Entries tagged with “Collage” from CMS

Dealing With Rejection! What does it mean when your task is rejected?

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It’s not you it’s me. I just want to be friends. Thankfully you won’t have to worry about these dating-rejection clichés when it comes to Collage. (You won’t have to worry about a River Hawks Goalie rejecting your shot or task either).

Sometimes when you mark your task done and send it for approval it will be “rejected” for (whatever) various reasons and sent back to you. There are two ways to tell if your task has been rejected.

1. You’ll notice once you mark a task done the “State Name” changes from “edit” to “approve” on your Inbox and it will move from “Current Tasks and Notifications” to “Other Notifications”.

 
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2. When a task is rejected it will appear back under “Current Tasks and Notifications” in your Collage inbox and will be back listed in “Edit” under “state name”.

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Another thing to look for that is very important is what the message says under the task name when it is rejected – this will tell you - that (a.) it was rejected and (b.) why it was rejected – and what you need to fix before marking it done again and sending it back for approval. It’ll show who sent it back to you, as well.

 
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You can also read these messages inside the task, and see that the task is in the “Edit” state.

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It is important to read why the task was rejected and make the necessary changes before marking it done – that way your task isn’t rejected for a second time. In many cases the Web Content Team may just make changes and fixes to your pages rather than rejecting them, but in some cases they must be sent back to you. One way to avoid this is to make a Collage checklist of things to look for before marking your task done, outlined in this blog entry: Naughty or Nice - Making A Collage List and Checking It Twice.

If you don’t understand why your task was rejected, need further clarification or just need some help completing it as always we are here to help. You can contact the Web Content Team via e-mail: webcontent@uml.edu or by calling our hot-line: 978-934-3875 and we’ll do our best to help you.

You can also check the CMS Blog for help doing certain jobs: http://blog.uml.edu/cms/
There’s a written archive of all of the entries if you’d rather look at them this way than by searching: http://blog.uml.edu/cms/archives.html


THE END.

Picture Perfect!
Creating A Photo Gallery For Your Website.


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As the old saying goes, “A picture is worth a thousand words.” Whether those words and pictures are a masterpiece, like the "Mona Lisa" or "Starry Night" or something else, like Dogs Playing Poker"; this is very true no matter what collage, department or program they are for. Pictures can spruce up  your website and help it stand out from the rest. 

So you’ve got some great photos you want to add to your website – now what? That depends – on how many you have, and where you want them to go.

The University’s policy on photos can be found in the web policies section of our website, as well as in the Style Guide. We also have three detailed blog entries explaining everything you wanted to know about photos and Collage.

Please keep these points in mind:
  • Adding pictures and graphics to your website is encouraged. Clip art, while good for blogs and other informal communications, is not allowed on web pages.
  • Only three pictures are allowed per page (with some rare exceptions). This is because the more photos on a page, the longer it takes to load, and it has been determined that three photos is the optimal amount for a quick load.

  • If you have more than three photos you’d like to include, an on-line gallery can be created. Please contact a member of the Web Content Team via e-mail or by phone at 978-934-3875 to set up a photo gallery.

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    • Photos can be hand-delivered on a CD, disk, flash drive, etc., to the Public Affairs Office in Cumnock C-7. You can also upload and send them to us via the Dropbox.
    • Please include a Word document (or some sort of text file) with captions for as many images as possible. Also include information about the event the pictures are from (to be used for the title of the Photo Album), the date they were taken, and other pertinent information.
    • Please also include a name and address for return on the photos after they are uploaded.

Once your photos are uploaded to the Gallery, the photo album can be linked to from your website. We have a blog entry on help creating a link if you need it.


THE END

Naughty or Nice? Making A Collage List & Checking It Twice!
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O.K. I know it’s only September and far too early to think about the winter holidays – so please excuse my holiday song reference. That said, today we’re making our Collage list and checking it twice; we’re gonna find out which tasks are naughty or nice!

The last thing you should do before marking a task done is to preview it and make sure it looks the way you want it to. We covered how to preview your page in Collage that in an earlier blog entry.


Here is a list of things to check before, during and after previewing in order to ensure a faster approval and publish (Nice!) and to lessen the likelihood that your task will be rejected and sent back to you for more edits (Naughty!).

Collage Checklist

  1. Microsoft Word is a no no.
Make sure nothing was pasted in from Microsoft Word, and no code from Word remains. If your text looks funny when you preview (wrong font, size color etc.) then chances are it’s a word issue. Unfortunately Word and similar programs "don't play nice" with collage and can cause a variety of errors and problems. Please type text directly into Collage or copy and paste first into either Notepad or WordPad and then copy and paste into Collage. This blog entry explains what do with Microsoft Word & Collage.

2.    Make sure all of your links work.
In Preview, click on the links and make sure they go where they’re supposed to. If you’re not sure if the links should open in a new or the current window or need other help with how to create a link, check out our blog entry on Internal vs. External Links.  This is also explained in the University’s style guide.

3.    Make sure all of your assets are checked in.
Collage is set up so that two people can not edit the same page at the same time. When you click on a page (asset) to edit it – Collage “checks it out” – think of it like a book at the library – no one else can check out the same book until you check it back in. It’s the same in Collage. If you see a padlock next to your name in the overview of your task – it means it’s checked out.

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We can’t approve a task until you have all of your assets checked in. There’s a blog entry on how to check in your locked assets as well.

4.    Make sure everything LOOKS right.
It sounds simpler than it is, but bear with me. Check to make sure the font sizes are the way you want them, the images are where you want them, and spelling and grammar etc. are all correct.

5.    Make sure the template isn’t broken.
The what you say? The template. If when you preview it looks like this with a big huge gap between the logo and header – then the template is broken.

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It instead should look like this (notice there's no big blue space):

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This can happen because of too much use of italics or if any image you added is too big. Everything you wanted to know about images and Collage is detailed in a blog entry.


6. Last but not least make sure you’ve added all of your Metadata.
Metadata is (among other things) what enables you to search the web to find what you’re looking for. If your page is missing metadata it won’t come up on search engines like Google and Yahoo and more and there could be other side effects. For example, metadata can be important when creating a new faculty or staff bio; or in news stories you need to have a Department selected in the metadata in order to know where to feed to.
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Have you never heard of Metadata before now? The "secrets" of using Metadata are "unlocked" in another blog entry.



Once you’ve checked off all of your items, previewed the page (s) and are satisfied that everything looks good, 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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THE END.
 






Up, Up and Away! How to upload a PDF in Collage!

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Recently many people have approached the Web Content Office about problems they’re having Uploading PDFs into Collage. The good news is you don’t have to be a superhero to upload a PDF or other document or image. Just follow these simple steps and you’ll be able to do it faster than a speeding locomotive.

We also have blog entries on how to upload documents in a task, how to upload images and how to replace one PDF with another.

Please note: Firefox does not work correctly with Collage when uploading documents, images and more.  It will let you go through all the steps but nothing will appear in your folder. Please use Internet Explorer for uploading in Collage.

1. The first step you should take in any Collage endeavor is to sign into Collage and create a new task. If you’re 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.    Once inside the task click on Assets.
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4.    Then click Upload and a new window will open.

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4a. If upload is greyed out or unavailable to you, click on content and select the folder you wish to upload the file to. Then follow these other steps (for the most part they'll be the same - aside from having to select a folder which you've already done).
 
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5.    Select Add Files.

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6.    Another window will open – select Browse.

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7.    Browse to where the PDF you wish to upload is (an easy way is to just save it to your desktop). Once you’ve found the PDF, click on it and select Open.

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8.    Back in the Upload File window – click on OK.

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9.    Next you’ll need to select a Deploy Folder – the folder where you wish to upload the PDF too. Click on the little square with the red exclamation point next to it next to the Deploy Folder column.

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10.    Now you’ll need to navigate to your Department etc.’s folder. Start by clicking the plus sign next to uml.edu and then next to Main UML Website.

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11.    Scroll down to the appropriate place (in this example the School of Health & Environment (SHE) which is located within the college folder. Most of the time you’ll want to add the PDF (or similar documents) to a Documents folder which is often abbreviated as Docs. Click on that folder. If you don’t see one then upload it into your overall department folder and e-mail webcontent@uml.edu And ask for them to be moved or for a docs folder to be created.

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12.    You’ll notice the folder name and path will be added to the right of the Deploy Folder column and the red exclamation point has become a green check mark.

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13.    If you wish to add more files to be uploaded to that same folder then select add files and follow the steps above again. If you’re done adding files then click on Upload.

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14.    You’ll notice that the PDF will be added to the Asset list in your task. Next click on Overview to go back to that part of your task.

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15.    Remember now that you’ve uploaded the PDF you still need to link it somewhere so that others can find it. You’ll need to add the page you wish to link it on and create the link – both of which we have blog entries to help you with.


Remember PDFs and other similar documents should open in a NEW window.


16.    Once you’re done creating your link, make sure to preview it and check that it works correctly. Then mark your task done and send it along for approval. There are two ways to mark your part of the task done - see the images below:


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THE END.



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So you’ve got a problem with Collage, or your website in general. Take a deep breath and relax – you are not alone and you’ve come to the right place!

Are you feeling adventurous and want to try to fix the problem yourself? If so, we’ve got a two-part step-by-step how-to guide on how to solve most common problems: Part 1 and Part 2.

However, if you’ve run into a problem that’s stumping you and need help then please contact the Web Content Team. The easiest way is by e-mailing webcontent@uml.edu or you can call the Web Content Hot-line at 978-934-3875 (extension 3875 on campus).

Before you e-mail or call it's best to have a few things ready – this should save us both time trying to figure out what’s wrong and fixing it. Information is key – and the more the better!

1.    Who are you and how can we best contact you? In an e-mail please make sure to tell us who you are and what e-mail and phone number to best reach you at. We’re aware that many people at the University work part-time or don’t have a set phone number etc. so just tell us how to best get in touch with you and when you’ll be at that location etc.

2.    What page are you having a problem with? Find the page you’re editing on the live site – http://www.uml.edu and copy and paste the web address into the same e-mail. For example if you were editing the About The College page for Arts & Sciences you’d copy and paste this url: http://www.uml.edu/College/arts_sciences/about.html

 
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3.    What’s the name of your task in Collage? Make sure to name your task something specific other than just – “Updates to Website”. (Adding notes to your task is a good idea, too). The more specific the name the easier it will be for us to find it – keep in mind while you may see only a couple of your own tasks – we see hundreds from everyone.

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3a. If you’re not sure what the task name is – go inside the task to the Overview and you’ll see it there at the top (as well as several other places). It’s also listed in your Inbox in Collage. It would also help to know what Task Template you are in – this too can be found in the Overview of your task.

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4.    It will also help us if you tell us what Internet (Web) Browser you are using. Are you using Internet Explorer, Firefox, or something else? This can be easily found at the top of any web page you open.

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5.    Did you get any error messages or see anything out of the ordinary that you haven’t seen before? Have there been any updates made to your computer since the last time you used Collage successfully?

6.    Last and perhaps most important is to send us a screen grab. This can be of whatever you’re seeing – an error message, grayed-out areas – whatever problem you are having. Here’s how to make a screen grab:

a.    On the page/screen you want to take a picture of hit Prt Scr or Prt Scn (some variation of “Print Screen”). This key is usually located on the top right of your keyboard.

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b.    Then inside an e-mail select edit and paste to paste the image into the e-mail.

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c.    If you’re unable to do this then you can paste the image into an image-editing program – the easiest is likely Microsoft Paint. On most computers this can be found by clicking on the Start button, All Programs – Accessories and then selecting paint.

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d.    A new window will open with the paint editor in it. Select edit and then paste to paste the screen grab image into paint.

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e.    Then go to the file menu and choose save as.

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f.    In the new window select Desktop (or another place which you would like to save the image to – remember where as you’ll need to go there later to add the image to an e-mail), type in a file name and select JPEG from the drop down menu. Then hit Save.

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g.    This will save the image to your desktop or wherever you’ve selected.

h.    In an e-mail attach this image and send it to us. If you’re using Outlook for e-mail and are unsure of how to do this – then this link will help you do that.


Voila! You’re done. I know this may seem like a lot of work – but in the end it should save us both a lot of time and headaches and get you back up and editing in Collage much, much faster.
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The Lord of the Picture Part I: Everything You Wanted to Know About Photos & Collage



People use pictures for everything, including sprucing their websites. As the old saying goes, “A picture is worth a thousand words.” Thankfully in our case you don’t have to write and put into collage 1,000 words before you can put a picture in. This guide will not only walk you through how to get your photo optimized and uploaded into Collage, but will also explain the University’s policy on photos – “Why can I have only three photos per page?” and much more.

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First of all let’s start with some ground rules. The University’s Graphic Standards Policy can be found here, including logos and power point backgrounds available for download.
There’s also a CMS FAQ with photo information.

Here’s what you need to know:

  • Adding pictures and graphics to your website is encouraged. Clip art, while good for blogs and other informal communications, is not allowed on web pages.

  • Only three pictures are allowed per page (with some rare exceptions). The main reason for this is that the more photos on a page, the longer it takes to load, and it has been determined that three photos is the optimal amount for a quick load.

  • If you have more than three photos you’d like to include, an on-line gallery can be created here. Please contact a member of the Web Content Team via e-mail at 978-934-3875 to set up one of these.

  • Photos can be hand-delivered on a CD, disk, flash drive, etc., to the Public Affairs Office in Cumnock C-7. You can also upload and send them to us via the Dropbox.

  • On some occasions photos can also me e-mailed to the Web Content Team. Please contact a member of the Web Content Team (e-mail: webcontent@uml.edu) at 978-934-3875 to discuss your options.

  • For the Web photos should be 72 dpi, 200 pixels wide, optimized for web, saved as .jpg. There’s one exception – bio (Faculty and Staff) photos should be 72 dpi, 160 pixels wide for the image on individual bio page, 64 pixels wide for the thumbnail on the faculty listing page, optimized for web, and saved as .jpg
So how do you re-size your photos and optimize them? Please read Part II of this blog trilogy for how to use Photoshop to do so. You can also read Part III for a  step by step guide on how to upload a photo into Collage.
 

thering.jpgThe Lord of the Picture Part II: Using Photoshop

Earlier we covered the University's policy on photos, how many and what size and much more. Part three of this trilogy explains how to upload your photos into Collage.

So how do you re-size your photos and optimize them? It depends on what program(s) you have. We use Photoshop, but you are welcome to try another program. If you don?t have Photoshop or a similar program you can contact us, or upload the images in a task in Collage and then we will re-size them after the fact. If so skip ahead to part 3. If you have Photoshop, you can read this blog entry on how to re-size, etc. images.

Using Photoshop

1.    Open the photo in Photoshop – right click on the photo and select Open With and then the program you wish to open it with – in this case Photoshop.
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2.    Left click on Image in the top menu, and then select Resize and Image Size.
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3.    In the pop-up window, make sure that Scale Styles, and Constrain Proportions are checked. Then change the resolution to 72. Chances are this will change the width and height.
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4.    Once you’ve changed the resolution, change the width to 200 (or 160 for a Bio picture) and hit ok. This should also change the height. In this case the picture is a perfect square – so the width and height match. This will not always be the case.
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5.    Once you hit ok, the photo should shrink down.
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6.    Now click on File and then Save for Web.
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7.    In the pop up window, make sure the images look fine and that the Quality is set to 50. Then hit ok.
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8.    In the pop up window, select the destination you wish to save the picture to (I like to save it to the Desktop to make it easy to find) and name it.
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9.    Now repeat this process for any other photos you wish to upload. For a bio thumbnail go up to step #4 and change the width to 64, and then repeat the steps that follow it – saving it with a different name so you can tell the smaller from the bigger image.
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Photoshop Elements is a fairly inexpensive product (around $50) that is perfect for tasks like optimizing photos. If you do not have Photoshop or another photo software please contact a member of the Web Content Team (email: webcontent@uml.edu) at 978-934-3875 to discuss your options. Again: you can also upload the original photos in a task and we will re-size them after the fact.




thering.jpgThe Lord of the Picture Part III: Uploading Photos In Collage

Earlier we covered the University's policy on photos, how many and what size and much more. Part two of this trilogy explains how to re-size and optimize photos using Photoshop.

O.k. so now that you’ve got the image sized and optimized correctly, its time to upload it in Collage. This step by step guide will help you do just that.

1.    Create a new task. If you’re fuzzy on how to do this please follow the directions in this blog entry.

2.    Once you’ve created the task and opened it - Go into Overview in your task, Select the page you want to add the picture on and click on the file name. In this example we’re using a Student Affairs Veterans task.

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 3. For example let’s use the Resources page. Once inside the editor, put your mouse cursor where you want to add the picture and click on image.
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4. You’ll get a pop-up window that looks something like this . Click on the little plus sign next to the images folder to see all of the folders.
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5. Please keep in mind you may see a lot less folders than I do depending on your permissions. Use the arrows to get down to the folder the pictures are in that you want to use.
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6. In this case it’s the Veterans folder. Click on the blue name of that folder. This is the folder where the images will live later in Collage – in case you ever want to use them again.
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7. You’ll then see the contents of that folder – in this case all of the images in the Veterans folder.
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8. Select the photo you want by clicking on the little square to the left of the file name.

9. Remember: for photos other than Faculty Bios, the largest you can have is a width of 200, or 160 for a bio photo. Also make sure that the Constrain Proportions box is checked. You’ll also need to fill out the Alt: space with a caption of what the photo (is).

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10. You can also select an alignment and put in padding for horizontal and vertical if you want to have text wrap around the (photo).
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11. If you’re uploading a new photo – follow these same steps, but once you get to the folder you want to put it into – select the new photo button –
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12. You’ll get a pop up window – hit browse.
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13. Find where you saved the photos too (I always put them on my desktop to make it easiest to find) and click on the file and then hit open.
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14. Then hit Ok to upload the image.
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15. It will add it to the folder, and you’ll need to fill out all of the boxes, including width, alt etc. When you’re done hit ok and the image should appear on your page.
 
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16. Make any more edits to the pages in your task, save them and mark the task done. For help on how to mark a task done please go to step #11 in this blog entry.

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.

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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.

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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.

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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.

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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:


done1.jpg



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.

edit-page.jpg
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.

metadata-tab.jpg

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.

start-date.jpg

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

flash-banner-metadata.jpg

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.
dept.1.jpg

dept.2.jpg

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

browser-title.jpg

browser-title2.jpg

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.

keywords.jpg

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

hit-ok2.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 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).

news-metadata-tab.jpg



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.
department-news.jpg

8. Please ignore the Data Published and HomePage fields.
data-published-news.jpg


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.)
metadata-tab-bio.jpg


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).


bio-lastname2.jpg



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


bio-hit-ok2.jpg



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.
Is your Collage not working right? It’s easy to get frustrated, this happens to all of us. Take a few deep breaths and then try these steps; if they don’t work then we’ll (hopefully) come to your rescue. You might consider these the “Usual Suspects” when it comes to problems with Collage. This is Part 2; for Java, Active X Controls and Pop-up Blockers check out Part 1.

u-s.jpg
1. There are pop-up blockers inside many toolbars as well.
Google, Yahoo, and Bing are three of the most popular toolbars that are added to your internet browser. You may have added these without even knowing. They’re often included in the “fine print” of something you’re signing up for, and if you don’t un-check the box, they’re added automatically. They often appear with the company's logo and some sort of horizontal bar just above the space where you see the website. Notice in this version of Internet Explorer the Bing toolbar doesn't show up like Yahoo and Google's - more on that later.


toolbars.jpg

2. You can check to see which toolbars you have added by right clicking on an empty space on your browser – in this example the space above the Google toolbar.

click-on-empty-space.jpg


2a. You’ll be given a list of what’s enabled on Internet Explorer – as you can see Google, Yahoo and Bing’s toolbars are all listed and checked – meaning they’re enabled.

ietoolbars2.jpg


3. Let’s start with turning off the pop-up blocker in the Google Toolbar in Internet Explorer.
a. Right mouse click on an empty part of the Google Toolbar.
b. From the menu select Google Toolbar Option…
iegoogletoolbar1.jpg


c. From the Toolbar Options window select Tools
d. Then un-check the Pop-up blocker and hit save.
iegoogletoolbar2.jpg
 

4. Yahoo explains how to un-block pop-ups from its own toolbar far better than I can – follow this link and read the image below to do so.

yahoo-popup.jpg

5. As for the MSN/Bing toolbar – I can’t find any documentation about its pop-up blocker – and as you can see from these pictures it doesn’t even show up normally in Internet Explorer (as opposed to Firefox where the Bing logo is displayed prominently – see below). Using Firefox, the pop-up blocker settings for the Bing Bar link to your browser settings - so as long as you've fixed that you should be all set.

bing-missing.jpg

Here's what the Bing Toolbar looks like in Firefox:
bing-toolbar-hello.jpg

6. So if you have this installed its best to just get rid of the Bing toolbar:
a.    Click on the little “X” to the left of the toolbar.
b.    From the Disable Add-on window select everything you’d like to disable and click Disable.
ie-bing-remove.jpg

7. You can also do this for Google and Yahoo:

a. Click on the little “X” to the left of their respective toolbars.
b. For Google choose whether to Disable the toolbar permanently or not and then hit Ok.
iegoogletoolbar-remove.jpg


7c. For Yahoo make your choices from the similar window and select Disable.
ieyahoo-remove.jpg


8. You can also remove them all at once by clicking on Tools, and then Manage Add-ons from the drop down menu.
manage-addons.jpg

8a. In the new window, select Toolbars and Extensions and you’ll get this big list of programs listed alphabetically.
manage-addons2.jpg


8b. Find the appropriate toolbar from the list – in this case Google, Yahoo, and Microsoft and click on all the toolbars etc. names you wish to disable and select Disable all.
 
manage-addons3.jpg
9. Dealing with all of these toolbars in Firefox is pretty similar. Here’s what the various toolbars look like in Firefox. The big difference being the appearance of the bing toolbar that we discussed earlier.
firefox-toolbars.jpg


10. Again - you can check to see which toolbars you have added by right clicking on an empty space on your browser – in this example the space to the right of the word “help”. You’ll be given a list of what’s enabled on Firefox – as you can see Google, Yahoo and Bing’s toolbars are all listed and checked – meaning they’re enabled.

firefox-toolbars2.jpg
11. Some good news: it appears that the pop-up blocker is not included in the Google toolbar for Firefox. To see for yourself, follow step #3 on how we shut it off for Internet Explorer (it’s the exact same process). However when you get to the Tools section – the pop-up blocker is no where to be found.

firefox-google-popup-notthere.jpg

12. Yahoo is similar to Internet Explorer as well - please see step #4.

13. Bing's options link to that of Firefox. So as long as you completed the steps in step #5 in The Usual Suspects Part 1 you should be all set.

14. You of course can also remove them by once again “Managing the Add-ons” just as we did for Internet Explorer in step #8.

a.    Click on Tools, and then options from the drop down menu.

firefox-tools-options.jpg

14b.  In the new Options window, select General and then click on Manage Add-ons.
firefox-manage-addons.jpg

14c. Select "Extensions" and then find the appropriate toolbar from the list – in this case Google, Yahoo, and Bing and select Disable or Uninstall (or one then the other). Unfortunately you have to do these one at a time.
firefox-disable-google-toolbar.jpg

firefox-disable-bing-toolbar.jpg

firefox-disable-yahoo-toolbar.jpg

15. Are you having problems uploading? Whether it be pdf's, word doc's, images or more some browsers work better than others. Most versions of Firefox allow you to go through all the steps of uploading and then nothing appears in the folder you've chosen to upload to. If this is the case - try Internet Explorer and you should be able to upload.

16. There is one exception: If you're using Internet Explorer Version 8 or up, you'll need to add Collage to the "Trusted Sites" in order to upload. However you may need to be an Administrator to do this. If so you'll need to call the I.T. Help desk at ext. 4357 (HELP).

16a. Click on Tools.
ie-tools.jpg

16b. From the drop-down menu select Internet Options.
ie-options.jpg


16c. From the new Internet Options window click on the Security tab.
ie-options-window.jpg

16d. Then click on Trusted Sites and then the Sites button. Notice it says here some settings are managed by your system administrator.
trusted-sites.jpg

16e. Uncheck "Require Server verfication (https:) and add http://collage.uml.edu to the list of trusted sites. It should show up in the Websites list. Then close the window.
trusted-sites2.jpg

16f. If you do not have permission to do this the Trusted sites window will be grayed out and you won't be able to type there. If this is the case please call the I.T. Help Desk (ext. 4357 - HELP) and request this to be done.
trusted-sites3.jpg


17. If none of those solutions does the trick, there may be another program on your computer that's not playing nice with Collage.

Has anything been installed since the last time Collage worked correctly for you? What’s changed in between? Do you have AIM (AOL Instant Messenger) or anything like that on the computer? It could be one of these types of programs that are gumming up the works.

You can try removing these programs, or try another computer that doesn’t have these on it and see if it makes a difference.

18. If none of these steps to correct the “Usual Suspects” work, we may have to make a house call. Please contact the Web Content and Web Services teams at webcontent@uml.edu or call our helpline at 978-934-3875.

Please be as specific and detailed as possible when explaining your problem – and include some screenshots if possible.

You can give us your log-in and password over the phone and we can try logging in on one of our computers to see if we have a similar problem (if not it’s definitely something on your computer) or we can come for a visit and take a look at your computer in person.

For how to update your Java, Active X Controls and Pop-up Blockers please check out The Usual Suspects Part 1.







Is your Collage not working right? It’s easy to get frustrated, this happens to all of us. Take a few deep breaths and then try these steps; if they don’t work then we’ll (hopefully) come to your rescue. You might consider these the “Usual Suspects” when it comes to problems with Collage. This is Part 1; for the tools to solving the toolbar crisis (and more) please  go to The Usual Suspects - Part 2.

u-s.jpg


1. The problem could be your Java. Unfortunately Collage works best on, let’s say an “older version” of Java. To make matters even more fun – your Java is one of the things your computer may be set up to automatically update. So if you’re having problems try installing this: http://www.uml.edu/public_affairs/webservices/Java_Instructions.html

java1.jpg

java2.jpg
Another link you can try is this: http://www.uml.edu/java

java.jpg
1a. Follow the instructions and then re-start the computer and re-log into Collage.

2.    Is there an “Active X Control” or some sort of other message you get when you first log into Collage?

You probably think nothing of it and just X it out? It may appear as a pop up window or an extra line or something at the top of your screen. If so accept/install it instead - this may clear up your Collage problems. Don’t worry about doing this – if worse comes to worse we can roll back your computer to before you did this step. Learn more about Active X Controls.

activex.jpg


3. What Browser are you using? Internet Explorer 6 and 8, and the current version of Firefox all work for Collage. However Safari, Google Chrome and more do not. Download the latest versions of Internet Explorer or Firefox.


4. Make sure the pop-up blocker is off. Keep in mind there may be more than one pop-up blocker, so make sure to check that it is off on both your internet browser (Internet Explorer, Firefox etc.) and well as any toolbars you may have installed (Google, Yahoo, Bing, etc.)


5. Here's how to turn off the pop-up blocker:
If you’re using Firefox:
a. Click on tools.
firefox-popup1.jpg
b. From the drop down menu select Options.
firefox-popup2.jpg

c. Click on Content.
d. You can either un-check the Block pop-up windows or click on Exceptions.
firefox-popup3.jpg

e. Notice that “Block pop-up windows is checked. (If its not checked then you’re pop up blocker is already turned off).
firefox-popup4.jpg

f. If you chose to click on Exception then you’ll get a new pop-up window.
g. In it you’ll need to type in the web address for Collage – collage.uml.edu and then hit Allow. If Collage has already been added to this list you’ll see it in the list below.
firefox-popup5.jpg

h. Once you’re done hit OK on the Options window.
firefox-popup6.jpg



6.    If you’re using Internet Explorer:
a.    Click on Tools.
b.    From the drop-down menu, select Pop-Up Blocker and then Turn off Pop-Up Blocker.
c.    If you’re Pop-Up Blocker is already turned off this will say Turn On Pop-Up Blocker.
ie-popup1.jpg

d.    Another option is to select Pop-up Blocker Settings.
ie-popup2.jpg

e. Then you’ll need to type in Collage’s web address into the exceptions space, and hit add and then close.
ie-popup3.jpg

f.    Notice that once you hit add the address will appear in the list below.

ie-popup4.jpg


For the tools to solving the toolbar crisis (and more) please go to The Usual Suspects - Part 2.
Updating Stories in a "News Box"

breakingnews.jpgDo you have one of those funny blue rectangular boxes on your department's web page? It probably has "news" or "updates" or something like that in the title. Ever wonder how that got there and how to change/update the stories featured there? Well, my friends, you've come to the right place! Prepare yourself as we go on a journey step-by-step to update stories in the “News Box”!

1. The first thing to remember is that this is like updating any other thing in Collage – except that you need to go into a specific folder to do it. The “News Box” pulls stories (usually in order of date – starting with the most recent) from a folder that is already in your department’s section. The trick is knowing which folder it is. More often than not it is obvious, but if not, it may require some trial and error. A good way to figure out which folder it is is to look on the live site and click on one of the story names in the box. The folder name will be in the URL of the story. Whatever folder that story is in should be the folder the News Box is pulling from.


1a. Let's take the Graduate School of Education for example, where you can clearly see the news box is called GSE News:

newsbox.jpg


1b.There are usually two types on entries that make up stories in a News Box: ones from eNews and ones in the news folder from your own department. These are the ones to which you have access.
 
Notice that the top entry in this News Box is "Education Scholarships." By placing your mouse pointer (arrow) over the listing you can see where the file is located (look to the bottom of the left of this picture). Notice that this entry is located in a folder called "News" inside the GSE folder.

newslink.jpg



1c. Notice that the bottom entry in this newsbox is called "A Model Mentor", but if you hover your mouse over it and check out its location, it lists eNews - in the Media folder as where this links to. This obviously means that this story was fed automatically from eNews. If there is a problem with any of these types of stories please contact the Web Content team at webcontent@uml.edu or 978-934-3875.
enews-link.jpg



2. Now let's take a look at the corresponding folders inside Collage. Keep in mind you'll only be able to see folders you have access to.

2a. Notice inside the GSE folder there is a folder called "News" that's listed as a "News Articles Folder". This is what you want to look for anything labeled as a "News Articles Folder" is where you'll manipulate/create new items for the newsbox.

news-folder.jpg 

2b. Inside that News folder there is a file called GSE_Scholarship - which you'll notice corresponds with the picture above in 1b.



3. Here's another example of a different News Box. On the Financial Aid home page the news box is called "Important Updates".
financial_aid-newsbox.jpg
 

4a. Inside the Financial Aid folder this is found inside the “Updates” folder – which kind of matches up with the “Important Updates” title on the news box. Notice also that the Folder type listed to the far right is “News Articles Folder” – this should be a dead give away.

finaid-updates-folder.jpg
 

 Now that your armed with this knowledge you can create a task like you normally would in Collage.

5. Go to your inbox in Collage.
go_to_inbox.jpg
 
6. Click on New to create a new task.
new_task.jpg
 

7. A New Task pop up window will open.
new_task_window.jpg

8. 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.



select_template.jpg

 
8a. 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.

template_dropdown.jpg


9. Make sure to name the task something specific about what you plan to edit or do in the task. Notice the red exclamation point 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. Once you’re done click next.


name_description_next.jpg

10. If your access permits, you will see a User Assignment window.  By clicking on each state (i.e. Edit, Department Approve or Approver), you can see which users are part of the work flow process.  You may have the ability to add users to any state by using the Add button (see Adding Users to Work flow). For help with this try this blog entry.
 

11. Next you'll need to add any pages you wish to edit. Click on "Add". If you're creating a new one skip ahead to # 16.

add_assets.jpg
 

11a. A pop up window will open. You should see whatever folders you have access to. Navigate through those folders to the one that contains the page (s) you want to edit. Then click on the names of those files.
select_assets.jpg

12. Notice that once you click on any assets they will be added to the box at the bottom of the window. NOTE: if you mistakenly click on any other pages while navigating through the folder list, those too will be added to your task. ANYTHING you click on (other than the folders themselves) in this step will be added to the task. When you're done click "OK".

select_assets2.jpg

13. Notice that whatever asset (page) you select will be added to the New Task - Assets screen. If you've forgotten to add an asset, click on Add and repeat the process. Once you're done click on "Finish".
add_assets2.jpg


14. This will end the process of Creating a New Task.

THIS IS REALLY IMPORTANT: now you need to go back into your Inbox (see picture in step #5) and actually Open the Task.


15. Once you're in your Collage Inbox. Select the task you've just created and click on the blue name of it to open the task (listed under task name).


task_name.jpg

 
 

16. Once inside the task, click on Assets for the list of Assets and then click Add to add an Asset (page) – if you want to update something that has already been created inside Collage.
add_asset.jpg
 
17. You'll then need to navigate through the folders you have access to and select the page you wish to edit. Basically the same as steps 11a and 12.

18. However if you're creating a new item for the news box follow these steps after clicking on "Assets" (see the picture above).

18a. After clicking on Assets, click on the down arrow next to the word Content.
content-dropdown.jpg


18b. Then select "Contribution" from the dropdown menu. (Keep in mind your options under this menu may be different from mine or other users depending on your access and permissions).
content-contribution.jpg

19. You'll then need to navigate through the folders (as we've done before) and find the News Articles folder. In this example its the News folder inside the GSE folder as we saw in step #2a. Keep in mind again, everyone has different access to different folders, so everyone sees something different.

navigate-to-news-folder.jpg



20. Once you're inside the correct folder (in this case News inside GSE), basically the folder with all the pages listed in it under "News Articles" then click on "New Document".
 
new-newsbox-asset.jpg


21. You'll then need to name the document and put in a description. Notice the red exclamation point - this means you can't proceed until this is done. Once it is done the red will change to green. Make sure to name it something descriptive but not too long. 
name-document.jpg
name-document2.jpg
22. A pop up window will open. This is where you'll put in all your details (including pictures and more) of the new news box item. For information on the right size etc. for picture go here. The text you chose for the Headline - is what will appear in the news box as the link - so be descriptive, but it shouldn't be too many words.

newsbox-newdoc.jpg


23. Once you've finished adding the details of your new news item, make sure to save it. Then click on "Metadata". The Metadata pop up window will open. It is very important to fill these out - this is what makes these items easy to be found from search engines like Google and Yahoo, and more. Make sure to select a start date and end date if you only want this news item to stay up for a specific length of time. The browser title is what will appear on the very top of the web page when someone is viewing it - it should match your headline generally. Keywords should be any word you can think of that someone would type into a search engine to find this page. Once you're done click OK.

metadata.jpg

  
24. Once you've finished adding text etc. to your new document and finished filling out the Metadata, click save and once its done save, click exit.
save-and-exit.jpg


25. Once you're done you'll notice your new item will appear in the news box folder list. The grey bar surrounding it (and any other items) means that that item is current in a task.
example-list.jpg 


26. Now we need to leave the folders and head back into the task. The easiest way to do this is by clicking on the name of your task in the upper left hand corner. This will take you back to the task overview.
click-on-task-name.jpg


27. Notice that once you return to the task overview that your new document will be listed under Assets as well as Affected pages. Make sure to click on the little square under the word "Preview" to preview what your new document will look like live. If you need to make any changes click on the blue file name under Assets, make your changes, save and exit and then preview the page again. Repeat this process until the document is the way you want it to look.
newsbox-task-overview.jpg

28. Once you're finished and have previewed any pages you wish to add mark the task done and send it along for approval. This can be done one of two ways - by clicking on the done button (and then typing in your task notifications - Please be as specific as possible - the more information you give us, the faster your page will go live!
mark_done1.jpg 
 

28a. You can also click on the little arrow to the right of your Task Name and select done from the drop down menu.
mark_done2.jpg


Congratulations! You're Done!
Adding An E-mail Address to A Faculty or Staff Bio


e-mail.gifSo you're sitting down to edit (or create a brand new Faculty or Staff bio), you breeze through most of it with no problem and then you get to the dreaded e-mail address… It looks simple enough; you’ll just type it in and then ugh! The good news is its not that much harder to put it in; in fact if you can create a link you can do it in a couple of easy steps.

1.   Sign Into Collage
2.   Go to your Inbox
go_to_inbox.jpg
 

3. Click on New to create a new task. Or click on a task you’ve already created and open it by clicking on the Blue task name under “Task name” (skip to #7 if this is the case).
 
 
new_task.jpg

4. Create the task and add the faculty/staff bio you want to edit to it.

5. Finish creating the task – if you need help with this please e-mail webcontent@uml.edu

6. Go back to your Collage Inbox. Select the task you've just created and click on the blue name of it to open the task (listed under task name).

task_name.jpg
 

7. Once inside the task, click on the file name you want to edit; these are blue and listed under File name.

click-file-name.jpg
 

8. The editor will open with the Faculty/Staff bio template. These templates are notorious for taking forever to load, so please be patient. After the page has loaded, click on the space below Email:

email1.jpg
 

9. Then click on “Link” from the menu above (just like you’re creating a text link).

email-link.jpg

10. A pop-up window will open. Click on External.
 
email-external-link.jpg

11. Wait for the pop-up to load; once that’s done and the “New Link” button is visible click on “New Link”. If this doesn’t show up right away you can try going back and forth between Internal and External again and it may load.

email-external-link-new.jpg

 

12. Another pop-up will open. You’ll need to write (or copy and paste) the e-mail into both the Name: space and the URL: space. Notice the red ! – this means you’ll not be able to advance without doing both these steps.

type in address.jpg
 

13. Once you have the e-mail address typed in, click on the drop-down menu and select “mailto”.

mailto-menu.jpg
 
14. Then hit “OK”.

mailto-menu-ok.jpg
 
15. This will load the e-mail address into the link box (your first pop-up window). Next click on the drop down menu in this pop-up window and select New window instead of Current window.

current-to-new-window.jpg
 
 
select-new-window.jpg

15a. This means that the link (in this case the email) will open in a new window. For University guidelines on what should open in a New Window vs. the Current Window try these two links: http://blog.uml.edu/cms/2009/08/internal-vs-external-links-internal.html
and http://www.uml.edu/public_affairs/webservices/Style_Guide.html


16. Next type the text in the text box that you want to appear in the bio list. Most people either just paste the e-mail address here; or type the person’s name in this space. Notice there is a red ! here as well – meaning you can’t finish until you complete this step; once you do the red ! changes to a green check mark.

type-in-text.jpg 


16a. Note: whatever you write here will show up in the corresponding Bio on the live website, in this case the actual email address as opposed to the person’s first and last name.

 
name-bio.jpg




17. Then click “o.k.” to save and add the e-mail link.
 
click-ok.jpg


18. Finish and edits, preview your completed pages and then mark the task done and send it along for approval.

done2.jpg 




Up Up And Away! How to UPload Images in a task.

up.jpg

Having trouble uploading your images into Collage? Wondering why it takes so long for your task with new pictures in it to be approved or why they are a different size afterward? Let me explain and hopefully we can help each other.

Photos for the web should be: 72 dpi, 200 pixels wide (64 for a thumbnail), optimized for web, saved as a jpeg (.jpg) according to the University’s Standards Guide.

That said, if you don’t have Photoshop or a similar image manipulation program, this may be a little difficult for you to do. So you have a couple of options:

1.    Email the photos to webcontent@uml.edu and request that they be re-sized and optimized – make sure to tell us where you want them to go and what the name of the task in Collage that they are associated with.

2.    Another option is to do #1 but also upload and place the original (non-optimized photos) on to a page in Collage – that way we know better where you want the new versions to go in the context of your page(s).

3.    You can call the Help Desk @ 4357 and inquire about getting Photoshop installed on your computer and you can then re-size and optimize the pictures yourself and then upload them.

Once you’ve re-sized your photos it’s easy to upload them like any other file. For those directions check out this blog entry on uploading files within a task.

For further help with images please see these three blog entries that explain in further detail how to work with images in Collage:


The End.


Uploading a New File Within A Task


upload.png

Having trouble uploading new documents, pictures etc. inside a task? Or adding pages and files that are already inside Collage to a task. Here are some easy steps to make this a breeze.

1.    Go to your Inbox in Collage and select a task you’ve already created by clicking on the blue highlighted name under the Task Name column. Otherwise create a new task by clicking on the New button.
Thumbnail image for go_to_inbox.jpg

Thumbnail image for task_name.jpg


2.    Once inside the task click on Assets and you’ll see the screen with a list of assets (pages, files etc.) associated with your task. This will be empty until you add these to it.

Thumbnail image for click_on_assets.jpg

This is what the empty assets list looks like.

empty_assets_list.jpg


3.    To add a page or document that’s already in Collage click on Add. If you’re uploading something new skip ahead to # 8.

add.jpg


4.    A pop up window will open and you’ll then navigate through the files to the appropriate page/file. Notice once you click on the file it will be added to the box on the bottom of the page.

add_file.jpg


5.    Once you’ve selected all of the pages/files you wish to add click on OK. You will get a message saying the file(s) were successfully added to the task and they will show up under the assets list.

asset_list.jpg

6.    Now 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


7.    A pop up window will open with your file. Make the changes, save and preview them and when you’re done editing all of your files mark the task done and send it along for approval. You can mark it done by clicking on the done button, or by clicking on the little arrow to the right of the task name and then selecting done.

mark_done1.jpg


mark_done2.jpg

8.    To UPLOAD A NEW DOCUMENT into the task first go into the assets page (see step #2)

9.    Then click on upload. A pop up window will open.

upload.jpg

10.    From the new window, select the deploy folder you wish the new document to be uploaded to by clicking on the button at the end of that box. (This folder is where you’ll be able to find it in the future after you’re done using it in this task). Notice there is a RED ! and the end of the deploy folder line signifying that this step must be completed before continuing.

deploy_folder.jpg

11.    A new window entitled Select Deploy Folder will open. Navigate through the folders to the appropriate folder and select it. Keep in mind the files need to go into the appropriate folders in order to work – PDF’s etc. into documents folders, pictures into images folders etc.

deploy_folder_pop_up.jpg


deploy_folder_pop_up2.jpg
12.    Once you select the folder you’ll notice it’s added to the Deploy Folder line and the red! becomes a green check mark.

green_check_mark.jpg


13.    Now you need to actually upload the new document/image/file. Click on Add files.

add_files.jpg

14.    Another window will open and you’ll need to click on Browse (next to another red !).

browse.jpg
15.    Yet another window will open, and you’ll need to navigate around on your computer to wherever the file you wish to upload has been saved. To make this easy you may just want to save the files to your desktop and always upload them from there.

desktop.jpg

16.    Select the file and hit open.

select_file_open.jpg

17.    Then hit "ok" on the Upload file screen.

upload_file_ok.jpg

18.    Then you’ll need to hit upload on that first pop up window. However if you’re uploading more than 1 new file TO THE SAME FOLDER, click on add files and go back to step #13. Once you’re done click on upload.

upload_file_upload.jpg

19.    The file will then be added to the assets list.

assets_list_with_pdf.jpg


20.    If you need to upload more new files, but to different folders, go back to step #9 and re-start until you have all of the files uploaded you want to.

21.    (Go to step #6) Make your edits and mark your task done and send it along for approval.


Removing or Adding Users (Editors)
When Creating A New Task.



adding.gif


So it occurred to me after I wrote yesterday's entry about Removing or Adding Users (Editors) In A Task that I never really explained how to do it when you're creating a task from scratch. It's pretty much the same, but I figured a little clarification couldn't hurt. So buckle up and here we go...

1.    Sign Into Collage
2.    Go to your Inbox

Thumbnail image for go_to_inbox.jpg


3.Click on New to create a new task.
 

new_task.jpg



4.    A New Task pop up window will open.

new_task_window.jpg


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.


select_template.jpg

5a. 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.

template_dropdown.jpg


 6.    Make sure to name the task something specific about what you plan to edit or do in the task. Notice the red exclamation point 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. Once you’re done click next.

name_description_next.jpg

 

7.    Here’s where you add or remove the users. You should already be in the edit state. Check off the name or names of the users you want to get rid of and hit the Remove button. If you're adding a user instead of removing one skip down to #9.

Thumbnail image for remove_user.jpg


7a.  You can also remove multiple users to the task the same way as you added one, just select more than name and move them over to the box and then hit "ok" once you've selected all of the users you want to add.

Thumbnail image for remove_multiple_users.jpg


7b. After hitting o.k. a pop up window titled Notify MAY open - you will need to write an explanation for the removal - it can be as simple as "removing user from task". Notice that it is required  by the red exclamation point.

Thumbnail image for notify_removal1.jpg


7c. After you type something in the exclamation point will change to a green check mark. Then hit o.k. You will not be able to remove the user without writing an explanation.

Thumbnail image for notify_removal2.jpg

8.   Once you're done removing any users (editors) click "Next".

remove_or_add_users_click-next.jpg


9. To Add a user click on the Add button and a pop up window will open.

Thumbnail image for add_user.jpg


Thumbnail image for pop_up_window.jpg

 10.    Type in the first couple of initials of the Collage User name of the person you want to add (mpu in my case) and it will jump to the person.

Thumbnail image for type_in_name.jpg



10a. You can also just type in the first letter to skip through the alphabet or you can scroll down.

Thumbnail image for alphabet.jpgThumbnail image for scroll_down.jpg


 
11. Once you've found the person you want to, click the arrow button moving them into the box on the right side add hit OK.

Thumbnail image for add_user_arrow.jpgThumbnail image for add_user_arrow2.jpg

12. You can also add multiple users to the task the same way as you added one, just select more than name and move them over to the box and then hit "ok" once you've selected all of the users you want to add.
 

Thumbnail image for add_multiple_users.jpg


Thumbnail image for hit_ok.jpg

12a. Note: You MAY have to fill out a notification message similar to the process outlined in steps 7b. and 7c.


13. Once you're done adding any users (editors) click "Next".

remove_or_add_users_click-next.jpg


14. If you want to skip adding Assets (Pages) to edit, and skip to the end of this process - click on Finish.

finish_task_button.jpg


14a. This is the point in which you will add the assets (pages) you want to edit. These can also be edit after the fact when you open your task to make the edits. Click on "Add".

add_assets.jpg


15. A pop up window will open. You should see whatever folders you have access to. Navigate through those folders to the one that contains the page (s) you want to edit. Then click on the names of those files.


select_assets.jpg

16. Notice that once you click on any assets they will be added to the box at the bottom of the window. NOTE: if you mistakenly click on any other pages while navigating through the folder list, those too will be added to your task. ANYTHING you click on (other than the folders themselves) in this step will be added to the task. When you're done click "OK".

select_assets2.jpg


17. Notice that whatever asset (page) you select will be added to the New Task - Assets screen. If you've forgotten to add an asset, click on Add and repeat the process. Once you're done click on "Finish".

add_assets2.jpg


18. This will end the process of Creating a New Task.

THIS IS REALLY IMPORTANT: now you need to go back into your Inbox (see picture in step #2) and actually Open the Task.


19. Once you're in your Collage Inbox. Select the task you've just created and click on the blue name of it to open the task (listed under task name).

Thumbnail image for task_name.jpg


 20. Now make whatever edits you need and mark the task done - sending it down the line for approval.

Thumbnail image for Thumbnail image for done2.jpg





Removing and Adding Users
(from a task that you've already created)


adding.gif


So you've created a task and you realize you forgot to add or remove someone from the list of editors for the task or you selected the wrong template when you created the task and now you're stuck with a list of editors a mile long instead of just you. What do you do next? Elementary my dear Watson - just remove or add the editors in question.


1.    Sign Into Collage
2.    Go to your Inbox

go_to_inbox.jpg


3.    Select the task you've already created and click on the blue name of it to open the task (listed under task name)
 

task_name.jpg


4. Once inside the task click on the edit button.


edit.jpg


 

5. Check the name or names of the users you want to get rid of and hit the Remove button. If you're adding a user instead of removing one skip down to #6.

remove_user.jpg



5a. You can also remove multiple users to the task the same way as you added one, just select more than name and move them over to the box and then hit "ok" once you've selected all of the users you want to add.


remove_multiple_users.jpg



5b. After hitting o.k. a pop up window titled Notify will open - you will need to write an explanation for the removal - it can be as simple as "removing user from task". Notice that it is required  by the red exclamation point.


notify_removal1.jpg


5c. After you type something in the exclamation point will change to a green check mark. Then hit o.k. You will not be able to remove the user without writing an explanation.

This will return you to the Overview inside the task (see picture following #4).


notify_removal2.jpg

6.    To Add a user click on the Add button and a pop up window will open.

 

add_user.jpg


pop_up_window.jpg


7.    Type in the first couple of initials of the Collage User name of the person you want to add (mpu in my case) and it will jump to the person (or at least near their name in the alphabet).

type_in_name.jpg


7a. You can also just type in the first letter to skip through the alphabet or you can scroll down using the arrow like you would on any web etc. page.

alphabet.jpgscroll_down.jpg

8. Once you've found the person you want to, click the arrow button moving them into the box on the right side add hit OK.

add_user_arrow.jpg add_user_arrow2.jpg

9. You can also add multiple users to the task the same way as you added one, just select more than name and move them over to the box and then hit "ok" once you've selected all of the users you want to add.
 

add_multiple_users.jpg


hit_ok.jpg

9a. Note: You MAY have to fill out a notification message similar to the process outlined in steps 5b. and 5c.


10. Now make whatever edits you need and mark the task done - sending it down the line for approval.
Thumbnail image for done2.jpg

Stop! Don't Paste into Collage from Microsoft Word.


stop-sign.jpg


It seems like such a simple thing – especially with so many people writing in Word these days. Unfortunately, Collage and Word don’t play well with each other. Before you blame Collage, this is actually a Microsoft issue – when you paste from word, Microsoft piggybacks a lot of extra code in the HTML that messes up many programs – including Collage.

 

So you’ve got three options to keep this from happening. (Still want to use Word – skip ahead to option #3)

 

1.Type your text etc. directly into Collage.
 

2.Type your text directly into Word Pad or Notepad and then copy and paste it into Collage. Word Pad and Notepad can be found by clicking on the Start Menu, All programs, and then accessories.

 

 


Thumbnail image for wordpad&notepad.jpg

3.Don’t want to give up writing in Word? Here’s your solution: write everything as you would normally in Word and then copy all of it – select edit and then select all (you can also hit Control + A on your keyboard) – all of the text should then be highlighted.
 

Thumbnail image for select_all.jpg 

 

 

 This is what the page will look like with all of the text highlighted:

 

Thumbnail image for highlighted_text.jpg

 

3a. Then click edit and copy (or Control + C) on your keyboard

 

Thumbnail image for copy.jpg 

 

3b. Now open Word Pad or Notepad (see option #2) and paste the text etc. in from Word. Once inside Word Pad or Notepad select edit and paste (or Control + V on your keyboard).

 

Thumbnail image for paste.jpg 

 


Pasting the document into Word Pad or Notepad will strip out all of the extra code from Microsoft. **Keep in mind it also will remove any images, as well as bold, underlining or italics, links etc. – that will have to be added after the fact directly in Collage.**
 

Note: Italics is not allowed in Collage – it can break the template, and underlining is used just for links.

 

3c. Next Select all and copy the text etc. from either Word Pad or Notepad similarly to the way you did so in Word:

Select edit and select all (or Control + A on the Keyboard)

 

Thumbnail image for select_all2.jpg 

All of the text will be highlighted:

 

 

Thumbnail image for highlighted_text2.jpg 

 


Then select Edit and Copy (or Control + C on your Keyboard)

 

Thumbnail image for copy2.jpg 

 

 

 

4.Now open an already created task in Collage or create a new one. Keep in mind that when pasting your new text etc., into an already created page it may keep the formatting that is already there rather than adopting the formatting of your pasted text etc.


For help on how to creating a new page and task check out these blog entries:

http://blog.uml.edu/cms/2009/03/create-new-pages.html

http://blog.uml.edu/cms/2009/06/what-you-can-and-cant-do-in-task.html

 

 

5.Next select the page you want to add this to and paste it in (like in step 3b.)
 

6.Make sure to preview your page afterward!
 

 


Thumbnail image for preview.jpg 

 

7.Mark your task done and send it along for approval.
 

 

Thumbnail image for done1.jpg 

 

 

 

Or

 

 

Thumbnail image for done2.jpg 

 


 


 

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