Website Support

Let’s dive deeper into each one of these areas. Starting with the Content Menu.

Pages: In this drop down, you can access pages. This is where you can see the backend structure of the website. Yellow folders are for sections, and blue PCF files are the web pages. You can click into the yellow folders to go deeper into the site structure. Once you are inside a folder, you can see that the breadcrumb area at the top of the page has changed to show where you are in the site. You can use that breadcrumb to navigate back a level or to the home section.

Depending on your user group or level of access, you may not have access to certain folders, or even see certain tools.

In this video we will discuss page status. Files that are checked out to you have a lit lightbulb icon. Check out a page to prevent others from entering conflicting changes while you are working. Click the lightbulb icon to check a file in or out.

Files that are checked out to another user have a lock icon. If a file is locked to someone else, you can't edit it. The exception is for administrators, who can forcibly check the file back in. If you check in a file someone else is working on, their unsaved changes will be lost.

Files that are scheduled to publish have a calendar icon.

Files that are scheduled to expire have a "No" icon.

Files that are pending approval as part of a workflow have a silhouette icon.

Files that have never been published have an "Unpublished" status.

Files that have been saved after the most recent publish date have an "Unpublished Changes" status.

This video will cover filtering pages and the more actions menu.

Filter: Type in the "Filter" field to search through the pages. Filtering searches file names.

More Actions: Click a file's More Actions menu indicated by the three dots to see the following dropdown menus:

• Edit: File, Properties*, Reminders
• Review: Preview, Page Check*, Save Version*, Versions*, Log
• Publish: Publish, Schedule, Submit for Approval*, Expire
• File: Rename, Move, Copy, Move to Recycle Bin
  *Only available if the page is checked out to you.

Some of these options may not be available or be slightly different depending on your user level, access settings, or file type.

In this video, we will be discussing the global search in more detail.

Global Search: Search results are sorted by content type, with the first five results for each type displayed. The types can include text-based files, folders, assets, groups, and events, depending on the topic and the type of files it is associated with. Click on an item to see additional information like location, last published date, and last date modified.

Click Go To… to view the item.

To view more than the first five results for a given type, click Show All. Search through the content types to the left, or sort items by title, location, last modified date, or last published date. Click the name of an item to be taken to where that item is located.

Click the More Actions menu for an item and click Preview to view it or Go To to go to its location in Omni CMS.

In this video, we will discuss editing a page. Navigate to the page you want to edit by either going to the page on the live site and logging in via the copyright symbol in the footer, or if you are already logged in, you can use pages under the content drop down in the main menu, or the file navigation side bar.

Click on either the page name, or the more actions dots, edit > file.

Each page has several green Edit buttons. The main content button is the one that you will be using. Once you click the edit main content button, the page will be automatically checked out to you. You will notice that the lightbulb icon turns yellow, and the editor window opens.

Using the WYSIWYG editor: The WYSIWYG window stands for what you see is what you get. It is a standard tool bar like the interface in Word. The tools include:

The first row includes: Save and Exit, Exit without saving, Restore last draft, Cut, copy, Paste, Paste as text, search, undo, redo, spell check, clear formatting, Bold, Italic, Underline, Strikethrough, Unordered list, Ordered list, indent, outdent, blockquote, superscript, subscript, left align text, center align text, right align text, justify text, link, unlink, email link, anchor link, and a helper tool that lists and describes all of these tools.

The second row includes: Fonts, font sizes, text styles, text color, highlight color, insert image, insert video, horizontal rule, insert line break, special characters, show blocks, source code view, snippets, assets, components, tables, expand editing window.

The main tools an average user will utilize are, save, close, copy, paste, undo, bold, italic, lists, block quotes, and links. Some of these tools are not available to all user levels.

In this video, we are going to discuss images.

Omni CMS supports the upload of many image file types. Add images to your site by uploading them. Once an image has been uploaded, you can add it to pages. Like pages, images must be published before they can be seen on your website. Images share most of the same behaviors as pages. For example, you must check out an image to edit it. They also have the same file, review, and publish options.

Inserting images:

To add an image to a page:

1. While editing an editable region, click the "Insert/Edit Image" icon in the toolbar.
2. In the "Source" field, click the file chooser .
3. Navigate through folders in your site using the dropdown.
4. If the image you want isn't available, you can upload it.
5. Click your image file.
6. Click Insert.
7. In the "Image Description" field, enter alternate text to describe the image if the image cannot be displayed.
8. This is important to meet accessibility compliance standards.
9. In the "Image Title" field, enter text to appear when hovering over the image.
10. Enter new values in the "Width" and "Height" fields to modify the dimensions of the image.
11. Click the lock icon to constrain proportions.
12. Click Save.

Editing Images:

Edit images directly, as follows:

1. Click the image that you want to edit in the editor window.
2. In the "Source" field, click the file chooser.
3. Click Edit > Image.
4. From the Tools menu, specify the following:
   • This tool doesn't change the image, it zooms in and out to make it easier for you to edit.
   • Resize: Width and/or height, in pixels. Select the "Preserve Ratio" checkbox to keep the original proportions of the image. Click Resize.
   • Crop: Drag the dotted outlines around the image to define the cropped area. You can choose an aspect ratio for the crop; use "Custom" for the ratio to be unrestricted. Click Apply Crop.
   • Rotate: Click to rotate your image 90º to the right.
   • Zoom: Click + and - magnifying glasses, or type in a percentage, to zoom in and out on the image. Original returns the picture to its actual size. Zoom to Fit scales the image to fit the editing window.
   • Undo: Click to undo your last change.
   • Redo: Click to redo the undone change.
5. Click save as to save a new image.

In this video we will show you how to add links to a page.

1. While editing an editable region, select the text or image to display as a link.
2. Click Insert/Edit Link  in the toolbar to open the "Insert/Edit Link" box.
3. In the "URL" field click the file chooser.
4. When linking to a page or file in your website, it's important to use the file chooser rather than pasting in the URL. Doing this keeps the link from breaking if the page is moved or renamed.
5. From file chooser, navigate through folders in your site.
6. Click the file to link.
7. Click Insert.
8. You can also set the "Open link in..." field to Current Window or New Window, using the dropdown. Only use the external option for links that exist outside of the website.
9. Click Save.
10. To link to a document, it is the same process, but you will choose the document instead of the web page. If the document does not currently exist on the server, you can upload it.
11. Select the text to display as a link, click the insert link icon in the toolbar, click the file chooser next to the URL field, navigate to the folder where you want your document to live, then click upload, click add, select your file from your computer, click start upload, click insert and save. Just like images, if you upload a document, you will need to publish the page for that document to show.

In this video we will show you how to add and edit tables.

To add a table:

1. While in the editor window, click the Snippets icon in the tool bar. There is a table icon, but we have already created a table that is styled and accessibility compliant for you to use.
2. From the list, choose responsive striped table with header, if you have a hard time finding it, type table in the filter by name area.
3. Select insert.
4. Now you have a table that you can edit.

To edit a table:

1. Click inside an existing table where you want to edit the text.
2. You can highlight the table header and change the text.
3. You can also highlight and change the text in the areas below.
4. To change the number of rows or columns, right click in the table.
5. To remove a column, right click anywhere in the column you want to remove then select column and delete column. You can also insert columns before or after the column that you have clicked.
6. To remove a row, right click on the row that you want to remove, click row, delete row, or if you want to add a row, click insert row before or after.

In this video, we will discuss uploading documents.

In this example, we will upload a PDF.  The first way to upload a document is to upload files while in Content > Pages list. Navigate to the location where you'd like to upload new files. There should already be a documents folder in most sections where you can upload new documents. If you don’t have a documents folder, please reach out to request one using the website support link in the footer.

1. Once you are inside the documents folder, click upload.
2. In the "Upload" box, Click Add to browse for files from your computer.
3. Files to be uploaded appear in a list. You can upload more than one file at once. From this list, you can rename them before starting the upload. In this example, we will lowercase the text to be in line with our naming conventions.
4. Click Start Upload.

Publish the uploaded file for it to appear on your live website. You can see that any file that has yet to be published will say unpublished. There are two ways to publish the file, click the check box to the left and click publish in the menu above, or click the more actions menu indicated by the three dots, then the publish drop down and publish.

The other way to upload files is while editing the page. This is the best way to upload images because it will automatically add your images to the correct images folder. You can see the specifics of how to do this in the video for inserting images.

In this video, we will discuss publishing and submitting pages.

You must publish your pages for changes to appear on your live website. By default, all users can publish content unless it is checked out to another user. Administrators can restrict this by requiring users to submit pages for approval.

To publish a page, while on the page click Publish.

Or you can publish a page while viewing the list of pages by using the more actions menu, click the Publish dropdown and then Publish.

If you don't have permission to publish pages, you see the option to Submit.

Now we will discuss Publish Options

Clicking Publish opens the "Publish" box, containing the following tabs and options:

Final Check

Final check reviews your page. 

• Spelling: Select a language and click to check the spelling on the page.
• Version Description: Enter a description of changes for the version history.

Schedule a page to publish instead of publishing it immediately.

You can schedule a file to publish at a later date. This can be useful for preparing content in advance of a specific date or deadline.

Schedule Options

From the "Schedule" tab choose the following options:

• Date: The day you want the file to publish.
• Time: The time you want the file to publish.
• Repeat Every: Schedule the page to republish at the interval you set.
• Notification: Create a notification of the scheduled publish, as appropriate. Select the "Send Copy to Email" checkbox to receive an email notification in addition to the message in your Omni CMS inbox.

You cannot schedule multiple files simultaneously. To edit or immediately publish a scheduled file, first remove the scheduled publish. 

Removing a Scheduled Publish

A scheduled publish can only be removed by the user who set it or by level 9 and 10 users. To remove a scheduled, publish Remove Scheduled Publish.

Workflow Publish

You can (or may be required to) submit pages and files to other users for approval and subsequent publication using the workflow system. 

1. After clicking submit
2. Write a subject for your message.
3. Write a message, as appropriate.
4. Choose to send an email to the user along with the Omni CMS message.
5. Click Submit. 
6. The file is now locked to the approver. 

Approving to Publish

If you are the one approving the files, you can view files submitted to you for approval in Dashboard Workflow. There are four approval actions you can take on a submitted file, as follows:

• Publish a file submitted to you for approval the same way you would normally publish a file.
• Schedule a file to publish later.
• Reassign the file.
• Decline the file to reject the publish.
• The file is checked in and available for additional edits. 
• Select the "Revert to Previous Version" checkbox to discard edits since the last saved version.

You can also send a message with the page. These messages are visible for each file in Dashboard > Workflow.

In this video, we will discuss versions.

Omni CMS stores a version of a page every time it is published. You can also manually save a version any time you want. Compare page versions to see when changes were made or revert a page to a previous version.

There are two ways to view page versions:

• Navigate to Content > Pages, click the More Actions menu , click Review > Versions.
• While viewing a checked-out page, click Versions in the page actions toolbar.

The version of the page that is live on your website is highlighted.

Save

To save a new version, click the More Actions menu in the page actions toolbar, click Save Version. In the "Save Version" box, enter a version description, as appropriate. Click Save Version.

Revert

Click the More Actions menu next to the version you want, click Revert. In the "Revert" window, click on the revision number to preview the version you're reverting to. Click Revert. Publish your page for the changes to be visible on the live website.  

Compare

You can also compare two versions of a page to see what's been changed between them. You can compare the current state of the page to a previous version or to what is on your live website. 

Version Compare

1. Click Compare.
2. Select Page.
3. View the marked changes on the page. 
4. Strikethrough (red) shows content that was removed.
5. Underline (green) shows content that was added.
6. Wavy underline (blue) shows formatting changes.

Compare to Live

1. You can also compare to the live site
2. Click Compare to Live in the upper right.
3. View the marked changes on the page. 
4. Strikethrough (red) shows content that was removed.
5. Underline (green) shows content that was added.
6. Wavy underline (blue) shows formatting changes.

In this video, we will discuss reminders.

Set stale and scheduled reminders on pages and files to send a message to you or an Omni CMS group.

There are two ways to set or edit a reminder:

1. Under Pages. Click the More Actions menu.
2. Click Edit > Reminders.
3. In the "Reminders" box, select the scheduled or stale reminder checkbox, as appropriate.
4. Enter the date, time, number of days, and notification.
5. Click Save.

or

1. While viewing a page, click Properties in the page actions toolbar
2. Click Reminders.
3. Select the scheduled or stale reminder checkbox, as appropriate.
4. Enter the date, time, number of days, and notification.
5. Click Save.

To clear a reminder from a page, deselect the checkbox for that reminder.

Scheduled Reminder

Scheduled reminders send a notification about a page at a specific date and time. For example, set a reminder to update tuition pages on the last day of the previous semester.

You can set the reminder to repeat periodically, starting from the scheduled date.  

Stale Reminder

Stale reminders send a notification about a page if it hasn't published within the amount of time you set. Use stale reminders to ensure content on a page is being updated periodically.

Stale reminders send notifications at the set interval until the page has been published again (for example, if a page is stale after one week, Omni CMS sends a stale reminder every week after the initial reminder). The stale reminder checks from the last published date and time, not when the reminder was set.