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KSOM Sitecore Training


Content Editors

Prepared exclusively for Swanson Russell
West Monroe Partners
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Table of Contents
2
Accessing Sitecore

General Web Site Editing Overview & Best
Practices

Creating a New Page & Adding Content

Home Page
Support Keck
Deans Corner
Featured News/More News
Featured Event/More Upcoming Events

Creating Pages from Templates
Basic Page
News & Events
Events & Custom Copy
News & Custom Copy







Adding Site Content
Events
Add an Event
Event Calendar
Event Detail Page
News
Add a News Item
News Landing Page
News Detail Page
Creating Metadata
Callouts
Add a Content Callout
Add a Visual Callout
Publish a Callout
Callout Inheritance and Hiding
Creating Sub-Folder

Appendices
Appendix A: Rich Text Editor
Appendix B: Search Within Sitecore
Appendix C: Workflow Process Details
Appendix D: Using the Workbox
Appendix E: Image Tools





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Accessing Sitecore
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Accessing Sitecore

The Sitecore system can be accessed
by visiting the following URLs:
Development Site: http://med-sc-
dev.usc.edu/sitecore
Production Site: http://med-sc-
cms1.usc.edu/sitecore/login

At the login screen, there are various
options that allow access to the two
different methods of editing content.
The two content editing modes are
the Content Editor, and Edit Web
Mode. We will be using the Content
Editor for our training and
encourage you do to the same.


4
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General Web Site Editing
Overview & Best Practices
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Content Structure
6
Content within Sitecore is stored within a tree structure
1
1
2
2
3
3
4
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Content Structure
7
Content within Sitecore is stored within a tree structure
Pages contain content which is split into data fields of various types




Single line of text

Image



Rich Text
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Content Editor
8
In the Content Editor mode, content is viewed as a hierarchical tree. Nearly all of the editable
content will be found under the KSOM item in the content tree. The Content Editor mode
provides some functionality that is not available in Web Edit mode, such as copy/paste and
item sorting.
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Editing Items
9
Editing Items
Before you begin, please be sure that you disable your pop-up blockers.
Locking and Item
Before an item can be edited, it must be locked. Locking prevents changes from being
overwritten by another user editing content at the same time. Content locking can be turned
off if there are very few content editors.
If the item needs to be locked, then the warning will appear beneath the name of the item. To
lock the item, click the Edit button OR the Lock and Edit link on the page. After clicking the
Edit button, the item can be edited.

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Creating a New Version
10
It is recommended at this time to create a new version prior to making edits on a page. This
way if you wish to discard your changes, you may just revert to a previous version. To add
version go to the Versions Tab and select the Versions drop down. Click the Add Version.

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Deleting Versions and Unlocking Items
11
To revert back to the previous version and remove your changes, you must delete the current
version. First, select the page you would like to revert back to previous version. Click on the
Version tab. From there, click Remove to remove the current version.


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Deleting Versions and Unlocking Items
12
To unlock and item or discard your changes, you must go to the Review Tab and unlock the
item. Once on the Review tab, select My Items. From the pop-up select the item you would
like to unlock and select Unlock. When you are finished select Close.


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Creating a New Page &
Adding Content
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Creating a New Page
14
Updating Text
Any text that is able to be edited can be made
directly to the page.
Adding Pages
To add a page in Sitecore select the area you
would like to add a page to and right click.
Select Insert Insert from Template. A menu
will appear where you will be able to select
the type of page you would like to add.
Next, a pop-up will appear asking you to name
the new page. Enter the name and click OK.
Adding Metadata
All pages will have metadata associated with
them. See slides below for details.



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Creating a New Page
15
For MAC users:
Rather than right-clicking to create a new page, you can add new page in the ribbon.
Click on the section under which you want to create the page, and under the Home tab,
you will see page options.






You will also see the other menu options in the ribbon that you would see in the right-
click menu


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Changing Page Titles
16

The page title that is displayed in the Menus and Navigation throughout the site
comes from the name of the item. To change the name of an item, right click the
item, and select the Rename option. Some items cannot be renamed.


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Saving and Checking In Items
17
While you are working, you may Save the work you are doing. You can click the Save button
or click CTRL+S.
When you have completed your changes, you must check the page back in. This will allow
other editors to see your changes, but these changes will not appear on the site. To check in
the item, from the Home tab select the Edit drop down. From there you can check in the
item.











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Previewing Changes
18
Changes to content items can be previewed by clicking the Publish tab at the top of the
content editor, then clicking the Preview button. A new browser window will be displayed,
and changes can be previewed before they are published.








Please be sure to close your preview window once you are done viewing your changes as that
window will display all items checked in and may appear that items are being published
without actually being published.



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Publishing Items
19
In order to publish an item, it must go through a workflow process.





The workflow process is in place to ensure that content is appropriately reviewed before being
published onto the live website
There are two workflows in place:
KSOM Content Workflow (used for standard site content and pages)
KSOM News and Events Workflow (used solely for news and event items, and to publish specifically to
the Home Page and Master Calendar)
Each workflow process follows a few basic steps (shown below) and begins when a user wants
to publish content to be displayed on the site



















Content Workflow Steps
News and Events Workflow Steps











1
2
3
1
2
3
4
5
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Publishing Items
20
An item is published after it goes through the workflow process and is approved










As a Content Author, you can only submit an item for approval. To do this, select Submit from
the Edit drop-down menu
After a Content Approver approves the item, then it will be published
After a Content Approver approves the item, then it will be published







As a Content Approver, you can submit AND approve your own items, if desired


















*For more details on the
workflow process, please see
Workflow Process Details
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There are two methods of uploading images to Sitecore:

















The following slides will provide a step-by-step guide to uploading images using both methods


















Upload an Image
21
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
2. Upload the image as you are creating or
editing a page
This method is best for adding images on the
fly while you are creating/editing a page
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At the very bottom of the tree structure, you will see Media Library
section
Clicking on this will take you to the Media Library, where all images
and files are stored






















Upload an Image Media Library
22
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
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By clicking into the Images folder, you will see all of the images stored
on the site
Within the Images folder, you can create new sub-folders to organize your
images
There are three ways to upload new images:
Upload Files
Upload Files (Advanced)
Drag & Drop





Images must be published for them to appear on the site, just like all
content.
The correct sizes (in pixels) for each image type are as follows:
Banner Image 644 x 218
Feature Image 274 x 72
More News & Research Image 65 x 48























Upload an Image Media Library
23
1. Upload the image to the
Media Library
This method is best for
adding multiple images to
Sitecore at once
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You can also upload images while creating a new page or editing
an existing page
You can do this in two ways:
When adding a banner image to a page
Through the rich text editor

Banner Image
Select the browse button


Rich Text Editor
Select the insert Sitecore media button




Whichever way you choose, you can upload a new image from the
current screen without having to navigate to the Media Library
















Upload an Image while editing page
24
2. Upload the image as you
are creating or editing a page
This method is best for adding
images on the fly while you
are creating/editing a page
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By selecting either browse or insert Sitecore media, you will see
the Media Browser screen display
















Upload an Image while editing page
25
2. Upload the image as you
are creating or editing a page
This method is best for adding
images on the fly while you
are creating/editing a page
First, navigate to
the Images
folder
You will see images organized just as
they are in the Media Library. From
here, you can select an existing
image to add to the page.
If you need to upload
a new image for the
page, you can use
either the Upload or
Drag & Drop feature
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Upload File (make sure to Publish after you upload)






Drag & Drop (make sure to publish after you upload)









Upload an Image while editing page
26
2. Upload the image as you
are creating or editing a page
This method is best for adding
images on the fly while you
are creating/editing a page
Simply upload
the file from your
computer as you
normally would
Drag the file from your
computer into the folder
view that displays
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After you Upload or Drag & Drop, the image will appear within the
tree view as a new image. Select the image and click OK to add it
to the page.














Upload an Image while editing page
27
2. Upload the image as you
are creating or editing a page
This method is best for adding
images on the fly while you
are creating/editing a page
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Home Page
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Home Page Overview
29
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Hero Marquee
30
The Hero Marquee will display at the top of the home page, with five main tabs:
Keck
Students
Faculty & Staff
Alumni
Patients
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Hero Marquee
31
Within the tree structure, you will find the Marquee within the Home section within Site
Content
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Hero Marquee
32
The first three fields you will see are Display Title, Story Title, and Image
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Hero Marquee
33
The other two fields you will see are Description and Link
NOTE: the Link field will always display the same text: Read The Full Story. The URL
that you enter into the Link field will determine where a user is directed when they click
on that item on the page.
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When you click on insert link for the Link field within the Hero item, you can specify what
text shows up in the yellow box by editing the Link Description field




























Hero Marquee
34
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Hero Marquee
35
You will notice that main items within the marquee have sub-links, such as Maps &
Directions
To add a link, right-click on the main
item and select Insert > General Link
When creating a new item, you will
need to enter only Title and Link
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Support Keck
36
The Support Keck feature is found within the Islands folder of the tree structure, within the
Site Content section
There are three fields to add content to for this feature: Title, Description, and Image
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Support Keck
37
After you Save and Publish the item, it will display on the home page
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Deans Corner
38
The Deans Corner feature is found within the Islands folder of the tree structure, within the
Site Content section
There is only one field to add to for Deans Corner, which is Body. Text and/or links can be
added to this section. The image within the Deans Corner section will not change.

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Deans Corner
39
After you Save and Publish the item, it will display on the home page
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Callouts
40
Also from the KSOM item within the tree structure (beneath the Support Keck and Deans
Corner sections), you will see the Callouts section.
From here, you can add any callouts to the home page, just as you would add callouts to any
other page
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Featured News
41
To determine which News item is featured on the home page, click on the KSOM item within
the tree structure.
On this page, you will see a dropdown list for Featured News Research. This is where you
select which item displays on the home page. You can select from any existing new item.
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Featured News
42
After you Save and Publish the item, it will display on the home page
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More News
43
To determine which News items are displayed on the home page, you can tag them with
metadata labeled Home
Within the News item itself, you will see the Metadata Tagging area
From here, you will see the option for Home. When you select Home the News item will be set to
display on the home page
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
Department of Medicine

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Featured Event
44
To determine which Event is featured on the home page, click on the KSOM item within the
tree structure.
On this page, you will see a dropdown list for Featured Event. This is where you select which
event displays on the home page. You can select from any existing new item.
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Featured Event
45
After you Save and Publish the item through the workflow, it will display on the home page
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More Upcoming Events
46
To determine which Event items are displayed on the home page, you can tag them with
metadata labeled Home
Within the Event item itself, you will see the Metadata Tagging area
From here, you will see the option for Home. When you select Home the Event item will be set to
display on the home page
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
Department of Medicine

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Creating Pages
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Page Color Key
48
Each page template has a color associated with it, which is what you will see when you
attempt to create a new page
Basic Page = WHITE
Events and Custom Copy = YELLOW
News and Custom Copy = GREEN
News and Events = RED









If the insert menu appears smaller than what you see above, you need to add http://med-
sc-dev.usc.edu to your trusted sites in your Internet Explorer browser. If you dont know
how to do this, the following article provides instructions:
http://www.microsoft.com/windows/ie/ie6/using/howto/security/settings.mspx























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Changing Page Templates
49
Content editors have the ability to change an existing pages template if needed
NOTE: all content editors do not yet have this ability. This will be added at a later date.
Within the top ribbon, you will see change within the Template section of the Configure tab
NOTE: do not use the Edit template option





When you click Change you will see the Change Template Wizard pop up on your screen


















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Changing Page Templates
50
Next, you can select the type of page (from an existing page) that you can change to
























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Changing Page Templates
51
Once you select the new template, you will see a warning page displaying the details of what
will change with the new template.
NOTE: because different templates have different fields, some fields may be lost if the new
template does not have the same fields
























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Creating a page using the
Basic Page template
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Page Creation Process
53
When creating a page using the Basic template, you will generally follow the steps below:
1. Create page
2. Set up metadata/assign metadata to page

























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Page Creation Process
54
When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
























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Basic Page
55
To create a Basic Page, right-click the page or area under which it will be created.
Select Insert > Basic Page (the white option)











Add the name of the page to the pop-up window that displays and click OK











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Basic Page
56
The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text











Page Title will
display at the very
top of the page











Subtitle will
display below the
image











Navigation Title
will display in the
left hand
navigation











Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page











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Basic Page
57
The other three areas of a Basic Page are Image, Body, and Callouts.











If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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Basic Page
58
Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.

You will see a metadata category drop-down list available where you can choose from
specific categories.










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Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the Metadata folder within the Site Content area within
the tree structure







Metadata items are organized within four folders:





















Create New Metadata
59
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First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select Metadata









Then, name the new metadata item




























Create New Metadata
60
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When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.




























Create New Metadata
61
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Publishing a Basic Page
62
An item is published after it goes through the workflow process and is approved










As a Content Author, you can only submit an item for approval. To do this, select Submit from
the Edit drop-down menu
A Content Approver will be notified via email to review the item
After a Content Approver approves the item, then it will be published






As a Content Approver, you can submit AND approve your own items, if desired


















*For more details on the
workflow process, please see
Workflow Process Overview
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Basic Page
63
Once published, a Basic Page will look similar to this:











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Creating a page using the
News & Events template
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Page Creation Process
65
When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
























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News & Events Page
66
To create a News & Events Page, right-click the page or area under which it will be created.
Select Insert > Basic Page with News and Events (the yellow option)











Add the name of the page to the pop-up window that displays and click OK











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News & Events Page
67
The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text
Below them, you will see the Image and Body fields











Page Title will
display at the very
top of the page











Subtitle will
display below the
image











Navigation Title
will display in the
left hand
navigation











Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page











If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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News & Events Page
68
At the bottom of the page, you will see Featured News Research and Featured Event
From here, select the featured items from the drop-down list to be displayed on the
page
**If you need to create new News/Event items for this page, refer to the sections later
in the training guide about creating News/Event items. You will then be able to select
them for this page.

Below those fields, you will see the Callouts section











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News & Events Page
69
Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.

You will see a metadata category drop-down list available where you can choose from
specific categories.










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Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the Metadata folder within the Site Content area within
the tree structure







Metadata items are organized within four folders:





















Create New Metadata
70
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First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select Metadata









Then, name the new metadata item




























Create New Metadata
71
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When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.




























Create New Metadata
72
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Publishing a News & Events Page
73
An item is published after it goes through the workflow process and is approved










As a Content Author, you can only submit an item for approval. To do this, select Submit from
the Edit drop-down menu
A Content Approver will be notified via email to review the item
After a Content Approver approves the item, then it will be published






As a Content Approver, you can submit AND approve your own items, if desired


















*For more details on the
workflow process, please see
Workflow Process Overview
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News & Events Page
74
Once published, a News & Events Page will look similar to this:











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Creating a page using the
Events & Custom Copy
template
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Page Creation Process
76
When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
























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Events & Custom Copy Page
77
To create an Events & Custom Copy Page, right-click the page or area under which it will be
created.
Select Insert > Basic Page with Events and Custom Copy (the green option)











Add the name of the page to the pop-up window that displays and click OK











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Events & Custom Copy Page
78
The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text











Page Title will
display at the very
top of the page











Subtitle will
display below the
image











Navigation Title
will display in the
left hand
navigation











Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page











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Events & Custom Copy Page
79
The next three areas of an Events & Custom Copy Page are Image, Body, and Custom Copy.











If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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Events & Custom Copy Page
80
Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.

You will see a metadata category drop-down list available where you can choose from
specific categories.










2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the Metadata folder within the Site Content area within
the tree structure







Metadata items are organized within four folders:





















Create New Metadata
81
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First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select Metadata









Then, name the new metadata item




























Create New Metadata
82
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When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.




























Create New Metadata
83
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Events & Custom Copy Page
84
The final fields of an Events & Custom Copy Page are Featured Event (choose from drop-
down) and Callouts.
**If you need to create new Event items for this page, refer to the sections later in the
training guide about creating Event items. You will then be able to select them for this page.











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Publishing an Events & Custom Copy Page
85
An item is published after it goes through the workflow process and is approved










As a Content Author, you can only submit an item for approval. To do this, select Submit from
the Edit drop-down menu
A Content Approver will be notified via email to review the item
After a Content Approver approves the item, then it will be published






As a Content Approver, you can submit AND approve your own items, if desired


















*For more details on the
workflow process, please see
Workflow Process Overview
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Events & Custom Copy Page
86
Once published, an Events & Custom Copy Page will look similar to this:











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Creating a page using the
News & Custom Copy
template
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Page Creation Process
88
When creating a page using the News & Events, Events and Custom Copy, or News & Custom
Copy templates, you will generally follow the steps below:
1. Create page
2. Create news or event items for the page
3. Set up metadata/assign metadata to page
























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News & Custom Copy Page
89
To create a News & Custom Copy Page, right-click the page or area under which it will be
created.
Select Insert > Basic Page with News and Custom Copy (the red option)











Add the name of the page to the pop-up window that displays and click OK











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News & Custom Copy Page
90
The first four fields are used to name the page and its navigation items.
Typically, these will all contain the same text











Page Title will
display at the very
top of the page











Subtitle will
display below the
image











Navigation Title
will display in the
left hand
navigation











Breadcrumbs Title
will display in the
breadcrumb trail
at the top of the
page











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News & Custom Copy Page
91
The next three areas of a News & Custom Copy Page are Image, Body, and Custom Copy.











If the image has not yet been uploaded to the
Media Library within Sitecore, you will need to
upload it.
If you do not remember how to upload an
image, please refer back to slide 25 by
clicking here.
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News & Custom Copy Page
92
Next, you will tag the page with a specific metadata category so that the page is associated
with the correct section of the site.
If you tag a page properly, it will only display News & Events items that correspond to that
page on the All Events page and All News page.

You will see a metadata category drop-down list available where you can choose from
specific categories.










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Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the Metadata folder within the Site Content area within
the tree structure







Metadata items are organized within four folders:





















Create New Metadata
93
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First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select Metadata









Then, name the new metadata item




























Create New Metadata
94
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When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.




























Create New Metadata
95
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News & Custom Copy Page
96
The final fields of a News & Custom Copy Page are Featured News Research (choose from
drop-down) and Callouts.
**If you need to create new News items for this page, refer to the sections later in the
training guide about creating News items. You will then be able to select them for this page.










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Publishing a News & Custom Copy Page
97
An item is published after it goes through the workflow process and is approved










As a Content Author, you can only submit an item for approval. To do this, select Submit from
the Edit drop-down menu
A Content Approver will be notified via email to review the item
After a Content Approver approves the item, then it will be published






As a Content Approver, you can submit AND approve your own items, if desired


















*For more details on the
workflow process, please see
Workflow Process Overview
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News & Custom Copy Page
98
Once published, a News & Custom Copy Page will look similar to this:










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Calendar Events
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At the bottom of the tree structure, you will see the Site Content section
Within this section, you will see an Events folder, with all Events within that folder
To create a new Event, right-click the Events folder, and select Insert > Event








In the pop-up window, enter the name of the new event






















Add an Event
100
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Add an Event
101
For MAC users:
Rather than right-clicking to create a item, you can add new event in the ribbon. Click on
the section under which you want to create the page, and under the Home tab, you will
see event options.






You will also see the other menu options in the ribbon that you would see in the right-
click menu


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The new event will be created and you can populate its fields
Note: Events can be either single day or multi-day. If the event is single day, leave the End
Date field empty. DO NOT span an event across multiple months. If an event exists across
multiple months (i.e. 5/31-6/2), create two separate event items.































Add an Event
102
The Title is the name
of the event











Select the start and
end dates using the
calendar menus











Enter the Time of
the event











Enter the Location
of the event











When entering time,
please use one of the
following formats:
3:00pm 4:00pm PT
3:00pm PT
If you need to create an event
that spans over two months,
please create multiple events that
start and end within the same
month
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Below the Location field, you will see a section to add an Image to the page
Select browse to select the image





The Media Browser will appear, and you can select your image.









If the image has not yet been uploaded to the Media Library within Sitecore, you will need to
upload it.































Add an Event
103
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At the bottom of the page, you will see options to tag the Event
This tagging will place the Event on the proper Department and/or Office page
You can tag an Event with multiple departments and/or offices
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag events with
Department of Medicine































Add an Event
104
All departments
and offices will
be listed here for
you to tag











When you select
an item, you can
add it using the
add arrow











You can remove
a tag by using
the remove
arrow











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When you are ready to publish an event, you must use the workflow to do so
Events use the KSOM News and Events Workflow

If you simply want to submit the item to be displayed on an event calendar, you only need to
Submit the item. To do this, select Submit from the Edit drop-down menu:









Once the item is submitted, it will be published and displayed on the site.


































Publish an Event
105








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If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:









A Site Manager will be notified via email that the item is ready for review.
If the Site Manager approves the event, it will be published on the Home Page and on the Master
Calendar.
If the Site Manager rejects the event, it will be placed back in Draft state. You will be notified via email.

**NOTE: if an event is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.









































Publish an Event to the Home Page
106
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If you want to submit the item to be displayed on the Master Calendar, you need to select
Request for Master Calendar for the item from the drop-down menu:









A Site Manager will be notified via email that the item is ready for review.
If the Site Manager approves the event, it will be published on the Master Calendar.
If the Site Manager rejects the event, it will be placed back in Draft state. You will be notified via email.

**NOTE: if an event is rejected after it is requested for the Master Calendar, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.









































Publish an Event to the Master Calendar
107
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Featured Event
108
To determine which Event is featured on the home page, click on the KSOM item within the
tree structure.
On this page, you will see a dropdown list for Featured Event. This is where you select which
event displays on the home page. You can select from any existing new item.
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Featured Event
109
After you Save and Publish the item through the workflow, it will display on the home page
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More Upcoming Events
110
To determine which Event items are displayed on the home page, you can tag them with
metadata labeled Home
Within the Event item itself, you will see the Metadata Tagging area
From here, you will see the option for Home. When you select Home the Event item will be set to
display on the home page
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Events Calendar
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Event Calendar Overview
112
When you create an Event (see above slides), it will be automatically added to the Events
Calendar page if it is occurring within the next two weeks
All Events (without limit) within the next two weeks will be added to the page
You can click an active day (one with bold numbers) to view that days events
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Event Detail Page Overview
113
Each Event will have its detail page that displays all of the information for that event.
On the right side of the page, the Upcoming Events feature will display the next four
upcoming events
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News Items
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At the bottom of the tree structure, you will see the Site Content section
Within this section, you will see an NewsResearch folder, with all news items within that
folder
To create a new News item, right-click the NewsResearch folder, and select
Insert > News







In the pop-up window, enter the name of the new item























Add a News Item
115
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The new item will be created and you can populate its fields































Add a News Item
116
The Title is the name
of the item






Select the date using
the drop-down menu











Enter the Time of
the item











Add a description
to the item











Add body text











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Below the Body field, you will see sections to add an Image to the page
Select browse to select the image





The Media Browser will appear, and you can select your image.









If the image has not yet been uploaded to the Media Library within Sitecore, you will need to
upload it.































Add a News Item
117
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At the bottom of the page, you will see options to tag the News item
This tagging will place the item on the proper Department and/or Office page
You can tag a News item with multiple departments and/or offices
*NOTE: You can only tag metadata items to which you have access. For example, if you are
only a member of the Department of Medicine, you will only be able to tag items with
Department of Medicine































Add a News Item
118
All departments
and offices will
be listed here for
you to tag











When you select
an item, you can
add it using the
add arrow











You can remove
a tag by using
the remove
arrow











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When you are ready to publish a news item, you must use the workflow to do so
News Items use the KSOM News and Events Workflow

If you simply want to submit the item to be displayed on an event calendar, you only need to
Submit the item. To do this, select Submit from the Edit drop-down menu:









Once the item is submitted, it will be published and displayed on the site.


































Publish a News Item
119








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If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:









A Site Manager will be notified via email that the item is ready for review.
If the Site Manager approves the item, it will be published on the Home Page.
If the Site Manager rejects the item, it will be placed back in Draft state. You will be notified via email.

**NOTE: if an item is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.









































Publish a News Item to the Home Page
120
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Featured News
121
To determine which News item is featured on the home page, click on the KSOM item within
the tree structure.
On this page, you will see a dropdown list for Featured News Research. This is where you
select which item displays on the home page. You can select from any existing new item.
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Featured News
122
After you Save and Publish the page, it will display on the home page
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More News
123
To determine which News items are displayed on the home page, you can tag them with
metadata labeled Home
Within the News item itself, you will see the Metadata Tagging area
From here, you will see the option for Home. When you select Home the News item will be set to
display on the home page
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News Landing Page
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News Landing Page Overview
125
The News Landing page will list news items for a specific department or area
The first news item gets a unique position and styling on the page
The remaining news items will display in a paginated list, with four items on each page
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News Detail Page
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News Detail Page Overview
127
When you create a News & Research item (see above slides), a News Detail Page for that
item will automatically be created
You will see the following items on the page:
Title
Date
Body Text
Image
More News feature
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Creating Metadata
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Metadata are the tags that allow you to connect a specific news item or event to a certain
department of office
All metadata items are found within the Metadata folder within the Site Content area within
the tree structure







Metadata items are organized within four folders:





















Create New Metadata
129
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First, right-click on the folder within which you want to create the new metadata item
After right-clicking, select Metadata









Then, name the new metadata item




























Create New Metadata
130
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When you create the new metadata item, you will just need to add the links to the default
Calendar and Landing Pages for this specific item. This will be related to the department or
office to which the metadata item is connected.




























Create New Metadata
131
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Callouts
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Add a Content Callout
133
A content callout can contain custom text and images, displayed in various unique formats.









To create a custom callout, insert a new item within the folder seen below Site Content >
Callouts > Content.
Note: sub-folders can exist within the callout folders if necessary
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Add a Content Callout
134
When creating a new content callout, you will see the following fields:
Background Color: grey, tan, or white (drop-down list)
Content: rich text editor
Within the rich text editor, you can add text and/or images
When adding the callouts title, make sure to use Heading 3 so that the title
displays in the correct format on the page








Learn More Link: link to more details regarding the item









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Add a Visual Callout
135
A visual callout can contain custom text and/or images. All visual callouts will have a similar
styling.




To create a custom callout, insert a new item within the folder seen below Site Content >
Callouts > Content.
Note: sub-folders can exist within the callout folders if necessary
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Add a Visual Callout
136
When creating a new visual callout, you will see the following fields:
Image
Link
Content: rich text editor (keep this short to fit within the callout box)
Background Color: grey, red, or yellow (drop-down list)
NOTE: The image is optional. If no image is selected, the text will fill the available space in the
callout. If the image is added, it will always display on the left side of the callout.
















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Publishing Callouts
137
An item is published after it goes through the workflow process and is approved










As a Content Author, you can only submit an item for approval. To do this, select Submit from
the Edit drop-down menu
After a Content Approver approves the item, then it will be published







As a Content Approver, you can submit AND approve your own items, if desired


















*For more details on the
workflow process, please see
Workflow Process Details
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Callout Inheritance and Hiding
138
If a parent page (such as a department page) displays certain callouts, any page created
beneath that page (a child page) will, by default, display the same callouts as the parent
page.
If you want to display different callouts on the child page, you can change the callouts as you
normally would

If you want to hide the parent pages callouts, you select the hide callouts checkbox within
the content editor. Make sure to publish the page to reflect any changes to the callouts.






















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Creating Sub-Folders
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Creating Sub-Folders
140
When you need to create sub-folders within an existing content section, there are a few key
steps to take to ensure adding new items is a simple process.
NOTE: the example below shows Callouts. The process is the same for any content type within Sitecore.

To make sure the content type is displayed within the Insert menu (as seen below), you will
need to follow the steps below.





You can add the callout as an insert option to each folder you create this will need to be
done to each folder/sub-folder.













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Creating Sub-Folders
141
Make sure to click on the folder to which you want to add the insert option





In the configure tab, select Assign



On the pop-up screen, expand the tree (KSOM > Items > Callouts), and then select the type of
callout you want users to add to the specific folder. Add it to the right by using the blue
arrows. Then, click OK.














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Appendix A: Rich Text Editor
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Appendix A: Rich Text Editor
143
Some fields provide access to a Rich Text Editor
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Appendix A: Rich Text Editor
144
The toolbar provides many standard word processing features
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Appendix A: Rich Text Editor
145
Standard
cut / copy / paste
Paste from Word
Paste from Word Cleaning Fonts and Sizes
Paste Plain Text
Paste as HTML
Provides both standard clipboard and clean pasting operations
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Appendix A: Rich Text Editor
146
Supports undo / redo and common formatting options
Standard Formatting
Undo / Redo
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Appendix A: Rich Text Editor
147
Insert special symbols
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Appendix A: Rich Text Editor
148
Various toolbar commands assist with managing links and media
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Appendix A: Rich Text Editor
149
Right-click to edit image properties (for example, image alignment)
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Appendix A: Rich Text Editor
150
The editor includes a powerful table management wizard
Set Table Properties
Right click in a table
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Appendix A: Rich Text Editor
151
Spell checking and on-line help
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Appendix B: Search within Sitecore
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Within the content editor, you can search to find the information you need
The search bar will appear if you select Search within the Navigate panel of the toolbar





Within the search box, you can search for a specific word or term. This will search any content
within Sitecore, such as titles, dates, images, and page text.


































Appendix B: Search
153
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By selecting a search result, you will be able to view that item within Sitecore, whether a
page, event, image, etc.
To remove the search bar from your view, simply click the X at the top of the search panel































Appendix B: Search
154
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Appendix C: Workflow
Process Details
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Appendix C: Workflow Process Details
156
There are four roles that exist within Sitecore that users can have:

The roles are listed below in ascending order, in terms of amount of access
Content Editor can add, edit, and delete basic content
Content Approver can add, edit, delete, and approve/reject content
Site Manager manages all site content and has full access to the content tree
Admin manages all site operations and has full access to all Sitecore settings



















Content
Editor
Content
Approver
Site
Manager
Admin
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The workflow process is in place to ensure that content is appropriately reviewed before being
published onto the live website
There are two workflows in place:
KSOM Content Workflow (used for standard site content and pages)
KSOM News and Events Workflow (used solely for news and event items)

Each workflow process follows a few basic steps (shown below) and begins when a user wants
to publish content to be displayed on the site



















Appendix C: Workflow Process Details
157
Content Workflow Steps
News and Events Workflow Steps











1
2
3
1
2
3
4
5
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The Content workflow is used for pages, callouts, etc. anything except for news and events
When you are ready to publish an item, use the Edit drop down to select Submit
Before you select Submit the item will be in a Draft state








You can add a comment if you like:


Appendix C: Content Workflow
158
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Next, the item will enter the Awaiting Approval stage

From here, it can either be Approved or Rejected by a content approver. If you are a Content
Approver, you can approve the item immediately from the same screen. This will publish the
item on the site.








If it is approved, the item will be published and displayed on the site

If it is rejected, the item will be placed back in the Draft state
Appendix C: Content Workflow
159
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The News & Events workflow is used strictly for news & events item

You have three options to select to begin the workflow process (before you select a workflow
step, the item will be in a Draft state)
Submit (if you want to display the item normally on the site)
Request for Home Page (if you want to add the item to the home page AND the master calendar)
Request for Master Calendar (if you want to add the item to the home page)






Appendix C: News & Events Workflow
160
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Before you select Submit the item will be in a Draft state








After you select Submit, there is no approval in place the item will be published.

You can add a comment if you like:















Once the item is submitted, it will be published and displayed on the site.


































Appendix C: News & Events Workflow
161








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If you want to submit the item to be displayed on the Home Page, you need to select Request
for Home Page for the item from the drop-down menu:









The item will be sent to a Site Manager for approval.
If the Site Manager approves the event, it will be published on the Home Page and on the Master
Calendar.
If the Site Manager rejects the event, it will be placed back in Draft state. You will be notified via email.

**NOTE: if an event is rejected after it is requested for the Home Page, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.









































Appendix C: News & Events Workflow
162
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If you want to submit the item to be displayed on the Master Calendar, you need to select
Request for Master Calendar for the item from the drop-down menu:









The item will be sent to a Site Manager for approval.
If the Site Manager approves the event, it will be published on the Master Calendar.
If the Site Manager rejects the event, it will be placed back in Draft state. You will be notified via email.

**NOTE: if an event is rejected after it is requested for the Master Calendar, it may not be displayed
anywhere else on the site. To display it on another page, follow the tagging process and use the Submit
workflow action.









































Appendix C: News & Events Workflow
163
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Appendix D: Using the
Workbox
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For items to move between workflow states, specific content approvers must review the
submissions and either approve or reject them
The best way to view and manage items that are within a workflow state is through the
Workbox
You can access the Workbox through the content editor or desktop views


















Appendix D: Using the Workbox
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From within the workbox, you can view all items within each workflow
Within each workflow, you can view which items are within each workflow state

You can expand/collapse each category to view the specific items within each workflow state


















Appendix D: Using the Workbox
166
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
At the top of the page, you can select/deselect which workflow items to view
You can also determine the number of items per page to be displayed


















Appendix D: Using the Workbox
167
The header
will list the
workflow state
of the items











2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Within the workbox, you can preview, open, view differences, approve, or reject specific items







You can also Approve or Reject ALL ITEMS within a category, or just the SELECTED ITEMS that
you specifically select. This will make the approval or rejection process quicker.










Appendix D: Using the Workbox
168
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited. 169
Appendix E: Image Tools
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Appendix E: Image Tools
170
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Appendix E: Image Tools
171
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Appendix E: Image Tools
172
2010 West Monroe Partners, LLC | Reproduction and distribution without West Monroe Partners prior consent prohibited.
Appendix E: Image Tools
173