HR CMS Website User Guide

Prepared ByInformation Services DepartmentApplication Development Division

Web Development Team

July 27, 2015

Table of ContentsPage Actions..........................................................................................................................................................................2

Adding a Page....................................................................................................................................................................2

Adding a Menu Item Link..................................................................................................................................................3

Deleting a Page..................................................................................................................................................................4

Retrieve a Deleted Page....................................................................................................................................................4

Regions of a Page..............................................................................................................................................................5

Determining Regions on page...........................................................................................................................................5

Page Settings.....................................................................................................................................................................6

Setting the Page Template............................................................................................................................................6

Setting Page Go-Live and Expiration Dates for a Page...................................................................................................6

Creating Content...................................................................................................................................................................8

HTML Module....................................................................................................................................................................8

Adding Content.............................................................................................................................................................8

Version Control...........................................................................................................................................................12

Settings........................................................................................................................................................................12

Event Calendar Module...................................................................................................................................................13

Add an Event Calendar................................................................................................................................................13

Edit Categories............................................................................................................................................................13

Add Event....................................................................................................................................................................14

Delete an Event...........................................................................................................................................................14

FAQ Module....................................................................................................................................................................14

Manage Categories......................................................................................................................................................14

Add New Question and Answer...................................................................................................................................15

Update a FAQ..............................................................................................................................................................15

Announcements..............................................................................................................................................................15

Add an Announcement................................................................................................................................................15

Creating a Feedback Form...............................................................................................................................................16

Managing Users...................................................................................................................................................................20

Add New Administrator...................................................................................................................................................22

Deleting Users.................................................................................................................................................................23

Change Password............................................................................................................................................................23

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HR website login screen URL: http://cms.sbcounty.gov/hr/login.aspx

Logoff url: http://cms.sbcounty.gov/hr/logoff.aspx

Can also use “Login” and “Logout” links in top right corner of website

Page Actions

Adding a Page

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1. Hover over the “Pages” link on the top of the page within the admin bar2. Choose “Add New Page” from the menu3. Type the name of the page in the “Page Name” field within “Page Details” tab4. Include in menu: if unchecked, will not show in menu5. “Insert Page”: select Before, After, or Child of using the page in the “Parent Page” box as a reference point6. Click “Add Page” button

Adding a Menu Item LinkA menu item link is a menu item that is attached to a pdf, image, or external link but displays like a menu item.

1. Create a page from the instructions in Adding a Page2. Navigate to the page you just created3. Hover over the “Edit Page” link4. Click “Page Settings”5. Click “Advanced Settings”6. Expand “Other Settings” section

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7. To link to an External Pagea. Select Link URL -> “URL”b. Enter the URL address in the “Location” textboxc. Click “Update” button

8. To a File (pdf, image, or other document)a. If the document or image is already on the site

i. Select the location from the File Location drop down. Select the file from the File Name dropdown

b. If the document or image is not on the site, click Upload New Filei. Select the folder you want to place the document

ii. Select the document from your desktopiii. Click Upload Selected File

c. Click “Update Page” button

Deleting a Page1. Navigate to the page you want to delete2. Click on the “Edit Page” link in the Admin Bar3. Click “Delete Page”

Retrieve a Deleted Page1. In the Admin Bar2. Select the “Admin” Tab3. Select “Recycle Bin”4. Within the “Pages” tab, Select the page you want to restore5. Click the “Restore Selected Page” button to restore the page6. The page will be restored

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Regions of a Page

For all main content pages, the Regions are defined as in the picture above. You can place content in any box defined on this page. You can also move already created content to any box.

Determining Regions on pageHover over the “Edit Page” button at the top right, and within the menu select “View in Layout Mode” from the

dropdown. The page will display the outlines of the regions.5

Page Settings

Setting the Page Template

1. Navigate to the page you want to edit2. Hover over the “Edit Page” link on the top of the page3. Choose “Page Appearance” and navigate to the “Advanced Settings” tab4. In the “Page Theme” box, select the Skin in the Skin drop down menu5. Click “Update Page” button

Setting Page Go-Live and Expiration Dates for a Page1. Navigate to the page you want to edit2. Hover over the “Edit Page” link3. Click on “Page Settings”4. Click on “Advanced Settings” tab5. Expand “Other Settings” section6. To set the Go-Live date, enter the date in the “Start Date” input box

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7. To set the Expiration Date, enter the “End Date”8. Click “Update Page” button

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Creating Content

HTML Module

Adding Content The HTML Module is the main module to use to enter content into a page.

1. Open the page you want to enter content2. In the Admin Bar select “Modules” and then “Add New Module”3. Search for the HTML Module in the search box4. Once found, drag and drop the module onto the page in the desired location5. The following content will be added to the page

6. To edit the content, click on the “Click here to edit content” link. And to open the settings for the module, hover over or click on the cog icon and choose “Settings” from the dropdown. To add a title click on the “Enter Title” link and add your title. Once done, click on the floppy disc image on the right.

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7. Add the text in the text area. To use the advance editor, click on the angled arrows icon

8. Once in the new Editor window, choose “Rich Text Editor.” The advanced editor is similar to Word

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9. While adding content, click “Preview” to see a preview of the content 10. When finished, click “Close”11. Click on “Publish” for the changes to be live on the site

Adding an ImageImages can sometimes be too large to upload. Please resize the image. A good size is a resolution below 640px by 480px.

1. When editing text in the Advanced Editor, place the cursor where you want to add the image2. Click the paper clip icon dropdown and choose “Insert Media” from the list

The following box will open

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3. Navigate to the correct folder to find the image or4. If you want to upload a new image, make sure you are in the correct location and then:

a. Click “Upload” button

b. Click “Select” button and navigate to the file you want to uploadc. Add as many images as you want by clicking “Add” button to add more inputsd. When finished, click “Upload”

5. Select the image you want to insert 6. Click “Properties” tab under the image

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7. If you need to resize the imagea. Click the link next to the “Width” and “Height” to make the image scale properlyb. Then change the width or height as needed

8. Alt Text – enter text that describes the image (for website accessibility)9. Image Alignment – this is how to specify where the image is placed within the text. The image is placed the way

the lines are aligned in the box.

10. Click “Insert” button at bottom

Version Control 1. While in edit mode, click the layer icon in the bottom left of page which is the “Page History”

2. Click the eye icon to preview the content3. Click the moving arrow icon to revert the module to that version

Settings1. Click or hover over the module’s container to bring up the module settings manager

2. Click the Settings icon

Change Content Container1. Once within the module’s settings, click “Page Settings” tab2. Select the container from the dropdown within the “Module Container” input box3. Click “Update” at the bottom of the page

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Adding WorkflowWorkflow can be used to add a staging and publishing process to a module or page

1. Hover over Admin on admin bar and choose second cog icon to open menu2. Select “Workflow Management” menu item3. Choose to either create a new workflow or change the default workflow type4. Click “Update” when done

Setting a Date Range for a Module1. While in edit mode, click on module settings icon and choose “Module Settings” tab2. Expand “Advanced Settings” section3. Enter a Start Date for when you want the Module to be viewable on the page4. Enter an End Date for when you want the Module to be hidden on the page5. Click “Update” button

Event Calendar Module

Add an Event Calendar1. On the Admin bar click on “Modules” > “Add New Module”2. Search for “events” in search box3. Drag and drop the Events module onto the page in the desired location

Edit Categories1. Hover over Manage pencil icon 2. When options appear, click “Edit Categories”3. Add a category by typing text in the “Category” text box and click “Add”4. Update a category

a. Select a Category from the listb. Edit the text when it appears in the text boxes

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c. Click “Update”5. When finished, click “Return”

Add Event

1. Click the + button

2. Enter the information3. To upload flyers for the events, click the attachment button in the HTML editor. Upload the document and

insert it into the text box. 4. For the Owner, select HR admin. This will keep it consistent and not specifically assign a person to the event. 5. Click “Update” button

Delete an Event1. Click on the Event2. On the Event Information page, click “Delete”

FAQ ModuleThe FAQ module is where your department can add quick common questions and answers in a centralized location.

Manage Categories1. While in edit mode for page, click “Manage Categories” from pencil icon (next to settings icon)2. To add a New Category

a. Click “Add New”b. Enter Name and Description

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c. Click “Update” button3. To Update an Existing Category

a. Select the edit pencil iconb. Edit the Name and Descriptionc. Click “Update” button

4. To Delete a Categorya. Click the X next to the Category

Add New Question and Answer1. Click “Add New FAQ” from pencil icon menu

2. Select the Category3. Enter the text for the question and answer4. Click “Update” button

Update a FAQ1. Click the pencil and paper icon next to the FAQ you want to edit2. Edit the fields like you would a new FAQ3. Click “Update” button

Announcements1. Add the Announcements Module as discussed previously

Add an Announcement1. Click “Add Announcement”2. Fill out information as you normally would

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3. For the link, there is the option to track the number of times the link has been clicked. To get that statistic, you must click the Track Number of Times This Link Is Clicked when the announcement is created.

To view the statistics, click edit.

Creating a Feedback Form1. Select “Form and List” from the Module menu2. Add the module to the page by drag and drop3. To change or add any questions, click “Form and List Configuration”

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4. To add a new column, click “Add New Column” link

5. The screen appears. Enter the question text in the empty text box that is next to the save and cancel icon. Next is a drop down box where you will select what kind of content you will be collecting. Some of the more common will be one of the following:

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a. Text – allows the user to enter one line of text or can be formatted into a drop down list or radio button list.

b. Rich Text (Html) – allows the user to enter multiple lines of text.c. Radio button or dropdown list – Select Text. In the Advance Column Option select the type of list you

would like to create. In the List of Values, you will enter in the values as they will be displayed in a semicolon separated list. For Example, if I wanted the options to be Cloudy, Sunny, Rainy, I would put Cloudy;Sunny;Rainy in the text box.

6. When finished editing the fields, click the Save icon. You can change the order of the questions by clicking the up and down arrows.

7. When logged in, the list of all submitted responses will be under the form. In addition you can have the answers sent to the email address of your choice. To add an email address click “Form and List Configuration”

8. Select Enable Email Notifications

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9. An Email Settings section will appear

a. Enter the “To” field with the email for where you would like to send the information. If sending to multiple people, enter the emails in semicolon delimited list.

b. Subject – this will send the email with a certain subject. c. Trigger – make sure “On New” is selected.

10. Then click “Save Configuration and Return”

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Managing UsersGo to Admin on admin bar and select “User Accounts” from within main menuMake sure the page is in edit mode.

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From here you can manage the listed users’ account information.

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Add New Administrator

1. Click “Add New User” button2. Fill out the information, including Name and Email

a. Authorize – that you are allowing the user to log into the site.b. Notify – an email will be sent out when the user is created.c. Password – Enter a password for the new user. Inform the user of their new account.

3. Click “Add New User” button to confirm4. Go to the User Accounts list5. Click the edit pencil icon next to the user you just created6. On the Edit User Accounts screen, click “Manage Roles for this User” tab

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7. Select “Administrator” from the Security Role drop down list

8. Click “Add Role to User” button9. Click “Close” button when finished

Deleting UsersIt is important to remove users from an Administrator role when they no longer belong to the organization.

1. Open the User Accounts screen2. Click the trash can icon next to the user you want to remove

Change Password1. Open the User Accounts screen2. Click the edit pencil icon next to the user that needs to change their password3. Click “Manage Password” tab4. Enter new password in “New Password” text box5. Click “Change Password” button

At this point, only use change password and do not use Reset Password.

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