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University of Bristol IT Services document its-t4sm-1t. Updated on 10/03/2016

Introduction to T4 Site Manager

(Contributor role)

Practical workbook

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Introduction to T4 Site Manager (its-t4sm-1t)

Introduction

The overall aim of this practical workbook is to enable you to create and modify

content to University standards on the University website using TerminalFour

(T4) Site Manager as a Contributor or Moderator.

It is intended to be used as part of a tutor-led training course, but it can equally

be used for self-paced learning or as a self-help guide.

To download a copy, go to www.bristol.ac.uk/it-services/learning/resources and

in the Keyword box, type the document code given in brackets at the top of this

page.

After working through this document you will be able to:

•

add, modify, preview and manage content within existing sections;

•

add and modify content using Site Manager’s Direct Edit mode;

•

resize and optimise images for using on the web;

•

add images and files to Site Manager’s Media Library;

•

format content (including creating links and inserting images) using the built-in

visual editor TinyMCE.

•

Site Manager training and support on the web

www.bristol.ac.uk/style-guides/web/training/#site-manager

•

University web policies and governance

www.bristol.ac.uk/style-guides/web/policies/

•

University writing house style guide

www.bristol.ac.uk/style-guides/writing/house-style/

TERMINAL FOUR Site Manager is the University of Bristol Web Content

Management System (CMS) for public facing websites. It is a web-based tool for

managing and publishing content on the University website.

It makes it easier than ever for people with no technical knowledge of the web to

edit and publish web content easily and quickly.

None

This document is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 2.0 UK: England & Wales

Licence (http://creativecommons.org/licences/by-nc-sa/2.0/uk/

). Its “original author” is the University of Bristol which

should be acknowledged as such in any derivative work.

Is this guide for

me?

What will I learn?

Where can I find

out more?

Prerequisites

Introduction

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Introduction to T4 Site Manager (its-t4sm-1t)

Contents

Introduction ................................................................................... 2

Getting to know Site Manager ............................................... 5

1.1

Accessing Site Manager ....................................................................... 5

1.2

User rights and roles ............................................................................. 6

1.3

Website structure in Site Manager ........................................................ 7

1.4

The Site Manager interface explained .................................................. 9

1.5

Content approval process ................................................................... 11

Adding content to a Section ............................................... 12

2.1

Methods for adding a new content block to a Section ........................ 12

2.2

Choosing a Content Type ................................................................... 14

2.3

Entering content details ...................................................................... 15

2.4

Previewing content .............................................................................. 17

Modifying content ................................................................ 18

3.1

Methods for modifying existing content............................................... 18

3.2

Modify content, update details screen ................................................ 20

3.3

The Add/Modify content tabs .............................................................. 21

Managing content ................................................................ 24

4.1

Deleting content .................................................................................. 24

4.2

Moving, duplicating and mirroring content .......................................... 26

4.3

Viewing content history and comparing versions ................................ 28

4.4

Bookmarking content .......................................................................... 30

Using Direct Edit to add and modify content .................... 32

5.1

Accessing Direct Edit .......................................................................... 32

5.2

The Direct Edit interface ..................................................................... 33

5.3

Adding content in Direct Edit ............................................................... 34

5.4

Modifying and deleting content in Direct Edit ...................................... 35

5.5

Viewing content history in Direct Edit .................................................. 36

5.6

Navigating the site structure in Direct Edit .......................................... 37

Adding media to the Media Library .................................... 38

6.1

Introducing the Media Library ............................................................. 38

6.2

Accessing your site’s Media Library

.................................................... 39

6.3

Uploading files to the Media Library .................................................... 40

6.4

Working with images on the web ........................................................ 41

6.5

Deleting media from the Media Library ............................................... 43

6.6

Assigning media to other categories ................................................... 44

Editing and formatting text in TinyMCE ............................. 48

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Introduction to T4 Site Manager (its-t4sm-1t)

7.1

Before you start ................................................................................... 48

7.2

Structuring text: paragraphs, headings and lists ................................. 50

7.3

Creating links ...................................................................................... 51

7.4

Adding and positioning images ........................................................... 54

7.5

Creating data tables ............................................................................ 58

Appendix A ........................................................................... 63

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Introduction to T4 Site Manager (its-t4sm-1t)

Getting to know Site Manager

Objectives

In this task you will:

•

learn how to access Site Manager;

•

learn to navigate around the Site Manager interface;

•

gain an understanding of website structure in Site Manager

•

gain an understanding of user rights and roles;

•

gain an understanding of the Site Manager workflow

Comments

The URL to login to Site Manager is t4cms.bris.ac.uk.

1.1 Accessing Site Manager

Site Manager can be accessed on any computer within the University network or

outside. No special software is required.

1. Open your preferred web browser and go to t4cms.bris.ac.uk. This takes

you to the Site Manager logging screen (Figure 1):

Figure 1: Site Manager UoB login screen

As a University web publisher it is your responsibility to ensure that the

information you provide on your website is up-to-date, professional and

accessible. Also, it must comply with current Data Protection, Freedom of

m of

Information and copyright legislation, and with the University's web

s web

accessibility policy.

For further information on your responsibilities as a web publisher, please

refer to www.bristol.ac.uk/style-guides/web/policies/.

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Introduction to T4 Site Manager (its-t4sm-1t)

2. To access a University website click on Sign in with SSO button in the

Single Sign-On option at the top, and enter your UoB username and

password when prompted

1.2 User rights and roles

In Site Manager, users can only be given one of 4 publishing roles: Contributor,

Moderator, Power User and Administrator (Figure 2).

Figure 2: User rights and roles in Site Manager

As a University website maintainer, you will have one of two roles: Contributor

or Moderator.

As a Contributor you can add content and modify this content within existing

sections (i.e. web pages). Crucially a Contributor cannot build the site structure

(i.e. create new sections); this can only be done by a Moderator.

When using this document on a training course, you will be allocated a

training site, username and password.

Make a note of the training site and login details provided by the

the

tutor:

Username : tra___-cont (e.g. tra01-cont)

cont)

Password : __________________

1. Open t4cms.bris.ac.uk in a browser.

er.

2. Enter the above details in the Non-University of Bristol sign-on

box and click on the Login button.

Introduction to T4 Site Manager (its-t4sm-1t)

Summary of what you can and cannot do as a Contributor:

… you can

…

you cannot

•

add / modify / delete content within

existing sections (i.e. web pages)

•

preview sections (and therefore their

content)

•

access the Media Library to find

images, PDFs, etc to link to

•

add images and other files to the

Media Library

•

add / modify / delete sections (i.e.

web pages)

•

approve content that you create

•

manage the links in the left

navigation menu

•

create sub-categories in the

Media Library

1.3 Website structure in Site Manager

Sections and web pages

In Site Manager, you build your website’s structure by creating a hierarchy of

‘sections’ (see

Figure 3) which you can expand or collapse.

The best way to think of a Section is as a folder AND a web page all in one. It is

a folder because it can contain other sections (sub-sections), AND a web page

because it displays content (i.e. text and images) within it as a single page.

Figure 3: Sample website structure in Site Manager.

Content blocks and Content Types

A typical Section (i.e. web page) consists of a content area and a Page Layout

(i.e. a template that defines the styling and formatting of the header, footer and

left navigation menu) that wraps around it (Figures 3 and 4).

The section entitled site properties is a special section. It contains

properties associated with the website (e.g. the banner title, feedback

email, style sheets, etc.) which cannot be edited by Contributors and

should only be edited with caution by Moderators.

Introduction to T4 Site Manager (its-t4sm-1t)

Figure 4

–

Sample page built using a single content block

Figure 5

–

The same sample page built using two content blocks

Web pages are formed by adding to the content area one or more content

blocks using the Content Types available to you. For example, figures 3 and 4

above show the same page created using a single content block and using

two content blocks.

A Content Type defines the elements (i.e. input fields) that make up the content

block and how it will be displayed on the page. For example you can have a

Content Type for general content, a different one for news articles and another

one to create an image slideshow.

Introduction to T4 Site Manager (its-t4sm-1t)

Standard web pages (i.e. pages requiring a simple layout and consisting mostly

of linear text and possibly a few images) typically consist of a single content

block using the default Content Type (named Content block).

However breaking down a page into separate content blocks gives you more

flexibility for 2 reasons:

•

It enables you to mirror (i.e. clone) part of the page on another page.

•

It enables you to apply different Content Types to different blocks,

which makes it easier to create pages with more complex layouts.

1.4 The Site Manager interface explained

Once logged in you are presented with the Site Manager screen (Figure 6)

which defaults to the Show site structure screen, where you see the site(s) you

can edit.

Figure 6: Site Manager Contributor interface

A. Top menu

–

The most useful option here is the Site Structure icon which,

when clicked, reloads the default Show site structure screen. It is always

safe to click on it whenever you feel lost.

You can also change the text size, see your user profile (by clicking on your

username), search the content of your site and log out. You may ignore the

Dashboard and Content Language options.

B. Menu toolbar

–

As a Contributor you only have access to the Content and

Help drop-down menus. Moderators will also see Rights & Roles in

between, however because of the way users are managed at the University,

this menu is of no use.

Figure 7: Content and Help menus options

Introduction to T4 Site Manager (its-t4sm-1t)

Pointing the mouse cursor over these menus displays the options available

(Figure 7). Note that the Approve Content option is only available to

Moderators.

C. Current screen title

–

Shows your current action (e.g. Modify Content;

Add Content; etc.). Show site structure is the first screen you see after

logging in; you can always come back to this screen by clicking the Site

Structure icon in the top menu.

D. Path

–

shows the path to the current location within the site structure.

E. Site structure

–

Displays the top level (root) section to which you have been

granted access as a Contributor, and any sub-section(s) within it. You can

use the / signs to expand / collapse sections that contain sub-sections.

This forms a hierarchical structure consisting of many levels.

F. Section drop-down menu

–

Pointing the mouse cursor to the down arrow

opposite the section you want to modify reveals options to add/modify/delete

content within that section, as well as preview and bookmark it.

Moderators also see section options.

Figure 8: Contributor and Moderator Section drop-down menus

G. Content status columns

–

The traffic lights indicate the status of content

blocks within sections:

•

Green: content that has been approved for publication.

•

Amber: content pending approval or draft.

•

Red: deleted content currently within the recycle bin waiting to be

removed after 30 days.

Digits indicate the number of content blocks within sections.

H. Toggle columns

–

Click to show / hide the content status columns.

I. Widget

–

The Bookmarks panel enables you to create shortcuts to sections

you edit frequently. The Approval List is only available to Moderators and

displays the 10 most recent items submitted for approval.

J. Bottom menu

–

This menu offers the same options as the top menu (see A)

plus the option to bookmark the current screen (it will be listed in the

Bookmarks widget).

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