Entries tagged with “Task” from CMS

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 Therefore, we don’t want any old, outdated or no-longer-needed content on the current site nor moved to the new one – which is where spring cleaning and you come in.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.




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

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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.


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



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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

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3.Click on New to create a new task.
 

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4.    A New Task pop up window will open.

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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.


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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.

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 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.

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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.

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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.

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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.

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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.

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

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

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 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.

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

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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.

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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.
 

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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".

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

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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".

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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.


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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".

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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".

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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).

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

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


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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

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

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


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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.

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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.


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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).


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

 

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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).

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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


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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.
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Discarding (Deleting) A Task

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Discarding (Deleting) A Task

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Do you have an old task sitting in your Collage Inbox that you’d like to get rid of? It’s a lot easier to “Discard a Task” than you think.


1.Go into your Inbox.


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2.Select the task you want to discard and click on the task name (highlighted in blue)

 

 


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3.Once you are inside the task, hit Reject


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4. A “Reject” Window will pop open.


5. Click on “Advanced”

 

 

 

 

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6. Another window will open - Select Discard Task

7. You will also have to include a comment (notice the red exclamation point ! - which means it is required) as an explanation as to why your are discarding the task.

 


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Note: you can also roll back any assets in the task to how they were before you started to edit them by checking the square next to “Roll back assets”.

 

 

 

 

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That’s it. This will discard the task and remove it from your Inbox.


THE END.

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