Getting to Know the CMS
All new users of Wheelock's Content Management System (CMS) are required to have an initial training session. The session lasts about 40 minutes and is usually conducted in the Marketing offices. To request access to the CMS/training, please send an email to email@example.com. If you have any questions at all about using the CMS, feel free to contact the Marketing staff. Our goal is to make your experience with the CMS as easy as possible.
Please include in the email:
- Your name
- Your department
- The web pages or section of the website to which you would like access
To log into the CMS:
- Open your web browser and type in: http://wc-web-1/wheelock
- A window will open, asking for your username and password.
- Your Username is your email address before the @ sign (i.e. if your email is firstname.lastname@example.org, then mgendron is your username).
- Your Password is the same as the password you use to log into your Wheelock computer.
- To keep the site secure, please do not check the "Remember my password" box if other people use your computer.
- Then click the "login" button or hit enter and the system will log you in.
IMPORTANT: You can only log into the CMS from a Wheelock computer located on our campus. You cannot access the CMS remotely from your home unless you have already acquired permission from the Information Technology Department for a VPN connection. If you are on a Wheelock computer and are having trouble logging in, please contact the Marketing Department and we will help you.
When you log into the CMS for the first time, you will see this page :
This is the Dashboard/Content Store, which is the CMS Home Page. Here you can find tools for creating pages, see the pages you're in the process of working on, and see who else is working in the CMS.
The Site Tree: This is the map of the pages in the Wheelock website. The pages that appear in bold black are ones that you have permission to edit. If a page is greyed out, you have read-only access and are not able to make any changes. In the image below, you can see the Admissions portion of the Site Tree and how it corresponds to the live website pages.
- All the pages in the site have two names:
- The typed-out name that you see listed in the Site Tree, which becomes part of the page's URL when it's published.
- An xID number. To view a page's xID, hover over the page name in the Site Tree and the number will pop up (for ex., the Wheelock homepage is x4573). xIDs are unique to each page: no two pages can have the same xID number and the number stays with the page even if the page is later moved to a new location in the site tree. Knowing how to find out a page's xID is important when creating links within the site. If you link to the page's URL, the link will break if the page is ever moved in the site tree or if its name is ever changed. But the xID will never change. If you need to contact the Marketing Department for help with a CMS page, please include the page's xID number in your email.
At the upper right of the CMS, you will see several links, including:
- A Sign Out button for when you are ready to end your session.
- The Go To box, a search box that allows you to go directly to any page by typing in its xID number. You can also type in a page name (such as Passion for Action) and the box will list every CMS page with those words in the title.
- Blue Arrows on the top right, which allow you to navigate back to a page you were on previously.
Just below those links and across the top of the CMS are a series of tool buttons, pictured below.
From left to right, the tool buttons are:
- The Content Store/Dashboard: Allows you to return to the CMS Home Page.
- New: Allows you to create new Pages, Widgets, and Folders.
- Save: Saves your work on a particular page. Although the CMS does save edits when you move from the "Edit Form" tab to "Page View," it's a good idea to hit the save button occasionally while editing to ensure you don't lose any of your work.
- Check In/Check Out: Indicates whether a page is being edited by a user (checked out) or published/ready for publish (checked in).
- Rename: Allows you to rename a page.
- Assign to: If you have permission, allows you to assign a page to another user.
- Advance in Workflow: Click this to Revise/Edit a page or to submit it for Approval/Publishing.
- Spellcheck: Please run a spellcheck on every page you edit before you submit it for Approval.
- Refresh: Click this to see any updates you've made the the Site Tree or a particular page. (Save your edits first)
- Preview: Allows you to see your page as it will appear on the live website. You can also preview your page using the Page View tab on the page itself.
- Publish Site: Allows Administrators to publish the full website.
- Assets: Provides access to all folders containing images and documents that have been uploaded to the CMS. You can also use this to upload documents/images, although it is usually easier to add assets from within the text on an individual page.
Before you begin building or editing pages, it is helpful to understand the framework within you will be creating content. Within the CMS you will have access to a pre-determined section or set of pages. Other people who have access to these pages may include other people within your own department and approvers-Marketing personnel who will review and publish your pages.
Pages are the basic building blocks of a website. When you create content, you will create it by building or editing individual pages. A singular page can contain a number of elements. The pages you create or edit will contain text, links, and often photos. There are two types of pages, called Schemas, that you will typically build: Detail and Event Detail. "Detail" is a general term for a lower-level page that has more text than a high-level page (such as the main Academics page). Event Detail pages are used to add events to the website calendar.
Each page type has a corresponding template that contains all of the information fields necessary for building that type of page, such as the title that will appear at the top and the body copy. The template contains a pre-constructed design.
You can change the look of the page by formatting text or adding photos, but you cannot rearrange the elements on the page. In addition, fonts and font sizes are pre-set.
Typically located on the right-side of a page, components allow you to highlight or organize information on the page in a way that goes beyond formatting text. Components are useful for bits of information that you will use on multiple pages, such as Contact information. You only have to build a component once, but can apply it to multiple pages The most common components are callout boxes and button groups.
Workflow is a sequence of actions that move an individual page from the dormant stage to the editing stage to its final, published state on the website. If you need to edit an existing page, your first step is to find the page you want to edit in the site tree. Initially, the editing screen is gray because you haven't yet advanced the page in workflow to the "Revise" stage.
TIP: You cannot advance a page in workflow if it is not assigned to you. If a page is assigned to "Authors," then click the "Assign to Me" button. If it is assigned to another user, contact Marketing to request access to the page (please include the page's xID number in your email).
Most CMS users do not have permission to publish pages directly. Instead, they will submit them for approval to the Marketing Department. The role of the approver is to make sure the content fits Wheelock's style guide and to make the final publishing step. Spelling, grammar, and content are the responsibility of the individual CMS users. After the approver publishes the page, the content will appear on the website. If you have any questions or problems as you work with the CMS, please contact the Marketing Department. We want your experience with the CMS to be as easy and pleasant as possible.