Quick Start Guide - Keck School of Medicine

Report
KSOM Sitecore Training
Quick Reference Guide
Prepared exclusively for Swanson Russell and USC
West Monroe Partners
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Table of Contents
 Accessing Sitecore
 Basic Page Editing
 Using the Rich Text Editor
 Uploading and Adding Images
 Adding Events
 Adding News Items
 Searching within Sitecore
 Appendix A: Workflow Process Details
 Appendix B: Using the Workbox
 Appendix C: Image Tools
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2
Accessing Sitecore
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3
Accessing Sitecore

The Sitecore system can be accessed
by visiting the following URLs:



Development Site: http://med-scdev.usc.edu/sitecore
Production Site: http://med-sccms1.usc.edu/sitecore/login
At the login screen, there are various
options that allow access to the two
different methods of editing content.
The two content editing modes are
the Content Editor, and Edit Web
Mode. We will be using the Content
Editor for our training and
encourage you do to the same.
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4
Accessing Sitecore

Below is a list of generic usernames to be used for today’s training. They all have KSOM
Content Approver access and have the same password (“password”)










Testuser1
Testuser2
Testuser3
Testuser4
Testuser5
Testuser6
Testuser7
Testuser8
Testuser9
Testuser10
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5
Basic Page Editing
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6
Creating a New Page



Updating Text
 Any text that is able to be edited can be made
directly to the page.
Adding Pages
 To add a page in Sitecore select the area you
would like to add a page to and right click.
Select Insert  Insert from Template. A menu
will appear where you will be able to select
the type of page you would like to add.
 Next, a pop-up will appear asking you to name
the new page. Enter the name and click ‘OK’.
Adding Metadata
 All pages will have metadata associated with
them. See slides below for details.
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7
Creating a New Page

For MAC users:
 Rather than right-clicking to create a new page, you can add new page from within the
ribbon. Click on the section under which you want to create the page, and under the
Home tab, you will see page options.

You will also see the other menu options in the ribbon that you would see in the rightclick menu:
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8
Changing Page Titles
 The page title that is displayed in the Menus and Navigation throughout the site
comes from the name of the item. To change the name of an item, right click the
item, and select the ‘Rename’ option. Some items cannot be renamed.
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9
Saving and Checking In Items


While you are working, you may Save the work you are doing. You can click the ‘Save’ button
or click CTRL+S.
When you have completed your changes, you must check the page back in. This will allow
other editors to see your changes, but these changes will not appear on the site. To check in
the item, from the Home tab select the Edit drop down. From there you can check in the
item.
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10
Previewing Changes

Changes to content items can be previewed by clicking the Publish tab at the top of the
content editor, then clicking the Preview button. A new browser window will be displayed,
and changes can be previewed before they are published.

Please be sure to close your preview window once you are done viewing your changes as that
window will display all items checked in and may appear that items are being published
without actually being published.
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11
Publishing Items


In order to publish an item, it must go through a workflow process.
The workflow process is in place to ensure that content is appropriately reviewed before being
published onto the live website
There are two workflows in place:




KSOM Content Workflow (used for standard site content and pages)
KSOM News and Events Workflow (used solely for news and event items, and to publish specifically to
the Home Page and Master Calendar)
Each workflow process follows a few basic steps (shown below) and begins when a user wants
to publish content to be displayed on the site
News and Events Workflow Steps
Content Workflow Steps
1
1
2
3
2
3
4
5
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12
Publishing Items

An item is published after it goes through the workflow process and is approved

As a Content Author, you can only submit an item for approval. To do this, select ‘Submit’ from
the Edit drop-down menu
 A Content Approver will be notified via email to review the item
 After a Content Approver approves the item, then it will be published

As a Content Approver, you can submit AND approve your own items, if desired
*For more details on the
workflow process, please see
Workflow Process Overview
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13
Editing Items

Editing Items


Before you begin, please be sure that you disable your pop-up blockers.
Locking and Item


Before an item can be edited, it must be locked. Locking prevents changes from being
overwritten by another user editing content at the same time. Content locking can be turned
off if there are very few content editors.
If the item needs to be locked, then the warning will appear beneath the name of the item. To
lock the item, click the Edit button OR the ‘Lock and Edit’ link on the page. After clicking the
Edit button, the item can be edited.
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14
Rich Text Editor
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15
Rich Text Editor Toolbar
 Some fields provide access to a Rich Text Editor
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16
Rich Text Editor Toolbar
 The toolbar provides many “standard” word processing features
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17
Rich Text Editor Toolbar
 Provides both standard clipboard and “clean” pasting operations
Standard
cut / copy / paste
Paste from Word
Paste from Word Cleaning Fonts and Sizes
Paste Plain Text
Paste as HTML
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18
Rich Text Editor Toolbar
 Supports undo / redo and common formatting options
Standard Formatting
Undo / Redo
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19
Rich Text Editor Toolbar
 Insert special symbols
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20
Rich Text Editor Toolbar
 Various toolbar commands assist with managing links and media
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21
Working With Images
 Right-click to edit image properties (for example, image alignment)
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22
Rich Text Editor Toolbar
 The editor includes a powerful table management wizard
Right click in a table
Set Table Properties
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23
Rich Text Editor Toolbar
 Spell checking and on-line help
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24
Uploading and Adding Images
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25
Upload an Image

There are two methods of uploading images to Sitecore:
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once

2. Upload the image as you are creating or
editing a page
This method is best for adding images “on the
fly” while you are creating/editing a page
The following slides will provide a step-by-step guide to uploading images using both methods
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26
Upload an Image – Media Library


At the very bottom of the tree structure, you will see Media Library
section
Clicking on this will take you to the Media Library, where all images
and files are stored
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
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27
Upload an Image – Media Library

By clicking into the Images folder, you will see all of the images stored
on the site


There are three ways to upload new images:






Within the Images folder, you can create new sub-folders to organize your
images
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
Upload Files
Upload Files (Advanced)
Drag & Drop
Images must be published for them to appear on the site, just like all
content.
The correct sizes (in pixels) for each image type are as follows:
 Banner Image – 644 x 218
 Feature Image – 274 x 72
 More News Image – 65 x 48
For more information regarding image sizes and editing, please
reference the Image Tools appendix on slide 66.
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28
Upload an Image – while editing page


You can also upload images while creating a new page or editing
an existing page
You can do this in two ways:



Banner Image


Select the ‘browse’ button
Rich Text Editor


When adding a banner image to a page
Through the rich text editor
2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
Select the ‘insert Sitecore media’ button
Whichever way you choose, you can upload a new image from the
current screen without having to navigate to the Media Library
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29
Upload an Image – while editing page

By selecting either ‘browse’ or ‘insert Sitecore media’, you will see
the Media Browser screen display
First, navigate to
the ‘Images’
folder
2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
You will see images organized just as
they are in the Media Library. From
here, you can select an existing
image to add to the page.
If you need to upload
a new image for the
page, you can use
either the Upload or
Drag & Drop feature
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30
Upload an Image – while editing page

Upload File (make sure to Publish after you upload)
Simply upload
the file from your
computer as you
normally would

2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
Drag & Drop (make sure to publish after you upload)
Drag the file from your
computer into the folder
view that displays
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31
Upload an Image – while editing page

After you Upload or Drag & Drop, the image will appear within the
tree view as a new image. Select the image and click ‘OK’ to add it
to the page.
2. Upload the image as you
are creating or editing a page
This method is best for adding
images “on the fly” while you
are creating/editing a page
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32
Calendar Events
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33
Add an Event



At the bottom of the tree structure, you will see the Site Content section
Within this section, you will see an Events folder, with all Events within that folder
To create a new Event, right-click the Events folder, and select Insert > Event

In the pop-up window, enter the name of the new event
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34
Add an Event

For MAC users:
 Rather than right-clicking to create a item, you can add new event in the ribbon. Click on
the section under which you want to create the page, and under the Home tab, you will
see event options.

You will also see the other menu options in the ribbon that you would see in the rightclick menu
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35
Add an Event


The new event will be created and you can populate its fields
Note: Events can be either single day or multi-day. If the event is single day, leave the ‘End
Date’ field empty. DO NOT span an event across multiple months. If an event exists across
multiple months (i.e. 5/31-6/2), create two separate event items.
The Title is the name
of the event
Select the start and
end dates using the
calendar menus
Enter the Time of
the event
Enter the Location
of the event
If you need to create an event
that spans over two months,
please create multiple events that
start and end within the same
month
When entering time,
please use one of the
following formats:
•3:00pm – 4:00pm PT
•3:00pm PT
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36
Add an Event


Below the ‘Location’ field, you will see a section to add an Image to the page
Select ‘browse’ to select the image

The Media Browser will appear, and you can select your image.

If the image has not yet been uploaded to the Media Library within Sitecore, you will need to
upload it.
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37
Add an Event




At the bottom of the page, you will see options to tag the Event
This tagging will place the Event on the proper Department and/or Office page
You can tag an Event with multiple departments and/or offices
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
‘Department of Medicine’
All departments
and offices will
be listed here for
you to tag
When you select
an item, you can
add it using the
‘add’ arrow
You can remove
a tag by using
the ‘remove’
arrow
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38
Publish an Event


When you are ready to publish an event, you must use the workflow to do so
Events use the KSOM News and Events Workflow

If you simply want to submit the item to be displayed on an event calendar, you only need to
Submit the item. To do this, select ‘Submit’ from the Edit drop-down menu:

Once the item is submitted, it will be published and displayed on the site.
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39
Publish an Event to the Home Page

If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:

A Site Manager will be notified via email that the item is ready for review.



If the Site Manager approves the event, it will be published on the Home Page and on the Master
Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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40
Publish an Event to the Master Calendar

If you want to submit the item to be displayed on the Master Calendar, you need to select
Request for Master Calendar for the item from the drop-down menu:

A Site Manager will be notified via email that the item is ready for review.



If the Site Manager approves the event, it will be published on the Master Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Master Calendar, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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41
Featured Event


To determine which Event is featured on the home page, click on the ‘KSOM’ item within the
tree structure.
On this page, you will see a dropdown list for Featured Event. This is where you select which
event displays on the home page. You can select from any existing new item.
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42
Featured Event

After you Save and Publish the item through the workflow, it will display on the home page
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43
More Upcoming Events


To determine which Event items are displayed on the home page, you can tag them with
metadata labeled ‘Home’
Within the Event item itself, you will see the ‘Metadata Tagging’ area

From here, you will see the option for ‘Home’. When you select ‘Home’ the Event item will be set to
display on the home page
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44
News Items
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45
Add a News Item




At the bottom of the tree structure, you will see the Site Content section
Within this section, you will see an NewsResearch folder, with all news items within that
folder
To create a new News item, right-click the NewsResearch folder, and select
Insert > News
In the pop-up window, enter the name of the new item
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46
Add a News Item

The new item will be created and you can populate its fields
The Title is the name
of the item
Select the date using
the drop-down menu
Enter the Time of
the item
Add a description
to the item
Add body text
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47
Add a News Item


Below the ‘Body’ field, you will see sections to add an Image to the page
Select ‘browse’ to select the image

The Media Browser will appear, and you can select your image.

If the image has not yet been uploaded to the Media Library within Sitecore, you will need to
upload it.
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48
Add a News Item




At the bottom of the page, you will see options to tag the News item
This tagging will place the item on the proper Department and/or Office page
You can tag a News item with multiple departments and/or offices
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag items with
‘Department of Medicine’
All departments
and offices will
be listed here for
you to tag
When you select
an item, you can
add it using the
‘add’ arrow
You can remove
a tag by using
the ‘remove’
arrow
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49
Publish a News Item


When you are ready to publish a news item, you must use the workflow to do so
News Items use the KSOM News and Events Workflow

If you simply want to submit the item to be displayed on an event calendar, you only need to
Submit the item. To do this, select ‘Submit’ from the Edit drop-down menu:

Once the item is submitted, it will be published and displayed on the site.
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50
Publish a News Item to the Home Page

If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:

A Site Manager will be notified via email that the item is ready for review.



If the Site Manager approves the item, it will be published on the Home Page.
If the Site Manager rejects the item, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an item is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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51
Featured News


To determine which News item is featured on the home page, click on the ‘KSOM’ item within
the tree structure.
On this page, you will see a dropdown list for Featured News Research. This is where you
select which item displays on the home page. You can select from any existing new item.
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52
Featured News

After you Save and Publish the page, it will display on the home page
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53
More News


To determine which News items are displayed on the home page, you can tag them with
metadata labeled ‘Home’
Within the News item itself, you will see the ‘Metadata Tagging’ area

From here, you will see the option for ‘Home’. When you select ‘Home’ the News item will be set to
display on the home page
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54
Search within Sitecore
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55
Search


Within the content editor, you can search to find the information you need
The search bar will appear if you select ‘Search’ within the ‘Navigate’ panel of the toolbar

Within the search box, you can search for a specific word or term. This will search any content
within Sitecore, such as titles, dates, images, and page text.
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56
Search


By selecting a search result, you will be able to view that item within Sitecore, whether a
page, event, image, etc.
To remove the search bar from your view, simply click the ‘X’ at the top of the search panel
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57
Appendix A: Workflow
Process Details
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58
Appendix A: Workflow Process Details

There are four roles that exist within Sitecore that users can have:

The roles are listed below in ascending order, in terms of amount of access
 Content Editor – can add, edit, and delete basic content
 Content Approver – can add, edit, delete, and approve/reject content
 Site Manager – manages all site content and has full access to the content tree
 Admin – manages all site operations and has full access to all Sitecore settings
Content
Editor
Content
Approver
Site
Manager
Admin
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59
Appendix A: Workflow Process Details

The workflow process is in place to ensure that content is appropriately reviewed before being
published onto the live website
There are two workflows in place:




KSOM Content Workflow (used for standard site content and pages)
KSOM News and Events Workflow (used solely for news and event items)
Each workflow process follows a few basic steps (shown below) and begins when a user wants
to publish content to be displayed on the site
News and Events Workflow Steps
Content Workflow Steps
1
1
2
3
2
3
4
5
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60
Appendix A: Content Workflow


The Content workflow is used for pages, callouts, etc. – anything except for news and events
When you are ready to publish an item, use the ‘Edit’ drop down to select Submit


Before you select ‘Submit’ the item will be in a ‘Draft’ state
You can add a comment if you like:
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61
Appendix A: Content Workflow

Next, the item will enter the ‘Awaiting Approval’ stage

From here, it can either be Approved or Rejected by a content approver. If you are a Content
Approver, you can approve the item immediately from the same screen. This will publish the
item on the site.

If it is approved, the item will be published and displayed on the site

If it is rejected, the item will be placed back in the ‘Draft’ state
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62
Appendix A: News & Events Workflow

The News & Events workflow is used strictly for news & events item

You have three options to select to begin the workflow process (before you select a workflow
step, the item will be in a ‘Draft’ state)



Submit (if you want to display the item normally on the site)
Request for Home Page (if you want to add the item to the home page AND the master calendar)
Request for Master Calendar (if you want to add the item to the home page)
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63
Appendix A: News & Events Workflow

Before you select ‘Submit’ the item will be in a ‘Draft’ state

After you select Submit, there is no approval in place – the item will be published.

You can add a comment if you like:
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64
Appendix A: News & Events Workflow

If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:

The item will be sent to a Site Manager for approval.



If the Site Manager approves the event, it will be published on the Home Page and on the Master
Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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65
Appendix A: News & Events Workflow

If you want to submit the item to be displayed on the Master Calendar, you need to select
Request for Master Calendar for the item from the drop-down menu:

The item will be sent to a Site Manager for approval.



If the Site Manager approves the event, it will be published on the Master Calendar.
If the Site Manager rejects the event, it will be placed back in ‘Draft’ state. You will be notified via email.
**NOTE: if an event is rejected after it is requested for the Master Calendar, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.
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Appendix B: Using the Workbox
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67
Appendix B: Using the Workbox



For items to move between workflow states, specific content approvers must review the
submissions and either approve or reject them
The best way to view and manage items that are within a workflow state is through the
Workbox
You can access the Workbox through the content editor or desktop views
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Appendix B: Using the Workbox


From within the workbox, you can view all items within each workflow
Within each workflow, you can view which items are within each workflow state

You can expand/collapse each category to view the specific items within each workflow state
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Appendix B: Using the Workbox


At the top of the page, you can select/deselect which workflow items to view
You can also determine the number of items per page to be displayed
The header
will list the
workflow state
of the items
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Appendix B: Using the Workbox

Within the workbox, you can preview, open, view differences, approve, or reject specific items

You can also Approve or Reject ALL ITEMS within a category, or just the SELECTED ITEMS that
you specifically select. This will make the approval or rejection process quicker.
© 2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
71
Appendix C: Image Tools
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72
Appendix C: Image Tools
© 2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
73
Appendix C: Image Tools
© 2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
74
Appendix C: Image Tools
© 2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
75
Appendix C: Image Tools
© 2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
76

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