Window FIGURE 17 USING THE TARGET TAB TO OPEN THE LINK IN A NEW WINDOW OR TAB BROWSER DEPENDANT E4education CMS user guide 3 2 4 Page 18 E4education CMS user guide 3 2 4 Once you have entered the URL and selected the link to open in a new window click on OK to create the link You will see that the link has been created successfully as the text will be a different colour to the re
50. eshow IMG_0022 jpq _MG_0243 jpg _MG_0287 jpg _MG_0015 jpg _MG_0033 jpg _MG_0128 jpg _MG_0241 jpg i i X WH _MG_0298 jpg _MG_0340 jpg _MG_0386 jpg FIGURE 11 THE IMAGE MANAGER SHOWING THUMBNAILS OF ALL PREVIOUSLY UPLOADED IMAGES If you are logged in as an administrator you have the ability to add edit or delete an image that has been uploaded regardless of the folder it is in if you are a publisher or a writer you will have your own folder within the image manager which you can upload images to or remove them from You will still be able to select images that other users have uploaded E4education CMS user guide 3 2 4 Page 14 E4education CMS user guide 3 2 4 CREATING NEW DIRECTORIES WITHIN THE IMAGE MANAGER To create a new folder click on the Create New Directory icon in the top right side of the image manager A window will now appear asking you to enter a title for the new directory see below Once you have entered a title click OK and the new directory will be added to the drop down list in the top left of the image manager Create directory Insert a name for the director vou wish to create Create ir FIGURE 12 CREATING ADDITIONAL DIRECTORIES FOLDERS WITHIN THE IMAGE MANAGER UPLOADING A NEW IMAGE To upload a new image click on the Upload New Image icon in the top right of the image manager You will then be asked to click on the Browse button to
51. esized once you continue to stage 2 Create News Story Stage 1 5 Please enter a news story using the boxes below The Story Thumbnail Image and Story Intro Text fields are used as an introduction to your story The user will then click the Story Tithe to read the item which consists of the Story Full Text and Story Thumbnail Image When you are finished please click continue Story Title School Closed Story Thumbnail Image rontana C Documents and settii Story Intro Text Eise GX BG Format Te Biwuizz3s 2 5 X FR yr eoi a USET Otek ar EE ERE Fel Meng ian SEER Se oe ay es Svar s aa Daaa i Story Full Test Source BI DFs Format Normal Te E 7 U E t E Ke Sy I ii nel he school will be closed today due to the adverse weather conditions We hope that he school will reopen in the morning Any further updates regarding school closures will be placed on the website Upload Files Comments Archiving Custom Fields Files to Upload To Upload a file simply click browse locate the file you d like ta Upload and then enter a title for your file Continue Reset FIGURE 43 CREATING A NEWS STORY You will see that there are two text editors when creating a new story the smaller out of the two is for the short 2 3 sentences introductory paragra
52. ge option from the drop down menu You will then be asked to choose the anchor you wish the link to go to see below Link Link Info Advanced Link Type Link to anchor in the text Select an Anchor Bu Anchor Mame Bu Element Id FIGURE 20 CHOOSING THE ANCHOR POINT THE HYPERLINK WILL GO TO Once chosen click on OK and the link will be created LINK TO AN EMAIL ADDRESS You can create links to an email address by selecting the E mail option from the drop down menu You can then enter the email address that it will be sent to You can also enter a message subject and some text to go in the message body which will automatically be added when the user clicks on the email link see below Link Link Info Advanced Link Type E Mail Address om ee Message Body FIGURE 21 CREATING AN EMAIL LINK Once you have filled these out click on OK to create the link to the email address E4education CMS user guide 3 2 4 Page 20 E4education CMS user guide 3 2 4 LINKS TO FILES There may be times that you wish to create a link to a document in the middle of you page of text To do this highlight the text and click on the Insert Edit Hyperlink icon and click on the Browse Server button This will then load up the File Manager see below Directory information x Filename Size Modificationdate Directory O G images 2009 09 22 14 52 30 file
53. h if any images you would like to delete or edit If you would like to edit delete an image then click the symbol below the image you want to edit you will be able to edit the titles and or descriptions for all images with the edit box marked during the next stage View of the street Picture 052 jpg Picture Jeep E w The view dawn the Click here to enter 8 Click here to enter 8 street descrintion TESCHIO TON O Delete this image G Delete this image G Delete this image G Delete this image e Album Thumbnail o Album Thumbnail o Album Thumbnail o Album Thumbnail FIGURE 55 RENAMING IMAGE TITLES AND DESCRIPTIONS Find the image title or description you wish to edit When you hover over the title or description you will be shown a message telling you to click on it to edit it Clicking on the title or description will then allow you to amend it Once you have finished amending the titles or descriptions click on Continue to go through the process of previewing the album choosing the reviewer and sending it for review RE ORDERING IMAGES To re order the images in the album hover over the image thumbnail you wish to move and hold down the left mouse button and drag it to where you want it to appear in the album Once you let go of the left mouse button the image will drop into place Image List Please select which if any images you would like to delete or edit If you would like t
54. iangle will display the subpages for that area see below Logout Page Ordering To order pages in your site please drag and drop them where you would like them to be once you have dropped Control Panel a page its location will be updated on your live website instantly control panel home i i view live website Man Menu my account a E custom fields Home website settings E wroeten super User control panel Blogging Pages create S Galleries 1 Gallery Tour News Head teachers welcome a create edit delete categories Photo Albums E xX m Es E School Office create edit delete galleries Calendar gt A B virtual dw Virtual Tours Create edit delete calendars i Weekly Menus Podcasts E What is RSS A xX create edit delete E Policies My Test ai Streaming Video F S News amp Events Secure Area Users Pupils Area A x re E create edit delete groups Our Classes B Control Panel Users Contact Us 3 create edit delete link FIGURE 72 REORDERING THE PAGES ON THE SITE You can now find the page you wish to re order or move Once found click on the page and hold down the left mouse button and drag it up or down the list to where you wish the page to be moved to The order on the live site is changed as soon as the page is moved E4education CMS user guide 3 2 4 Page 55
55. ide 3 2 4 Page 52 E4education CMS user guide 3 2 4 DMIN CONTROL PANEL USERS Administrators can create additional user accounts so other members of staff can help keep the website They can also edit user accounts and even delete or lock user accounts if required CREATING A USER ACCOUNT To create a new user account click the Create New User Account icon You will then be asked to complete the form see below Add User Please complete the form below to add a new user Please note that all fields are required Account Details Username Password Re type Password Personal Details Firstname Surname Email Address Telephone Website Role Role Allow direct publishing Can edit secure areas Job Details Job Title Department ede demo ELELEE ede demo account demo ed4education co 0845 257 0224 Administrator Website Administrator Office Notify Wiser by Email Add User Clear Form FIGURE 70 CREATING A NEW USER ACCOUNT The following fields are required before the account can be created e Username e Password e Re type password e First name e Surname e Email address e Telephone number e Website Role Administrator Publisher or Writer e Allow direct publishing if Administrator or Publisher e Can edit secure areas e Job title e Department Once all the fields have been entered click on Add User to create the user account If you ticked the N
56. ll be displayed over the top of the image see below Image List Please select which if any images you would like to delete or edit If you would like to edit delete an image then click the A symbol below the image you want to edit you will be able to edit the titles andor descriptions for all images with the edit box marked during the next stage View of the stree Picture 053 jpg Picture 052 jpg The View down the Click here to enter 5 Click here to enter 5 street description description description Delete this image a Delete this image O Delete this image O Delete this image Album Thumbnail o Album Thumbnail e Album Thumbnail o Album Thumbnail FIGURE 57 DELETING IMAGES FROM THE ALBUM If one of the images that is being deleted is the thumbnail image for the album the next image in the album will automatically take its place as the default thumbnail image Once you have selected the image s you wish to remove click on Continue to go through the process of previewing the album choosing the reviewer and sending it for review E4education CMS user guide 3 2 4 Page 44 E4education CMS user guide 3 2 4 CALENDARS BASIC CALENDAR The basic calendar allows you to add multiple events to the calendar s on your site in one go without having go through the process of adding each event individually The basic calendar is the one displayed when you click on the Add Calendar Event icon see below If
57. may need to get the network manager within the school to install these onto your PC CROPPING IMAGES Once you have uploaded you image you have the option to crop or resize the image to a smaller size To do this click on the Edit Image icon Once you have clicked on the Edit Image icon the full size image will load up in a new window You now have the option to either crop or resize the image see below 1325 hi 347 Q y FIGURE 14 CROPPING A PREVIOUSLY UPLOADED IMAGE To crop the image select the Crop Image icon see above You can now click and drag the cursor over the area of the image that you wish to keep Once you have selected the image area you want to crop click on the Process icon see above Any area outside this rectangle will be deleted Once you are happy click on the Save icon see above and the image will now be cropped and saved at the new size RESIZING IMAGES To resize the image click on the Resize Image icon You will then be shown the image dimensions width and height You can change either the width or height of the image and as long as the Constrain Proportions checkbox is ticked the image will retain its aspect ratio when reduced in size Once you have resized your image click on the Process icon then click on the Save icon to save the image at the newly reduced size E4education CMS user guide 3 2 4 Page 16 E4education CMS user guide 3
58. nt the recurring event to happen school holidays Exclusion dates can be set by entering a start date 1 day of school holiday and a end date last day of school holiday Once you have entered the start and end date click on Add Exception and the event will not appear on the calendar between those dates Once you have selected how often the event recurs the end date of the event and any exclusion dates click on Continue E4education CMS user guide 3 2 4 Page 46 E4education CMS user guide 3 2 4 PODCASTS WHAT IS A PODCAST A podcast is a series of digital media files that are released in an episodical format much like a TV or radio series is played at the same time each week but in a different format online STAGE 1 CREATING A PODCAST PAGE The first thing you will need to do is add a title for the podcast series and a description Once both the series title and description have been added you can start to add the audio files that will make up the podcast series see below Create Podcast Stage 1 4 Please enter a title and description for this podcast using the boxes below Audio files can be uploaded beneath the description field When you are finished please click continue Podcast Title School Council Podcast Description E Source i Format A monthly podcast from the school council Audio Files Comments Archiving Custom Fields Files to Upload
59. nt to the user before their account expires To create an automated reminder click on the Group Reminders tab You will then be shown a list of previously created reminders To create a new reminder that will be automatically sent out before the account expires click on the Add A New Reminder link You will now be asked what group the emails will be sent to and how many days before the account expires the email is sent out see below Secure Area Groups Add Group EditGroups Copy Users Delete Users Group Reminders Secure Groups Membership Reminders Any reminders that you set up here willbe automatically sent to your members at the relevant time Simply select the group enter the number of days before the membership expires that the reminder is to be sent and finally the content of the email that will be sent to the memeber Secure Group Governors Days before expires 14 Place Holder Legend Click on any of the following place holders to have it inserted into the editor below When your emails are sent the relevant information will be inserted into the email firstname First name of member I groupname Name of group surname Surname of member expiresdate Date Membership Expires username User name of member Source E El Gm Wri Format Normal Tg E 7 U his Is an automated email to let you know that your user account for the for the groupname secure group will will expire
60. o edit delete an image then click the A symbol below the image you want to edit you will be able to edit the titles andor descriptions for all images with the edit bos marked during the nest stage Picture 053 jpg ure 052 jpg Picture 054 jpg i rin tic ne al EI Click here to entera Gick here to enter 5 Click here to enter 5 description Delete this image description description D Delete this image Album Thumbnail Delete this image O Delete this image Album Thumbnail o Album Thumbnail o Album Thumbnail FIGURE 56 RE ORDERING THE IMAGES IN THE CHOSEN ALBUM E4education CMS user guide 3 2 4 Page 43 E4education CMS user guide 3 2 4 When you have finished re ordering the images in the album click on Continue to go through the process of previewing the album choosing the reviewer and sending it for review SELECTING AN ALBUM THUMBNAIL IMAGE To select the thumbnail image for the album click on the Album Thumbnail icon under the link to select the thumbnail image The small button next to the text will turn green indicating it has been selected as the thumbnail image for that album The chosen image will then be displayed at the top of the page to the left hand side of the album title and album description DELETING IMAGES To delete images from the album click on the Delete This Image link underneath the image s you wish to delete A red tick will appear next to the text and a red cross wi
61. otify User by Email checkbox the user will be sent their log in details via email E4education CMS user guide 3 2 4 Page 53 E4education CMS user guide 3 2 4 EDITING LOCKING A USER ACCOUNT There may be times when you need to change a users role on the website edit certain details reset their password if it has been forgotten or even lock their account To do this click on the Edit User Account icon You will be presented with a list of all the users who have access to the Content Management System Find the user account you wish to edit and click on the Edit link next to their name You will be able to edit some of their details or change their role within the admin area of the site see below Edit User Account Please complete the form below to update the account details for this user For security reasons the username cannot be changed The email address can only be Updated by the user themselves Common Tasks Reset Password Lock Account Account Details Username Password Personal Details Firstname Surname Email Address Telephone Website Role Fole Allow direct publishing Can edit secure areas Job Details Job Title Department e4de demo EEE EHE ede demo account demom medteducation co uk 0645 257 ged Administrator Website Administrator Office Update Account Reset Form FIGURE 71 EDITING AN EXISTING USERS DETAILS Once you have made any
62. ph for the news story This is used to give a brief overview of what the news story is about to get the user interested in clicking on the link to read more E4education CMS user guide 3 2 4 Page 34 E4education CMS user guide 3 2 4 The main news story is entered into the larger of the two text editors Both editors are exactly the same as the editor used in creating a page and you can add images hyperlinks tables and videos You will also be able to add attachments to the news story decide if comments can be left and also if the page will be archived automatically in the future Once you are ready to continue click on Continue STAGE 2 PREVIEWING THE NEWS STORY Stage 2 requires you to preview both the intro page for the news item and also the main news story text The intro page will display the story title thumbnail image if one has been uploaded and the introductory paragraph of text Once you have previewed both the intro and the news item and you are happy click on Continue to go to stage 3 If there are any changes that need making click on Back and you will be taken back to stage 1 STAGE 3 CHOOSING THE NEWS CATEGORY Stage 3 requires you to choose the news category or categories that the news story will be added to see below You can create additional news categories if you need to Create News Story Stage 3 5 Please select which category this news story should be assigned to the
63. reviously uploaded attachments will be displayed You can change the order of the attachments by dragging and dropping the attachments into the order that you with them to appear in see below Upload Files Security Stylesheet Comments Archiving l Custom Fields New Files to Upload To Upload a file simply click browse locate the file you d like to Upload and then enter a title for your file Title Existing Files check all or uncheck all e December Newsletter an Delete this file ER rnd FE GER ee OBE ES SER LS eee eee eee AR Tacit ae Fi Delete this file FIGURE 29 REORDERING PREVIOUSLY UPLOADED FILE ATTACHMENTS PAGE SECURITY There may be some pages that you wish to password protect E g a governor s area where minutes of meetings are kept To make a page secure click on the Security tab and tick the Make Page Secure checkbox You will then be shown a list of secure groups that you choose to have access to that page see below You will need to create some user groups before you can make a page secure Upload Files Security Comments Archiving Make Page Secure To make this page secure simply click Make page secure and then select which secure user groups should be granted access Make page secure aon access to Governors FIGURE 30 MAKING A PAGE OF THE SITE SECURE AND CHOOSING WHAT GROUP S HAVE ACCESS TO IT
64. rking on every 5 minutes so if there is a power cut or you simply run out of time you can continue working on it when you next log in You will know when your page has saved as you will be shown a small notification at the top of the page see below Auto Store Status four work was last stored mo 247 272009 10 57 03 FIGURE 7 NOTIFICATION OF AUTO SAVE FOR THE PAGE YOU RE CURRENTLY WORKING ON USING CONTENT FROM ANOTHER PAGE If you wish to display a page of content in more than one area of the website click on the Use Existing Content tab at the top of the editor see below You will still need to give the page a title Create Page Stage 1 5 Please enter a title and content for this page using the boxes below When you are finished please click continue Page Title Contact Ls Create Content Use Existing Content This page can include the content from an existing page on the website To do so simply tick the box next to the desired item earth Hill College Main Menu aS Home School Information Curriculum Pupils Sixth Form Community i B Contact Us FIGURE 8 CREATING A NEW PAGE BY PULLING CONTENT IN FROM A PREVIOUSLY UPLOADED PAGE E4education CMS user guide 3 2 4 Page 12 E4education CMS user guide 3 2 4 Clicking on the tab will display all of the pages that are currently available on the website Next to each page title there will be a checkbox to the left Find the page
65. s nn Subdirectories Creationdate G newsletters 2009 05 13 11 07 05 F 5009 05 13 11 12 36 LI policies 2003 05 13 11 07 05 Files Modificationdate O amp users 2009 06 22 17 34 28 1 2009 09 22 15 01 24 Total file size Access SKB Readable Writable FIGURE 22 THE FILE MANAGER The file manager works in a similar way to the Image Manager You can upload and delete files as well as creating new directories For more information on uploading files and creating new directories see the Image manager section of the user manual To upload a new file to the file browser click the Upload new file icon You can now browse your machine for the file s you wish to upload Once the file s have been uploaded they will be displayed in the file manager Once you find the file you wish to link to click on the text or tick the checkbox to the left of the filename This will then allow you to either click View to preview the selected file or Select to create the link to the selected file FILE TYPES THAT CAN BE UPLOADED The file manager will accept many different file formats including e Zip files zip e PDF documents pdf e Plain text documents txt e Word documents doc e Excel spreadsheets 5 e PowerPoint presentations ppt e Flash elements swf It is recommended that where possible documents are converted into PDF The main reasons for this are e Security P
66. st of the text on the page INTERNAL LINK You can create a link to another page on your website by selecting the Page On This Site option from the drop down menu This will then display a list of all the pages on the site Click on the page you wish to link to and it will be highlighted see below Then click on OK to create the link to this page Link Link Info Advanced Link Type _ Fage on this site Fages Home Information E Video Galleries _ _ Alnannina FIGURE 18 CREATING A HYPERLINK TO AN EXISTING PAGE ON THE WEBSITE LINKS TO AN ANCHOR POINT Anchor points will allow you to create a link to a specific part on a page To create a link to an anchor point on the page the first thing that needs to be done is to create the location that the link should go to on the page To do this place the cursor where you wish the hyperlink to go to once clicked and select the Insert Edit Anchor icon You will then be asked to give the anchor point a name see below Anchor Properties Anchor Name content top FIGURE 19 CREATING AN ANCHOR POINT NAME E4education CMS user guide 3 2 4 Page 19 E4education CMS user guide 3 2 4 This will place a small anchor icon where the cursor was located You then need to select the text that will be used as the link to the anchor point and click on the Insert Edit Hyperlink icon and select Link To An Anchor Point On Pa
67. story can be assigned to multiple categories if multiple categories have been configured Cl School News d Sports News Continue Back FIGURE 44 CHOOSING THE CATEGORIES THE NEWS STORY WILL BE ADDED TO Once you have chosen the news categories you wish the news story to appear within click on Continue to go to stage 4 STAGE 4 CHOOSE THE REVIEWER Stage 4 of creating a news story is exactly the same as it is for creating a page You will need to select the person from the drop down menu who will check the story and decide if it can be added to the site or not If you are an administrator you will have the additional option of sending the news story directly to the site without the need for it to be reviewed first Once you have chosen click Continue to go to stage 5 STAGE 5 NEWS STORY SUMMARY amp SEND FOR REVIEW The final stage will display a short summary detailing the following e News story title e What news categories the story will be listed within e Can comments be added to that news story e When the story goes onto the site e When the story gets removed from the site e Whois reviewing the news story Once you are happy with the information you can now click Send For Review The news story will now be sent to the reviewer for them to check and either approve or return that item If you selected Send Directly To The Website in stage 4 then when you click Publish Directly To The Websi
68. t news story will be displayed title thumbnail image intro text and main story You can then make the required changes and click on Continue to go though the same stages as creating a news story preview news category reviewer and summary DELETING A NEWS STORY STAGE 1 CHOOSE NEWS STORY TO BE DELETED If you need to delete a news story from the website click on the Delete News Story icon A list of all the news stories currently on the site will be displayed Find the news story you wish to delete and click on Delete STAGE 2 CHOOSE REVIEWER You will then be asked who the news story will be sent to for review before the news story is deleted from the site If you are an administrator you will also have the option to delete the news story from the site without it having to be reviewed Once you have chosen click on Continue STAGE 3 SUMMARY OF DELETION You will then be shown a summary for the news story that you are looking at deleting Once you are happy click on Send For Review to send it to the reviewer to approve deletion If you chose Delete Directly From Site in stage 2 then once you click Delete Directly From Website the news story will be deleted E4education CMS user guide 3 2 4 Page 36 E4education CMS user guide 3 2 4 PHOTO GALLERIES amp ALBUMS CREATE EDIT DELETE GALLERIES CREATING A NEW GALLERY CATEGORY You can categorise your photo albums into
69. te the news story will be added to the site straight away and will be viewable to general members of the public EDITING A NEWS STORY E4education CMS user guide 3 2 4 Page 35 E4education CMS user guide 3 2 4 If you wish to edit a news story click on the Edit News Story icon A list of all the news stories that have previously been added will be displayed see below Edit News Story Stage 1 6 Please select which news story you want to edit You can filter the list of stories based on their categories using the drop down list When you are finished please click continue Filter Category Select Category Status Story Title Category Action Leisure amp Tourism Trip to xscape Milton Keynes School News It delete School Closed 18 12 09 Priority News it delete School Closure Procedures in the Event of Severe Weather School News it delete Humu Cover a Classic Winners School News it delete Visit To Corby Borough Council Meeting School News it delete Launch of Cross Town Orchestra School News it delete National Maths Challange School News it delete TB Gutbreak Latest News School News it delete Phil Hope Visits Year 12 Students School News it delete kal kal ka kal delete edit Boxing Success For Year 11 Student School News FIGURE 45 EDITING A PREVIOUSLY ADDED NEWS STORY Find the news story you wish to amend and click on Edit The information for tha
70. ted EDITING DELETING GALLEY CATEGORY LOCATION S You can easily change the location of where you gallery is found or add the gallery to multiple locations around the site To do this click on the Add Edit Menu Links icon You will then be shown a list of the locations within the site where the gallery is currently located see below Photo Galleries Existing Gallery Menu Links Category Name Page Title Actions Pupils Work Gallery News amp Events radd new gallery menu link Select the page that you wish the gallery to appear on and then click the add link button Gallery Name Pupils Work Gallery Page add link FIGURE 49 DISPLAYING THE GALLERY IN MULTIPLE LOCATIONS WITHIN THE SITE To add additional links click on the drop down menu and select the page you want the gallery to appear under and then click on Add Link The gallery will now appear under the page selected MAKING A GALLERY CATEGORY SECURE There may be times when you wish for a gallery to be secured so that only certain people have access to the albums within it To make a gallery secure click on the Secure Gallery Category icon You will then be asked to select the group s of users who will have access to the gallery as long as they remember their username and password see below E4education CMS user guide 3 2 4 Page 38 E4education CMS user guide 3 2 4 Gallery Secure Groups Tick the box next to the groupts you
71. that you wish to copy the content from and click on the checkbox A tick will appear inside the checkbox showing you that it is the page that the content will be copied from see above This will create a link to the original page Any changes made to the original page will also be shown on the linked page Once you have selected your page Click on the Continue button to proceed to stage 2 TEXT You can add edit or delete text directly into the editor or you can copy text from word documents or webpages and paste them into the editor If you paste text into the editor the Paste From Word function should always be used This ensures that any additional formatting set by the word document or webpage is removed therefore the font type size and colour used throughout the site is consistent By clicking on the Paste From Word icon you will be presented with an area where you can paste your text into see below Paste from Word Please paste inside the following box using the keyboard Ctrl and hit OF Ignore Font Face definitions Remove Styles definitions FIGURE 9 THE PASTE FROM WORD WINDOW Once you have pasted your text into the box click on the OK button and the CMS will ensure that all additional formatting font size and colour has been removed and the text is displayed in the correct style E4education CMS user guide 3 2 4 Page 13 E4education CMS user guide 3 2 4 IMAGES Images
72. ts and reviewed by e e demo account Administrator Office Website Administrator 0845 257 0224 Send tor Review Back FIGURE 63 SUMMARY OF INFORMATION RELATING TO THE CREATED PODCAST PAGE If you selected Send Directly To The Website in stage 3 then when you click Publish Directly To The Website the podcast page will be added to the site straight away and will be viewable to general members of the public E4education CMS user guide 3 2 4 Page 48 E4education CMS user guide 3 2 4 SECURE GROUPS amp USERS CREATING A USER GROUP To create a secure group click on the Manage Secure Groups icon You will be asked to give the secure group a name and description see below Secure rea Groups add Group EditGroups Copy Users Delete Users Group Reminders Add a New Group Group name Governors Secure GOYECDHOrS Group Group Description Add Group FIGURE 64 CREATING A SECURE GROUP Once you have entered in a name and description for the secure group click on Add Group You will now be able to create a user account for that group EDIT DELETING AN EXISTING SECURE GROUP There may be times when you need to edit or delete a secure group To do this click on the Manage Secure Groups icon Then click on the Edit Groups tab A list of all the current secure groups will be displayed along with the number of user accounts that group has associated to it see belo
73. u will then be able to edit both the gallery name and the description Photo Galleries Existing Galleries Gallery Name Gallery Description Actions Galleries A amp E Trips amp Visits Trips amp Visits Galery A G Pupils Work Gallery Pupils Work Gallery A Ej Edit Photo Album Category FIGURE 47 EDITING AN EXISTING GALLERY NAME AND DESCRIPTION Once the changes have been made click on Edit Gallery to save the changes E4education CMS user guide 3 2 4 Page 37 E4education CMS user guide 3 2 4 DELETING AN EXISTING GALLERY CATEGORY You can delete a gallery category as long as the gallery category doesn t contain any albums and all gallery location links have been removed You will know if you can safely delete the gallery as the icon will be red in colour and clickable If you cannot remove the gallery the icon will be greyed out see below Photo Galleries Existing Galleries Gallery Name Gallery Description Actions Galleries Ax Trips amp Visits Trips amp Visits Gallery A Pupils Work Gallery Pupils Work Gallery 4 i E Delete Photo Album Category FIGURE 48 DELETING A PHOTO GALLERY CATEGORY Select the gallery that you wish to be removed and click on the Delete Category icon You will then be asked if you are sure you wish to remove the category If you are happy for the gallery category to be removed click on Confirm deletion The gallery will now be dele
74. w Secure Area Groups Add Group Edit Groups Copy Users Delete Users Group Reminders The following groups of secure users are currently set up on the site Group name Users Actions Governors 1 edit FIGURE 65 EDITING OR DELETING PREVIOUSLY CREATED SECURE GROUPS If you need to edit the secure group name or description click on the Edit link for the group you wish to amend You will then be able to amend the secure groups name and description Once the changes have been made click on Submit to save the changes To delete a secure group you must ensure that all user accounts associated with the secure group have been deleted see deleting all users from a secure group Once the user accounts have been deleted you will then be able to click on the Delete link for the secure group you wish to delete You will then be asked to confirm the deletion Once the Delete This Group button has been pressed the secure group will be removed E4education CMS user guide 3 2 4 Page 49 E4education CMS user guide 3 2 4 COPY USERS FROM ONE SECURE GROUP TO ANOTHER You can easily copy all of the members from one secure group to another by selecting the Copy Users tab after clicking on the Manage Secure Groups icon You will then be asked to choose the group you wish to copy the users from and the group you want to copy them to see below Secure Area Groups Add Group Edit Groups l Cop
75. y Users Delete Users if Group Reminders Use the following controls to add all the members from one group to another group Membership to the new group will follow any expiry conditions you have set for the target group However if the group is a chargable one the new users will NOT be charged Copy all members inthe Staff Governors Copy Members Parents Staff FIGURE 66 COPYING USER ACCOUNTS FROM ONE SECURE GROUP TO ANOTHER Once you have chosen click on Copy Members to copy the user accounts from one group to another DELETING ALL USERS FROM A SECURE GROUP You can quickly delete all members from a secure group by clicking on the Delete Users tab You will then be asked to choose the group that all members will be deleted from see below Secure Area Groups Add Group Edit Groups Copy Users Y Delete Users I Group Reminders Use the following controls to remove all the members from a group NOTE This operation cannot be undone Governors Delete Members Parents Staff FIGURE 67 DELETEING ALL USERS FROM A SECURE GROUP Once selected click on the Delete Members button All members associated with that group will be deleted E4education CMS user guide 3 2 4 Page 50 E4education CMS user guide 3 2 4 SECURE GROUP EXPIRY REMINDERS When creating a secure user account you can set the account to expire see creating a secure user account You can create an automated email that gets se
76. you don t want to change it Password see eS 8888888 Fe enter Password Personal Details Firstname ede demo Surname account Email Address demot ededucation co Telephone 0645 257 0224 Job Details Job Tithe Website Administrator Department Office Update Account ResetForm FIGURE 6 UPDATING YOUR ACCOUNT DETAILS ONCE LOGGED IN Once you have updated your details click on Update Account to save the changes E4education CMS user guide 3 2 4 Page 10 E4education CMS user CMS ICONS guide 3 2 4 Below are the icons that you will find throughout the Content Management System You may recognise many of the icons shown below The table below shows the icons that you will see in the CMS and in the page editor and a short description of what the icon will do once clicked on When hovering over any of the icons a tool tip will appear underneath telling you what that icon Top Row Icons Bottom Row Icons does View the HTML source code for the page View custom templates that have been created Maximise minimise the page editor Cut text from the page editor Copy text from the page editor Paste text into the editor Perform spell checking on content area Undo last change Redo last change IE Add an anchor point into the text Create edit a hyperlink Remove hyperlink Insert edit a table Insert edit an image Insert flash Insert video Create a new folder
77. zcninentatacapaastunenantietacaeainanedvtadieakunacainatebasuteupentaienvadaeemeatndwocacanabacneretebads 41 STAGE 2 BROWSE SELECT ADDITIONAL PHOTO S cccsssssssssssssssssssssssssssssaaeaaaaeaaaecseeeeeeeeeeeseeeeseeeeeeeeeeeeeeeeeeeeeeeeeeess 41 STAGE 3 ADDING TITLES AND 5 41 STAGES PRE VV ALE 42 SIAGE 4 CHOOSE THE REVIEW 42 STAGE 5 ALBUM SUMMARY amp SEND FOR REVIEW ER LEE Ane 42 EB TING PO ONE A E E A O T O E E eee 42 EDITING ALBUM TITLE DESCRIPTION ALBUM LOCATION sssssssssssssssressresssosressresssoererssseoreessasssooressresssoeresssessseeresssseereesse 42 AMENDING PHOTO TITLES 5 5 43 REFOR DER IN GINA GES EEG T 43

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