April 2010 Archives

Spring Cleaning

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Spring Cleaning!

Aaaah Spring! The weather is getting warmer, the flowers are starting to bloom, allergy sufferers are starting to sneeze, and it means it's time to clean. So what does this mean in the land of Collage? It’s time to clean there, too.

As I’m sure most of you are aware, we are in the process of switching from one Content Management System (CMS) – Collage -- to a new CMS called Tridion. Part of that process will be to move all of the content from one system to the other, which is, needless to say, a Herculean undertaking. Therefore, we don’t want any old, outdated or no-longer-needed content on the current site nor moved to the new one – which is where spring cleaning and you come in.

1. Up first: deleting old tasks. Do you have an old task sitting in your inbox in Collage that you can’t figure out how to get rid of? Try out this blog entry, and if that doesn’t work please e-mail webcontent or call the Web Content Hotline: 978-934-3875 for help.

2. Don’t be afraid to delete and re-create, especially when it comes to content or pictures. If there are multiple files of one or the other, or something that is clearly old, feel free to delete them. Some departments also have “Old Content” folders or something along those lines. These are prime candidates to get the boot.

3. How do you delete something? It’s simple! Please just create a task, add all the files you wish to be deleted, and send it along and we’ll delete them for you. If you're fuzzy on how to create a task, then please follow the steps in this blog entry.

Make sure to tell us in the Task Notification that you want these files deleted. Keep in mind there are two kinds of deleting: off the live site (but still alive in Collage) and deleted completely. Deleted content still comes up on Google and other search engines, unless we delete it completely from the server. If you think you might need a file in the future we can remove it from the live site, but it will still exist in Collage (and later Tridion).

If you want to delete it completely from the server, please send an e-mail to: webcontent@uml.edu with the department name, folder name, and the asset name or list of asset names (pages). We will then have them deleted.

4. One last thing: we, like you, are excited about the arrival of Tridion, the new CMS. However, training for it is still months away. So right now all of us should continue to be focused on Collage. If you know someone who hasn't been trained in Collage, please urge them to get training. The training will provide a basis for understanding how to use a CMS, provide greater familiarity with the information on the website and make the transition to Tridion that much easier. Please remind those in your Departments, etc., to review their sites and bring information up to date as soon as possible – making the transition from one CMS to another that much smoother and making it less likely that important information will either be left behind, or old information will be carried over to the new CMS. To sign up for Collage Training please email us.




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As the old saying goes, life isn't just black and white; there are shades of grey. Well in Collage there are more than just shades of grey, but shades of color that can be used in various places, including in a table. Here are some easy steps on how to spice up the tables on your pages with a little splash of color!


1. Sign into Collage and create a new task. If you are fuzzy on how to do this then please follow the steps in this blog entry.

2. Once you've created the task, go into your Collage Inbox by selecting Home and Inbox. Then select the task you've just created and click on the blue name of it to open the task -  listed under task name, under Current Tasks and Notifications.

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3. Open the page you want to edit. If you did not already add the page to this task you’ll need to do so now.  If you need help with this try this blog entry.


4. Once you’ve added any pages you wish to edit, click on overview and then select the file you wish to edit from the Assets box by clicking on the file name highlighted in blue.

click_overview.jpg



edit_file.jpg


5. Inside the page you’ve selected to edit, click on the line inside the table you want to change the color of and click on table. In this example, it’s the Arts & Ideas events calendar.

color1.jpg


6. Select Edit table or cell settings – I prefer just to go straight to cell settings as it saves a step. If you want to edit the background color for the entire table click on edit table, other wise select cell settings to change the color of each cell (line). For changing a specific cell skip down to #9.

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6a. A pop-up window will open for editing the table. Notice the color listed in Background.

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7. Click on the square with "" in it:

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8. Select the color you want and hit o.k.

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9. Not sure which shade the color is? Then you might want to consider editing the table via the Cell Settings. Go into a row that has the color you want to change another row to and follow the same directions as above with clicking on table. Instead of selecting Edit Table, select Cell Settings.

color6.jpg


9a. In the pop-up window, notice the letter code listed in Background.

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10. You can then copy and paste that letter code into the same space on another cell to produce the same color – rather than going through the process and picking the color from the color palette as we did above.

Just highlight the code with your mouse, copy it. Then select the cell (row/line etc.) that you want to change color and follow steps 9 and 9a again.

10a. Except this time the Background in the Cell Attributes window should be empty. Paste the letter code in there and hit o.k.

color9.jpg


11. Now make any other edits or changes you need to make to the page and mark the task done - sending it down the line for approval. There are two ways to mark your part of the task done - see the images below:


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done2.jpg

The END.



Do you Google? How about Yahoo!? Perhaps your thing is Bing? These names of internet search engines have become common place in today's world. Did you know we have a UMass Lowell search engine too? Look on the homepage under Search UMass Lowell. Well the engine that drives our search engine is called Metadata. So whether you're wondering 'Where's Waldo?' or 'where are directions to M2D2?' the metadata is what enables the search to find what you're looking for, among other things. 


I’m going to cover adding metadata in three different types of files: a regular page, a news story and a faculty-staff bio. Metadata is required in every new page you create, and should be added to any pages with which you are responsible for editing. It is easiest to work on your metadata after making all of your edits to whatever page (asset) you're working on.

I’m going to assume you already know how to create a new task, open it and then click on a file to edit it. If not please go to this blog entry – and follow steps 5 through 14.


Adding Metadata to a regular web page.


1. Inside your new task click on the page you wish to edit (and add the metadata) by clicking on the highlighted blue file name – in this example it’s the default page for SLICE.

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2. Your typical edit window will open (please keep in mind it may look a little different than mine). Click on the Metadata tab two spots to the right of Save.

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3. A pop-up window will open. Some of these fields may be already filled out when you created the new page (sometimes the Name and Description). If not then please fill out these fields.
metadata-pop-up.jpg

4. Leave the Start date and Expiration date blank unless you wish for the page to go up at a certain time and come down – this is usually used on things like job postings or calendar events. If you do wish to do this – select the appropriate date from the drop down menu.

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5. Please ignore the Flash banner and index file drop down menu.

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6. Select your department from the drop-down menu. If your department is not listed here – please e-mail webcontent@uml.edu and request that it be added.
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7. Type in your Browser Title – this is what you want the top of the webpage to say on the live website.

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8. Type in your keywords separated by commas. Think like a person searching for this page or your department. Type in any word that you might consider typing into a search engine to find your page or department. For example, you can type in several variations on even UMass Lowell, University of Massachusetts Lowell, UML, etc.

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9. When you’re done hit o.k. You’ll get a window that says Metadata applied – again hit o.k.
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10. Now finish any edits you need to the page, mark it done and send it along for approval.
 
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Adding Metadata to a News Box Story.


Many departments have news boxes on their sites. To learn more about that – please read this blog entry: http://blog.uml.edu/cms/2010/02/updating-stories-in-a-news-box.html.

1.    The metadata box for a news-box story is similar to that of a regular page. Once you’ve finished editing your story and have saved it, click on the Metadata tab (similar to step #2 above).

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2.    A pop-up window will open. Some of these fields may be already filled out when you created the new page (sometimes the Name and Description). If not then please fill out these fields.
news-metadata-name.jpg

3.    Leave the Start date and Expiration date blank unless you want the page to go up at a certain time and come down (this is usually used on things like job postings or calendar events). If you do wish to do this – select the appropriate date from the drop-down menu.
start-date-news.jpg

4.    Type in your Browser Title – this is what you want the top of the web page to say on the live website.
browser-title-news.jpg

5.    Select your department from the department list. You can scroll down using your mouse, or use the up and down arrow keys on your keyboard. If your department is not listed here, please e-mail webcontent@uml.edu and request that it be added.
dept.list-news.jpg


6.    Type in your keywords separated by commas. Think like a person searching for this page or your department. Type in any word that you might consider typing into a search engine to find this. For example, you can type in several variations on UMass Lowell, University of Massachusetts Lowell, UML, etc.
keywords-news.jpg


7.    Select your department from the drop-down menu. Again, if your department is not listed on this list – please e-mail webcontent@uml.edu and request that it be added.
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8. Please ignore the Data Published and HomePage fields.
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9. When you’re done hit o.k. You’ll get a window that says Metadata applied – again hit o.k.
hit-ok-news.jpg


hit-ok-news2.jpg

10. Now finish any edits you need to the page, mark it done and send it along for approval.
 
mark_done1.jpg


Adding Metadata to a Faculty/Staff Bio
Does your Department have standard Faculty/Staff bios set up? If so then here’s how to add the metadata to those files. Please keep in mind these types of files can be very slow to load – even for us – so please be patient.

1.    The metadata for a Faculty/Staff bio is also similar to that of a regular page. Once you’ve finished editing your story and have saved it again click on the Metadata tab (similar to step #2 above.)
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2.    If you’ve ever created a new faculty/staff bio, then you’ve probably seen this already – because the person’s Lastname is required before the new bio can be marked as done. (Notice how the red exclamation point becomes a green check mark after a name is added).


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3.    As before, the name and description may have already been added when this file was created – if not then please add that information now.
bio-name.jpg

4.    Leave the Start date and Expiration date blank unless you wish for the page to go up at a certain time and come down – this is usually used on things like job postings or calendar events. If you do wish to do this – select the appropriate date from the drop down menu.
bio-start-date.jpg

5.    Type in your Browser Title – this is what you want the top of the web page to say on the live website.

bio-browser-title.jpg

6.    Type in your keywords separated by commas. Think like a person searching for this page or your department. Type in any word that you might consider typing into a search engine to find this. For example, you can type in several variations on even UMass Lowell, University of Massachusetts Lowell, UML, etc.

bio-keywords.jpg


7.    Select your department from the drop-down menu. If your department is not listed here – please email webcontent@uml.edu and request that it be added.
bio-dept-menu.jpg


8.    Last but not least select the Display order. This is the order that all of the bios will be displayed in. So for example, if you want your Department Chair to be first – make sure that number is lower than everyone’s in the metadata on their bios. Otherwise they default to an alphabetical listing.
bio-display-order.jpg


9.    When you’re done hit o.k. You’ll get a window that says Metadata applied – again hit o.k.
bio-hit-ok.jpg


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10.  Now finish any more edits you need to make to the page, mark it done and send it along for approval.


mark_done1.jpg


Voila! You're done.

About this Archive

This page is an archive of entries from April 2010 listed from newest to oldest.

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