Web Administrator Training

Agenda

I. FTP of filesII. Content detectionIII. Scanning filesIV. Workflow and SecurityV. System SettingsVI. UniSite Administrator ExercisesVII.Overview of Content Editor tools

FTP of Files

• What does the UniSite file structure look like?

• How and where do I FTP my files and images into UniSite?

UniSite File Structure

• UniSite• Export (exported pages are put here)• Import (FTP pages to be imported here)• OtherSiteFiles (images & ‘other’ files live here)

• en/images• fr/images

• default directory (FTP pages here)• source html files

• wwwroot (pages published to staging server)

• en/allpages.asp• en/images

FTP Access to Your Files and Images

• Add new or updated files?- FTP file to

CompanyPrefix.unisite.com/CompanyPrefix• Add new or updated images?

- FTP files to CompanyPrefix.unisite.com/CompanyPrefix/OtherSiteFiles/LanguageDirectory/images/

- Substitute “images” with your image folder name, if different

- Substitute language directory with the appropriate language for that image

Content Detection

• What is auto-tagging?• What file types are auto-tagged?• How do I setup auto-tagging options?• May I manually add UniSite tags?

What is Auto-tagging?

• UniSite will automatically tag text and images to be managed in UniSite based on the set tagging options- Tags all images or just images with ALT & TITLE

text only- Tags <input>, <a>, and <select> html tags- Tags all script in quotes or,- Designated variables, such as those beginning

with str or $L

UniSite Auto-tag Examples

<p><UniSite>Welcome to our Web site!</UniSite></p>

<UniSite>

<SELECT NAME =“Lunch Day One”>

<OPTION VALUE=“Please choose a lunch option“ SELECTED UNI_ID=“1“>Lunch options!</OPTION> <OPTION VALUE= “Bistro" UNI_ID="2“> Bistro </OPTION> </SELECT></UniSite><UniSite> <A HREF= “/index.html” NAME= “Home“ > <IMG SRC= “homepage.gif“ ALT= “Return to Home Page“ ></A></UniSite>

<UniSite> strMessage=“Please enter your name here”</UniSite>

What File Types are Auto-tagged?

• .asp• .html or .htm• .txt• .cgi• .pl• .inc• .php• .shtml• .js• .jsp

• To add others, go to System Settings > File Types

Auto-tagging Notes…

• Only auto-tags if UniSite tags have not been previously added

• To re-auto-tag, all UniSite tags must first be removed

• Preview each page before continuing on to scan- Did all your desired text and images get tagged?- Did text or images get tagged that you want to

remove?- This is your opportunity to remove unwanted tags

• Running auto-tag does not save page to UniSite database.• You may Preview, then exit without saving,• Until you click OK button to scan.

Content Tagging

UniSite Content Manager operates on the principle that a site's structure is different from its content. In order for UniSite to manage your Web site, UniSite places unitags around the specific content areas of the original source files.

These tags effectively separate the site structure from its content, allowing each part to be managed separately.

UniSite automatically places unitags for you. You may customize tagging rules using the Settings feature: Tagging Options.

Manual UniSite Tags

• After Auto-tag –• You may add UniSite tags yourself, by

placing open and closing unisite tags around any additional elements that you want to localize.

• <UniSite>Put some text here.</UniSite>

• If you have already scanned the page into UniSite, you must perform a re-scan after adding manual tags.

Scanning Files

• What is the difference between tagging & scanning?

• Tagging wraps content with UniSite Tags

• Scanning stores the content in the database and assigns UniSite IDs to each content element

Scanning Rules

• For each file:• To keep pages out of UniSite un-check

both scan and tag content boxes • To scan and tag pages check scan and

tag content boxes• To scan but not tag for pages where

there is no content to localize, check scan box, but un-check tag content box

• Clicking the OK button starts the Scan process!

Go to UniSite for Scanning Exercise

1. Check both Scan and Tag Content to add a new tagged page to UniSite.

2. Check Scan only to add new page(s) to UniSite without tagging them. Click OK to start the scanning process.

3. Check Tag only for UniSite to auto-tag the page without adding the new page(s) to UniSite. Click Ok to start the auto-tagging process.

4. Leave all boxes blank to ignore pages. Note: These pages will remain available for scanning until you either scan them into UniSite or delete them from the FTP location.

5. Click Preview to review where tags will be applied before scanning.

Rescan

• After page has been scanned into UniSite,you must use the rescan feature if:• Any tags have been removed• Any changes have been made to it

(outside of UniSite)• If you change anything within the

UniSite opening and closing tags remove the UniSite assigned number before re-scanning if you want the new content to be pushed across other languages.

Exporting Translatable Content

• In UniSite: File > export places pages for specified

languages in the Export FTP directory

ftp://companyPrefix.unisite.com/export

• Export Options:

• Format: RTF, native code, or unicode

• Changed content only?

• Images? (only if new or changed)

UniSite Exercise - Export

•Click Site Site AdministrationAdministration > FileFile > ExportExport

Importing Translatable Content

• FTP to import directory• ftp://companyPrefix.unisite.com/

import

• In UniSite: File > import• to complete import mark as

translated

UniSite Exercise - Import1. Go to UniSite. From command

bar, click Site Administration - File - Import

2. Click on the FTP path to your import folder and copy your files to be imported into the UniSite Import folder. Then close the FTP window. From the UniSite Import window select the files you want to import and click the Import button.

3. Check Mark as Translated to update the status of the content on the imported pages to Translated.

4. Once Import is complete, you will get a message window, relaying the Import status of each file.

5. If a file has been marked as Failed, click on More to view details. Once all the errors have been corrected, run the Import command again.

Workflow and Security

1. Users2. User Groups3. Notifications4. Workflow Basics

Users

• Add your user accounts:• (Names & Passwords)• Site Administrators may

• add, copy, edit, remove, and disable user accounts

• Site administrators have the ability to change a user’s password. This comes in handy when a user has forgotten their password.

UniSite Exercise - Adding a user account

•Click Site Administration > Workflow and and Security > Users > Add

UniSite Exercise - Copying A User Account

•Click Site Administration > Workflow and and Security > Users > Copy

UniSite Exercise - Changing User Password

•Enter new password•Re-enter the new password to confirm•Then click OK.

User Groups

• User groups allow you to set up an alias for a group of users.

• This allows you maintain the user group when there are changes in responsibilities.

• When the user group is assigned to a workflow task, the new users in that group will automatically receive notifications.

UniSite Exercise – Add User Group

•Click on Site Administration > Workflow and Security > User Groups •Choose New

•This brings up a prompt for which users you want to add to the group. Choose users and click Add

Notifications

• You define the types of notifications that can be used within workflow and what the notifications say.

• UniSite notification variables can be used within the notification to for information such as the name of the page in the workflow process, where the page is located, who is the owner of a task, etc.

UniSite Exercise – Add Notification

1. Click New button to Add a Notification (Note: Notifications do not need to be added in any order)

2. Enter a Name, such as Review Notification or Publish Notification; then click OK button. Notifications window will reappear. Note: You may rename the Notification by entering a new name in Notification Name field and clicking Apply.

3. Click Notification Variables to assign message variables to the New Notification.

4. Choose which variables you would like included in your Notification and then click Ok to Apply and close that window.

5. Click Apply and then Ok to Save and Exit.

UniSite Exercise – Change/Delete Notifications

Change a Notification1. Choose which Notification you would like to

change by clicking on that name in the drop down list.

2. Make any wanted changes in the same window.

3. Click Apply to Save.

To Delete Notification1. Select the Notification you would like to delete

from the Select Notification drop down menu. 2. Click Delete. 3. Click Yes in the warning pop-up.

Workflow Features

• Automates:• Export• Publishing• Notifications - Can be initiated by check-in or scan

of page- You can start other workflows from

a workflow, hierarchically.

• You can manually put a page into workflow at any time.

• Workflow is assigned to a page

Define WorkflowTasks - Tasks represent each step in the

business process. You must create a Task for each Step in the process, in order to define your workflow.

3 state types:1. Awaiting Review 2. Awaiting Translate 3. Awaiting Publish

Events - Events move Tasks through the workflow.

•Enter•Approve•Unapprove•Advance

•Return•Cancel •Pause•Resume

Define Workflow (cont.)Actions -Based on the Event chosen, Actions are set to happen

automatically.• Notifications: messages sent to notify a user of an event in the workflow

process. • Export:

• in RTF format • in Native format • as Unicode • Images • Changed Content only

• Publish: You may choose to which server(s) you would like to publish. • Start Workflow: You may start another workflow from a workflow task

event. User Types• Task Owners • Task Users• Info Only UsersNotifications• Notifications are predefined Messages sent by E-mail or ICQ Instant

Messenger. You may assign a different notification for each user type for each event that can occur within a task.

UniSite Exercise – Define Workflow

1. Create a workflow: • Log into UniSite and

go to Site Administration > Workflow and Security > Define Workflow

• Click New. • Enter a workflow

name and click OK.

UniSite Exercise – Define Workflow (cont.)

2. Define a task: • You should now be

viewing the new workflow. Click Add to add your first task.

• Enter a task name, choose a task type and click OK.

UniSite Exercise – Define Workflow (cont..)

3. You now need to assign users to the task by selecting a site user and clicking the AddAdd button for the appropriate user type. Then click OKOK. You must have at least one task owner assigned to the task.

UniSite Exercise – Define Workflow (cont…)

• You now need to assign actions to the task events. Choose an event from the drop-down list, assign actions such as notifications and publishing and click Apply.

• Repeat this process for each task event to which you want to assign actions. When you are done, click OK.

• Repeat the steps for defining a task until you have added all the required tasks to complete the workflow process.

UniSite Exercise – Define Workflow (cont….)

4. Assign pages or templates to the workflow:

• When you have added all your tasks, you must assign pages or templates to the workflow. Click Select Objects.

• Select the pages or templates tab and select pages at root, folder or page level.

• To do this, check the folder, then un-check the individual page. Click OK or Apply button to save and exit.

UniSite Exercise – Change a Workflow

How to change a workflow1. You can change a workflow name by changing the

name in the name field and clicking Apply. 2. You may change a task by selecting the task and

clicking Define to change the task definitions. Click Users to change the users assigned to the task. Click OK or Apply when you are done changing tasks.

3. You may change the pages or templates assigned to the workflow by clicking Select Objects. Click OK or Apply when you are done.

4. You may change the sort order of the tasks by clicking on a task and using the up or down buttons to move the task to the new sort order.

5. You may delete a task by selecting the task and clicking the Delete button to the right.

UniSite Exercise – Copy a Workflow

How to copy a workflow1.Select the workflow you wish to copy

then click Copy. 2.Enter the name of the new workflow

and click OK. 3.You'll need to assign users and pages

or templates to the new workflow. Then click OK or Apply.

UniSite Exercise – Delete a Workflow

How to delete a workflow1.Select the workflow you wish to delete

and click Delete. Then click OK or Apply.

Using Workflow• Right-click or Use the Workflow Menu• Administrator may:

• Cancel – stops the workflow process• Pause – pauses workflow process• Resume – resumes workflow process

• Administrator and Content Editor may:• Advance – moves to next step• Approve – approves changes without

advancing• Unapprove – rejects changes without

returning• Return – sends back to previous step

System Settings

• Publishing settings• Tagging settings• Editing settings• Rules• Notification Settings• Scan File Types

Publishing Settings

• Enable auto-publish on Save automatically publishes saved content to the staging server.

• Enable FTP publishing• Disable synchronize files only

• Synchronize files = publish to live site only• Disabling this forces publishing to both

staging and live servers, at time of publish

UniSite Exercise –Publishing Settings

1. Check Enable Auto-Publish on save if you want UniSite to publish pages to the staging server whenever you Save,Save Override, Save Translated or Rescan a page.

2. Check Enable FTP Publishing to publish pages across a network via FTP to another server, or uncheck the box to disable this feature. If you disable this feature, you will no longer have FTP servers listed under Publish Site Pages or Publish Other Site Objects.

3. The second option is the ability to Disable the Synchronize Files Only feature. This means that when publishing, users will not be able to only publish the current files that are on the staging server to the FTP Server. They will have to publish by the default method, which is from UniSite to the staging server, then to the FTP Server.

FTP Publishing Settings

• Staging server is on same UniSite server • FTP is not required

• Production or live site is on different server• FTP is required• FTP host name, IP address, port• You may have multiple FTP locations for

publishing

UniSite Exercise – FTP Publishing

How to set-up UniSite for FTP Publishing

• Click New... This will open the New FTP Publishing Site window.

• Enter the name for the new FTP publishing site. This name is just the UniSite referral name for the site.

• From the FTP Server Publishing Setup window, enter the FTP Address and check Enabled box. Enter or change any additional information needed about your FTP Server. Note: Remember that in order for users to publish into a directory, you must have the correct corresponding Windows NT security permissions set. In other words, that user must have a minimum permission of "write" for the directory you are publishing into.

• Click Update to save information. Then click Close when finished.

Tagging Settings

• Use tagging settings to specify how UniSite should tag pages when autotagged.

• This allows you to customize the autotagger.

UniSite Exercise -Tagging HTML Text

•Ignore &nbsp; in textwill ignore and not put unitags around non-breaking spaces (&nbsp;), such as <p>&nbsp;</p> •Include < specific HTML tags >in text •the default tags are: <strong>, <i>, <b>, <big>, <small>, <strike>, <s>, and <u> •these tags are usually around text that is also within another set of tags, such as:by including these tags in the text, and not adding unitags to those also, the paragraph will be kept together, •You may also add other HTML tags to include, by clicking the << Add New Item button.

UniSite Exercise - Tagging HTML Tags

•Tags content inside the following HTML tags, by default: <input>, <select>, and <a> •You may add others by entering the tag in the blank box and click the << Add New Item button.

UniSite Exercise -Tagging Images

•Tag images with no ALT or TITLE text •tags All Images

•Tag ALT and Title text in imagemaps (only tags images that have ALT or Title text)

UniSite Exercise - Tagging Scripts•Tag all quotes in script (tags All content between single or double quotes, in your script)

•Tag all string variables in script and Prefixed by:(Only tags specific String Variables in the script, based on their prefix. )•Predefined Prefix String variables include $L, L, $str, str )

You may also create your own string variable prefixes

•Enter new String Variable Prefix and click Add New Item

UniSite Exercise - Tagging Prefix/Suffix Pairs

•The Prefix/Suffix Pairs option allows you to set up a new tagging rule for content between script tags

For example: to tag an Alert message, such as: Alert('Error! Try Again.');1.  Prefix = Alert('2.  Suffix = ');3.  Click <-- Add New Item button

The result would be: Alert('<UniSite> Error! Try Again.</UniSite>');

Editing Settings

• Editing settings allow you to specify if Header information should display automatically when editing content.

• You can also specify if Save Override or Save Translated is allowed.

UniSite Exercise – Editing Settings

• Auto-Open Headers: This feature is not enabled by default. Check this box if you would like UniSite to automatically open the page headers each time you open a page into the content editing area.

• Allow Save Override: This feature is enabled by default, if you would like to disable it you need to click to clear the box. Remember, if you have made changes on a page in the default language, and then perform a Save Override the change detection feature will NOT be triggered, instead it will be "overridden". For more information, see the section 'Page Saves.'

• Allow Save Translated: This feature is enabled by default when the Globalization Module is available, if you would like to disable it you need to click to clear the box. Remember, if a Save Translated is performed on a page waiting to be translated (a page with a red icon and red highlighted content), it will clear all of the change notification on that page. For more information, see the section 'Page Saves.'

Rules

• If all images are not appearing, you may have to setup some UniSite rules.

• Rules are based on “find and replace” logic1. View source to determine the image paths2. Copy the image path in source and enter

into “Find” portion of rule3. Then enter the correct image path in

“replace” portion of rule4. Apply to content, preview, or publish views

UniSite Exercise - Rules

How to create a New Rule

1. From the Rules window (Site Administration > System Settings > Rules), click New button, to add a new Rule.

2. Enter a Name for the Rule and click OK button.

Rule Options

• Decide for which language(s) you want the rule to apply: UniSite allows the rule to be applied to all languages simultaneously or provides you the ability to select which languages for which it will be effective, without affecting the other languages. Select the languages to which the rule will apply by clicking in the check box next to the language to select, or deselect, a language.

Rule Options (cont.)

• Decide for which page(s) you want the rule to apply: This works exactly the same as selecting languages, you simply select for which pages you want the rule to be effective. You can set a rule to apply to all of your pages at once or you can select exactly which pages it will affect. Select the Pages to which the rule will apply by clicking in the check box next to the page to select, or deselect, a page.

Rule Options (cont..)

• Decide for which view(s) you want the rule to apply: Another control you have when you create a rule is to dictate if it will be in effect on all of the views or if it will be effective in just a single view, such as in the content or preview view. It even allows you to set the rule to apply only when the page is actually published. For example, as you will see as we go through some specific rules case’s there are times when you only need the rule to apply while you are editing the page such as mouse-over rules.

Updating or Deactivating a Rule

Updating or Deactivating a Rule1. Click Site Administration > System Settings >

Rules. This opens the Rules window. 2. Select the rule that you would like to edit or

deactivate from the drop-down list at the top of the window.

3. To update the rule, simply make your changes and click the Update button at the bottom of the page.

4. To deactivate the rule, clear the check from the ActiveActive check box , by clicking the box.

5. To re-activate the rule, click the empty Active check box , to insert the check.

Deleting a Rule

Deleting a Rule1. Click Site Administration > System

Settings > Rules. This opens the Rules window.

2. Select the Rule that you would like to remove from the drop-down list at the top of the window.

3. To delete the rule, click on the Delete button at the bottom of the page. You will see a message that confirms "Delete this rule?". Click the OK button to delete. The rule will then be removed.

Notification Settings

• This is where you set where the notifications come from. This must be set for notifications to be sent.

UniSite Exercise – Notification Settings

Workflow requires a System Administrator Email Address. This address will act as the "from", when sending Workflow Email or ICQ Notifications.

1. Enter your System Administrator Email Address in the box.

2. Click the OK button to save and close window, when finished.

Languages

• Once your default site is set up, you may add additional languages under Site Languages.

• You may also create custom languages by defining a language.

UniSite Exercise – Language Directories

Adding a Site Language1. Click the Add… button from the Site

Language window, as shown below. 2. This will open the Add Site Language

window. Derive Content From: Select the language from which you want to derive the content. In other words, when adding a new language you can choose to pre-populate the new language content with any current language content (not just the default language).

3. If both are available, select the character set you wish to use. Again, based on your site architecture and what browsers you must support, you must ultimately decide which character encodings that you will use for that language. When you are finished, click the OK button.

4. UniSite does provide the ability to add a customized language, by using the Custom Definition button. This will open the Add Custom Language Definition window.

Changing the default language

1. From the Site Languages window, in the drop-down box select the site language that you would like to set as the default language.

2. Click the Set As Default button. This will change the default language to the language you selected above. You will see that language now says (default) next to it.

3. Remember that changing the default content will override the change detection that may have occurred using the previous default language. For example, if pages were ‘out of synch’ when English was the default language, changing the default language to French would eliminate the visual clues telling you page content needed to be updated. Be sure your site is synchronized across the languages before changing the default language.

Deleting a language from your site

There are some important considerations to keep in mind when you decide to delete a language from UniSite. When you delete a language, all the content for that language - for every page - will be lost. There is no way to recover the content without manually re-entering it again.

1. From the Site Languages window, select the Site Language that you would like to delete.

2. Click the Remove button. This will produce a warning message, "Removing this language will permanently delete all language content. Do you wish to proceed?" If the language is the default, the message states, "You are not allowed to remove the default language."

3. If you click OK, then you have deleted all of the content on every page for that language. You cannot reverse this action.

Publishing

• Site Pages• You may manually publish page(s) for

multiple languages to multiple locations at the same time.

• You may also publish objects associated to the page such as images at the same time you publish the page.

• Other Site Objects• You may publish object(s) such as

images, PDF files, or media files manually.

UniSite Exercise - Publishing1. Check Enable Auto-Publish on save

if you want UniSite to publish pages to the staging server whenever you Save,Save Override, Save Translated or Rescan a page.

2. Check Enable FTP Publishing to publish pages across a network via FTP to another server, or uncheck the box to disable this feature. If you disable this feature, you will no longer have FTP servers listed under Publish Site Pages or Publish Other Site Objects.

3. The second option is the ability to Disable the Synchronize Files Only feature. This means that when publishing, users will not be able to only publish the current files that are on the staging server to the FTP Server. They will have to publish by the default method, which is from UniSite to the staging server, then to the FTP Server.

Template Overview

UniSite templates will work much the same way templates work in Microsoft Word. Content editors can create new Web pages using templates supplied by the site administrator.Only site administrators have the ability to create templates.

Template Overview (cont.)

• You can create templates for pages where content editors frequently add new pages such as press releases

• This gives content editors the ability to add new pages quickly without the aid of the site administrator.

• Site administrators keep control of the layout and code by predefining the template used for the new pages.

UniSite Exercise – Creating a New Template for Site Administrators

1. Create a template using your preferred HTML authoring tool.

2. FTP the desired template file to the SiteTemplates directory.

3. Log in to UniSite and click on Site Administration > File > Scan New.

4. Click on the Templates Tab.

5. Pick the document you wish to have as a template by checking the box in the Scan column next to the appropriate file name.

6. Click Scan.

UniSite Exercise – Creating a Template from an existing page

1. Click File and New. 2. Click the page or

template from which you want to create a new template.

3. Click the Radial button that says "As a New Template".

4. Click Create.

Sections

• You can create sections within a page where the content editors can add and move predefined code within the section.

• This gives the content editors the ability to add a new paragraph or image on a page without the aid of the site administrator.

• Site administrators keep control of the layout and code by predefining what code can be added and where it can be added.

• HTML code must be contained within a UniSite_Element. You cannot have HTML code in a section that is not contained within a UniSite_Element.

Sections Example

• <UniSite_Section Name="News Blurbs">• <UniSite_Element>• <tr>• <td>• <UniSite><A href=“

/globalweb/“>Developing• international sites</A></UniSite>• </td>• </tr>• </UniSite_Element>• </UniSite_Section>

Questions

? ? ?