October 2010 Archives

One Small Step: Selecting A Template For Success In Collage!



Any journey has to begin with a single step. Just as Neil Armstrong’s walk on the moon began with “One small step…” so does your journey through Collage begin with the small step of selecting a template when you create a new task.

O.K. I know that sounds really cheesy, but it is true. Selecting a template when you create a new task is an often overlooked step in the process, and by not doing so it can leave you with a bunch of problems. Below you’ll see why selecting your department’s template is the first step in a “template for success” for using Collage.

1.    Sign In to Collage.
2.    Once you sign in you *should* be in your Inbox under Home. If not, click on the arrow and select Inbox.


3.Click on New to create a new task from your Inbox.

4.    A New Task pop up window will open.

5.  Select the Template for your department from the drop down menu. This is very important – selecting the wrong template or not selecting one at all can cause problems with your task – as you’re about to see.


5a. If you go past selecting a template you probably just hit next from this step of the creation of your new task.  


6. You can type the first letter of your department to jump to that part of the alphabet, or use the arrow to scroll down through the entire list.


  7.    Make sure to name the task something specific about what you plan to edit or do in the task. Notice: the red exclamation point indicates that this is required and you can not continue without naming the task.  Once you name the task the exclamation point will become a green check mark. Then add a description with more information about the edits, etc., you plan to make.

The more information you provide, the faster we can review and approve the content, and the faster it will go live. You can read more in the help us help you blog entry.

Once you’re done click next.


8. Finish creating the task. You can add or remove editors and pages (assets) by clicking on next and following the directions; or you can just finish the creation of the new task by clicking on “Finish.” 

8a. If you need to add or remove users from the Edit or other states of the task – please review the removing or adding users blog entry.

8b. If you need help adding a new page (asset) to a task read the uploading a new document blog entry.

9. If you created the task correctly and selected a template this is what you should see inside your task. (Note: after completing creation of your new task – you still have to open it from inside your InBox by clicking on the task name.)

9a. Notice that there is a task template listed and the current state is listed as “Edit.”


10. If you forget to select a template you should see something like this:

10a. Notice that instead of a template name you see *** Select the Template for Your Department *** and that rather than being in the edit state this task is in “Request”.


11. If this is the case you need to discard (delete) the task. Help with discarding the task can be found in the discarding a task blog entry.

If you have trouble discarding the task please call us for help either by e-mailing webcontent@uml.edu or by calling the Web Content Hot-line at 978-934-3875.

Also: if you are not listed on the template you selected, or you noticed there are people listed on it who no longer work in your department, – please alert us by e-mailing webcontent@uml.edu or by calling the Web Content Hot-line at 978-934-3875.


Your Seal of Approval! How To Do A Department Approve.



In some Colleges, departments etc. there is a step in the Collage editing process called "Department Approve". This means that once an editor finishes making his or her edits and marks it done that it still needs department approval before coming to the web content team for final approval and publishing.

Note: this step is not in all templates in Collage. Some go straight from edit to approve with no department approval in between. If you need this step added or removed please contact the Web Content team at 978-934-3975 or webcontent@uml.edu.

Users from these steps can be removed when you create a task by following the directions in the Removing or Adding Users (Editors) In A New Task blog entry.

However if it is you that is the designated department approver – here’s how to check the task and either mark it approved or send it back for edits. Here is how:

  1. Sign Into Collage.
  2. Once you sign in you *should* be in your Inbox under Home. If not, click on the arrow and select Inbox.


3. In your inbox you should see a list of tasks that you either created and are editing or that need your approval. You can differentiate that by the “State Name.” Yours should say “Department Approve.”

4. To open a particular task just click on the highlighted blue task name.

5. This will take you inside a task.
Once you open it you should see something like this listed under Department Approve.


6. Once inside the task, click on the preview box and a window will pop up with what the edited page will look like “live.” Just check it over.



7. If everything looks fine and meets your approval then close the pop-up and mark the task done, along with a brief comment saying you approved it and hit o.k.

If it does not meet your approval skip ahead to step #10.

8. You can either click on the little arrow to the right of the task name and then select done from the drop down menu or click on the Done button in the top menu. (However, as you can see, the second option was “grayed out” for me – so you may have to mark it done the first way).




9. Once you mark it done it will transition from Department Approve to Approve.

10. If the task doesn’t meet your approval and needs further edits then you should reject it and send it back to the editor with what needs to be fixed and hit o.k. You can tell them what is wrong and needs to be fixed in the message window as you reject the task.

11. You do this in a similar fashion to marking it done – except you pick “reject” instead.



12. This will then transition the task back to edit, in which case the editor (in this example syuhas) would make the corrections and then mark it done and send it back to you for Department Approval, and this process would start all over again.

The End.

About this Archive

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

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